Email & Message Reference
Every message the system sends: to whom, when, and with which buttons
The system sends messages by itself when certain things happen. Emails to guests only go to guests who gave an email address, and they arrive in the language the booking was made in. Rebooking, win-back and the review request only reach guests who agreed to them while booking (Chapter 11).
18.1 To your guests
Section titled “18.1 To your guests”| Subject | When | What it contains |
|---|---|---|
| Booking request received | After an online booking that you still have to confirm. Also when you enter a pending appointment in the panel with the tick “Send the guest a confirmation” (Chapter 7). | The heading “Your Appointment Request” with date, time and provider. The button “Manage your booking” (view, move or cancel, Chapter 2.5). Under “Add to your calendar” three buttons: “Google Calendar”, “Apple Calendar” and “Outlook”. |
| Your appointment has been confirmed | When you confirm (Chapter 6.2) or enter a confirmed appointment with the tick. Businesses that confirm automatically (Chapter 16.5) send this email right after the booking instead of the request. | The heading “Appointment Confirmed”, the button “Manage your booking” and, under “Add to your calendar”, the same three buttons as in the request. |
| Your appointment has been cancelled | When you cancel, and when the guest cancels themselves. | The heading “Appointment Cancelled”. If you cancel, it says “Unfortunately, we have to cancel your appointment. …” below. If the guest cancelled, they read “You have cancelled your appointment. Sorry it did not work out this time. You can book a new appointment at any time.” and get the button “Book a new appointment” to your booking page. You change both sentences under Texts in the Email: confirmed, cancelled, moved group (Chapter 15). |
| Your appointment has been moved | When the guest moves the appointment through “Manage your booking”. If you move an appointment in the panel, the guest gets no email. | The heading “Appointment moved”, the new details, “Manage your booking” and “Add to your calendar”. |
| Reminder: your appointment at … | Before every confirmed appointment, 24 hours ahead by default, and a second one on the day if you want (Chapter 11.1). | The heading “Appointment reminder” and the button “Reschedule or cancel”. |
| A slot just opened up at … | When an appointment is cancelled or deleted on a day someone is waiting for (Chapter 10). | The heading “A slot just opened up!” and the button “Grab the slot”. |
| Time for your next appointment at … | Rebooking, after the number of days you set since the last visit (Chapter 11.2). | The heading “Time for your next appointment?”, the button “Book an appointment” and the unsubscribe link “Stop receiving these emails”. |
| We miss you at … | Win-back, when a guest has not been for a long time (Chapter 11.2). | The heading “We miss you”, otherwise as above. |
| How was your visit to …? | A few hours after an appointment you marked as attended (Chapters 6.2, 11.3). | The button “Leave a review” to your Google review page, and the unsubscribe link. |
| Your … gift voucher | Right after an online purchase, or when you create a voucher at the counter with “Send the voucher by email” (Chapter 24). | The heading “Your gift voucher”, the “Gift voucher” card with the voucher code, the value and “Valid until”, the buttons “Print the voucher” and “Book an appointment”, and, if you issue invoices, the link “Your invoice for this purchase”. |
| Acknowledgement of your withdrawal | Right after a withdrawal on the withdrawal page (Chapter 24.6). | The heading “Your withdrawal has been received”, when it arrived, and below it “Content of your statement”. |
If the guest booked through LINE, the confirmation, the cancellation and the reminder also arrive as a card in LINE (Chapter 16.4), in the language they booked in. If miraTEQ has set up LINE confirmations for your business, the email “Booking request received” also has the button “Get confirmation on LINE”: the guest taps it, LINE opens, and after tapping “Send” the card appears. If your business uses the menu link (Chapter 17), the request, the confirmation and the email about a moved appointment contain a button to the menu.
If the guest entered a voucher code while booking, the emails “Booking request received”, “Your appointment has been confirmed” and “Your appointment has been moved” contain a Gift voucher box with the balance and a request to bring the code along. If you enter a series in the panel, only one email goes out, listing every upcoming appointment of the series with weekday, date and time.
For hotels and homestays the mails speak of a stay instead of an appointment: “Your stay is confirmed, …”, “Your booking has been cancelled, …” and “Reminder: your stay at …” with the heading “Your arrival is coming up”. Instead of a date and a time they show the dates with the number of nights, for example “Stay: 30.10.2026 – 02.11.2026 · 3 nights”, and below it “Check-in from 15:00 · Check-out by 11:00”. The mail New Booking #… to you shows the same.
18.2 To you
Section titled “18.2 To you”| Subject | When | What it contains |
|---|---|---|
| New Booking #… | Right after every online booking, to your reservation email (Chapter 16.5). | The appointment, the customer details and the message. If miraTEQ has switched on the question “How did you hear about us?”, the answer is under the customer details in the How they found you row, “not specified” if there is none. If you reply to this email, the reply goes straight to the guest. |
| [Name] rescheduled | When a guest moves their appointment themselves. | The heading “Appointment moved”, with “Previously” and the new appointment below. |
| Withdrawal received | When a guest withdraws from a voucher purchase. | “A guest has withdrawn from a voucher purchase”, their statement, and the reminder to refund within 14 days (Chapter 24.6). If too many emails have already gone to the guest’s address today, the mail also says that the acknowledgement of receipt was not sent automatically: if the withdrawal is genuine, confirm receipt yourself by email. |
| Calendar not reachable | At the first failure of your connected calendar, once per outage (Chapter 16.3). | What is not working, what it means for new bookings, and how to fix it. |
If your calendar could not be read when a booking came in, New Booking carries a note at the top: the booking is a request, so check the time in your calendar before you confirm it.
When a guest cancels themselves, no email comes to you. You learn about it through the notification on your phone (Chapter 20) and in the Activity log (Chapter 23). Everyone listed under LINE notifications (Chapter 16.4) receives every new booking as a “New booking” card in LINE, with the buttons “✓ Accept” and “✗ Decline”. If the booking was already confirmed automatically, the card reads “New booking · auto-confirmed” and only shows “✗ Cancel”. The card and the reply after a tap, such as “Booking #47 accepted. The guest has been notified.”, come in the language the owner last chose in the panel.