Configure Email Notifications for New Booking Requests

TailDesk sends email notifications after a successful public booking request. By default, the customer receives a confirmation and the site administrator receives a notification. You can configure the administrator recipients globally, and TailDesk Pro can override recipients and email bodies per service.

Configure the default administrator recipients

1. Go to TailDesk > Settings.
2. Open the General tab.
3. Find Booking notification emails.
4. Enter one or more email addresses.
5. Save the settings.

You can enter multiple recipients. The interface uses semicolon-separated addresses, for example:

owner@example.com; team@example.com

TailDesk normalizes common separators, removes invalid addresses and avoids duplicate recipients. If no valid configured recipient remains, TailDesk falls back to the WordPress site administrator email address.

Which emails are sent?

After a successful public booking submission, TailDesk sends two emails:

• Customer confirmation – sent to the booking customer.
• Administrator notification – sent to the configured TailDesk notification recipients.

The booking itself is created before the email step. If mail delivery fails, that does not mean the booking request was never stored in TailDesk.

Default customer email

The default customer subject is:

Booking request received (#ID)

The standard message includes the booking reference, service, start date, end date, site name and the customer’s note when one was supplied. It also confirms that the request was received and that the business will contact the customer.

Default administrator email

The default administrator subject is:

New booking request (#ID)

The standard administrator message includes the booking reference, status, service, dates, customer name, email, phone, note and a direct link to the booking in WordPress admin.

Customize emails per service with TailDesk Pro

TailDesk Pro adds service-specific email settings under TailDesk > Services > Edit Service > Google & Mails.

Customer mail

The Customer mail field can override who receives the customer confirmation for that service.

• Leave it blank to use the booking customer’s email address.
• Separate multiple addresses with semicolons.
• You can use the placeholders {customer_email} and {admin_email} in recipient values.

Customer mail template

Use Customer mail template to replace the standard customer email body for that service. Leave it blank to keep the default TailDesk message.

TailDesk mail

The TailDesk mail field overrides the administrator notification recipient for that service. If it is left blank, TailDesk falls back to the normal core recipient configuration.

TailDesk mail template

Use TailDesk mail template to replace the standard administrator email body for that service. Leave it blank to use the standard TailDesk message.

Available TailDesk Pro placeholders

Pro email body templates support placeholders such as:

• {booking_id}
• {service_id}
• {service_name}
• {start_date}
• {end_date}
• {status}
• {status_raw}
• {site_name}
• {customer_name}
• {customer_email}
• {customer_phone}
• {customer_phone_or_dash}
• {customer_note}
• {customer_note_or_dash}
• {customer_note_line}
• {admin_email}
• {booking_url}

When Pro detailed pricing data is available, TailDesk appends a price breakdown to the outgoing email body after the standard or customized message.

Email subjects in TailDesk Pro

The service-specific Pro interface customizes recipients and message bodies. It does not provide a separate per-service email subject field, so TailDesk continues to use the standard subjects unless another WordPress integration or filter changes them.

If booking emails are not arriving

• Confirm the booking appears in TailDesk > Bookings.
• Check that the configured recipient addresses are valid.
• Check the WordPress site administrator email if no valid custom recipient is configured.
• If Pro is active, review the service-specific Google & Mails overrides.
• Check your WordPress hosting or SMTP/mail delivery setup if TailDesk creates bookings but messages are not delivered.

Because TailDesk stores the booking before attempting email delivery, a missing email should be treated as a mail-delivery problem rather than proof that the booking request itself failed.