Email reference
Every email Bookitive sends — the eight editable buyer templates with their defaults and optionality, plus the system emails you can't edit.
A complete inventory of Bookitive's email. The first group is editable (texts, branding, and per-event overrides apply); the second is system mail sent as-is.
Buyer emails (editable)
These carry your branding, your texts, and any event overrides.
| When it sends | Optional? | Default | |
|---|---|---|---|
| Order confirmation | An order is paid — tickets attached. | No (always sends) | On |
| Reservation | An unpaid reservation — payment instructions and deadline. | No | On |
| Reservation reminder | Fewer than your chosen hours remain to pay (1–168 h, default 24). | Yes | On |
| Abandoned order | Once, when an unpaid reservation expires — invites ordering again. | Yes | Off |
| Order couldn't be completed | An order can't be fulfilled or was rejected — neutral, no reason disclosed. | No | On |
| Seat change | You reseat a ticket and choose to notify. | Yes (per move) | On |
| Waitlist confirmation | Someone joins a waitlist. | Yes | On |
| Waitlist offer | Capacity frees up — a time-limited claim link. | No (it is the mechanism) | On |
Variables available in buyer emails
Customer's name · Event name · Event date and time · Order reference / variable symbol · Total amount · Reservation payment deadline · Organization name — plus template-specific ones (offer quantity, claim link, manage link) where relevant. The in-app variable picker shows which apply to each field.
Payment deadlines in buyer emails carry a timezone suffix when the event's timezone differs from your organization's — so an online event with buyers abroad never has anyone guessing whose midnight the reservation expires at. Event schedule times always render in the venue's timezone.
System emails (not editable)
Sent automatically with fixed, localized templates:
| Purpose | |
|---|---|
| Sign-in code | The 6-digit passwordless sign-in / signup code. |
| Password reset | The 6-digit reset code. |
| Invitation | An org or single-event staff invite (14-day validity). |
| Ticket transfer code | The device-takeover code for email-verified transfers. |
| Invoice | Your monthly Bookitive invoice, PDF attached. |
| Billing reminder | Invoice due-date nudges. |
| Operational notice | The carrier for team notifications: API-key and device changes, webhook auto-disabled, refunds awaiting signature, new Collect submissions, and the sold-out / near-capacity / refund-spike / waitlist and weekly-digest alerts. |
These go to you and your team, not your buyers, and follow each recipient's own account language.
Delivery
All mail sends through Bookitive's provider. Buyer sends are best-effort after the sale commits — if the mail system hiccups, the order and tickets still exist and the email retries. A delivery problem can never fail a purchase.
Related
Event overrides
Customize any email for a single event — the tri-state enable switch, placeholders that show the organization text, and the event-scoped reminder window.
Files
A per-event file drive with nested folders, uploads, previews, and search — plus Collect, public links that gather files from people outside your team.