Around every booking, a small set of emails goes out automatically — to the guest, to your team, or both. This article runs through each one, when it fires, and what it contains.
Emails the guest receives
Booking confirmed
The moment a booking is set to Confirmed, the guest is emailed:
- Subject — "Booking Confirmed at [your business name]".
- Contains — reservation time (in your restaurant's timezone), number of guests, the name the booking was taken under, any special requests, and a button to view the booking.
- Goes to — the email on the booking. If the booking has no email (a walk-in, a phone booking taken without contact details), no confirmation is sent.
Bookings taken online or by phone arrive in Pending until you move them to Confirmed. Confirming is what triggers the email — see How bookings work for the full status flow.
Booking cancelled
When a booking is cancelled — by you, by the guest from their own account, or by an admin — the guest is emailed:
- Subject — "Booking Cancelled at [your business name]".
- Contains — the original reservation time, party size, and the name on the booking. The email also tells the guest to contact the restaurant directly if they would like to reschedule.
- Goes to — the email on the booking.
See Cancellations and no-shows for how to cancel a booking from your end.
Payment invoice
If the booking required an online deposit (or a full payment for a paid event), the guest receives an invoice email once their payment is completed:
- Subject — "[your business name] - Booking Invoice".
- Contains — invoice date, payment reference, restaurant name, booking ID and time, name and email, plus a summary line with the payment type, number of guests, price per person, and total paid.
- Goes to — the email on the booking.
See Deposits and refunds for when deposits are taken.
What does not trigger an email
Bookings move through several states that do not generate an automatic email. It is worth knowing what the silence means:
- Bookings in Pending — no email until you confirm.
- Edits to time, party size, or table on a booking that is already Confirmed. The guest is not re-emailed about the change — you need to tell them yourself, by phone or email.
- Marking a booking No-Show — nothing is sent to the guest.
- Marking a booking Completed — nothing is sent either. The next email the guest will get is the review request a day or two later (see Post-visit follow-up emails).
Emails and notifications your team receives
At the same moments — a new booking landing, a booking being cancelled — you and other members of your business account get an email too.
New booking
- Subject — "[#<id>] New Booking for <date>".
- Contains — reservation time in your timezone, party size, guest name, any special requests, the table or tables assigned, and a link straight to the booking.
- Goes to — every Owner, Admin, and Staff member on your business account by default.
Booking cancelled
- Subject — "[#<id>] Booking Cancelled for <date>".
- Contains — the cancelled booking's time, party size, guest name, and a link to the booking record.
- Goes to — the same set as above.
Live calendar updates
Alongside the emails, the Calendar updates in real time. A new booking appears on the right day without you having to refresh; an edit to time, party, or table on an existing booking shifts the block live. This is the fastest signal if you are already using Make a Rezzy.
The sender address
All of the emails above go out from Make a Rezzy itself, not from your restaurant's email account. The sender address is the same across every email. You cannot currently change the sender or the contents of these emails — the wording is fixed.
Where to go next
- Booking reminder emails — what currently happens (and does not) in the run-up to a booking.
- Post-visit follow-up emails — the review request and anything else after the meal.
- How bookings work — the wider booking flow these emails sit inside.