> For the complete documentation index, see [llms.txt](https://docs.hostelmate.co/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.hostelmate.co/finance-management/notifications/email-notifications.md).

# Email Notifications

Automate your direct guest communication with customizable email templates and timing rules.

{% hint style="info" %}
Stay in touch with your guests without lifting a finger! The Email Notifications page lets you design beautiful, automated emails that get sent to guests at key moments before, during, and after their stay.
{% endhint %}

## The Email Triggers

You can set up emails for five different scenarios:

| Trigger                  | When it sends                                                     |
| ------------------------ | ----------------------------------------------------------------- |
| **Booking Confirmation** | Immediately after a guest books.                                  |
| **Pre-Arrival Guide**    | A few days before check-in (great for door codes and directions). |
| **Booking Updated**      | If dates or details change.                                       |
| **Booking Cancellation** | If a booking is cancelled.                                        |
| **Post-Stay Thank You**  | After check-out (perfect for asking for reviews!).                |

## Editing a Template

When you click on one of the triggers, you'll open the editor. Here you can turn the email on or off, edit the subject line, and write the email body using a rich text editor.

### Custom Timing (Pre-Arrival & Post-Stay)

For the "Pre-Arrival Guide" and "Post-Stay Thank You" emails, you have granular control over *when* the email is sent:

* **Pre-Arrival:** A special setting appears allowing you to specify exactly how many "days before check-in" the email should be fired.
* **Post-Stay:** A similar setting lets you choose how many "days after check-out" the thank you email goes out.

### Placeholders (The Magic Variables)

{% hint style="success" %}
Don't write "Dear Guest"—use our Placeholders!
{% endhint %}

On the left side of the editor, you'll see a list of variables like `{{guest_name}}` or `{{checkInFrom}}`. Just click one to copy it, and paste it into your email. When the email actually sends, the system swaps the placeholder with the real guest's details.

### Guest Preview

Wondering what your email will actually look like when it hits a guest's inbox? Switch to the **Preview** tab! It generates a live, styled mockup of the email using sample data, so you can make sure your formatting and placeholders are perfect before hitting save.