Customize emails

You can customize certain email notifications sent to users by adding your own text. This allows you to create a more personalized experience for your customers and automatically provide them with all the necessary details, reducing follow-up questions.

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Member invitations and invitation reminders

When you invite a new member, they receive a default invitation email: To customize member invitation email:

1. Go to Location settings > Customers page.
2. In the Custom emails section, enable Invitation.
3. Paste your custom email text.
   • The invitation email always includes:
     • A greeting at the beginning
     • A call-to-action at the end for the user to sign in with their email address.
   • Your custom text will replace the middle section of the email.

4. Enable Invitation reminder to customize it as well, if preferred. This reminder is automatically sent 3 days after the initial invitation if the user has not yet activated their account.

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Booking confirmations

By default, users do not receive a booking confirmation email. They only receive a payment confirmation (receipt) if they paid via a payment gateway: ​ To send your custom booking confirmation emails:

1. Go to Resources > Rooms, Desks, Parking, or Equipment.
2. When creating or editing a resource, find the Confirmation email property.
3. Choose which user roles should receive this email when booking and paste your custom text.
   • The booking confirmation email, by default, includes:
     • A ‘Thank you’ for the booking
     • Booking date and time
   • Your custom text will be inserted in the middle.

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Event joining confirmations

By default, for event tickets, users do not receive confirmation emails. They only receive a payment confirmation (receipt) if they paid via a payment gateway. To send your custom confirmation emails to event attendees:

1. Go to the Events page.
2. When creating or editing an event, enable Confirmation email and paste your email text.
   • The event joining confirmation email, by default, includes:
     • A ‘Thank you’ for joining the event
     • Event date, time, and venue
   • Your custom text will be inserted in the middle.

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Shop order confirmations

By default, for shop orders, users do not receive confirmation emails. They only receive a payment confirmation (receipt) if they paid via a payment gateway. To send your custom confirmation email to users after all orders:

1. Go to the Location settings > Service page > Shop tab
2. Enable Order confirmation email, and paste your email text.
   • The shop order confirmation email, by default, includes:
     • A ‘Thank you’ for the order
     • Purchase details: order number, products, and total amount paid.
   • Your custom text will be inserted in the middle.

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Benefit application confirmations

By default, for benefit applications, users do not receive confirmation emails. To send your custom confirmation emails to benefit applicants:

1. Go to the Benefits page.
2. When creating or editing an event, enable Confirmation email and paste your email text.

• The benefit application email, by default, includes a ‘Thank you’ for applying for the benefit.
• Your custom text will be pasted after it.

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Visit invitations

When members invite a visitor, they receive a default invitation email: To customize the visitor invitation email:

1. Go to Location settings > Service page > Visitors tab
2. In the Custom emails section, enable Invitation.
3. Paste your custom email text.
   • The visit invitation email, by default, includes:
     • The invitation to visit your space
     • Date and time of the visit
     • Visit code
     • Friendly ending “We are looking forward to greeting you at [Your space name]!”
   • Your custom text will be pasted after it.

FAQs

Where can I see all notifications and email notifications sent to my customers?

To view the list of notifications and emails users receive, refer to the Understand user notifications doc.

How can I customize notifications or emails that aren't directly customizable in Spacebring?

Use Zapier integration to customize other notifications, not included on this list of customizable emails. It supports a wide range of Spacebring trigger events, allowing you to send your own custom notifications or emails to customers based on those events.

Can I add hyperlinks to custom email text?

Yes. These custom text fields render Markdown formatting, so add hyperlinks using Markdown link syntax: [text](url). For example, [Spacebring docs](https://www.spacebring.com/docs) appears as a clickable link reading Spacebring docs.You can use this to add hyperlinks in any custom emails: invitations, invitation reminders, booking confirmations, event joining confirmations, shop order confirmations, benefit application confirmations, and visit invitations.

How do I send new members a welcome email with onboarding instructions?

You don’t need to write an email yourself. When you invite a member from the admin portal, Spacebring automatically sends them a default invitation email that already covers what a new member needs to get started:

The default email includes a personalized greeting, lists what they can do in the app and has an “Activate my account” button which takes them directly to the member portal.If you want to add your own text — such as space-specific details or extra onboarding notes — you can customize the invitation email:

1. Go to Location settings > Customers.
2. In the Custom emails section, enable Invitation.
3. Paste your custom text. It replaces the middle of the email, between the greeting and the activation button.