A single overview of every automatic email DiveOps sends on your behalf, and where to control what each one says.
When you'd use this
- Checking exactly which emails go out to customers, your team, and account holders, and when each one fires.
- Finding the setting that shapes an email (its meeting time, brand colour, tax details, reply-to address) without hunting through every settings page.
Where to find it
Settings → Emails (in the Messages & bot group, with WhatsApp Setup and your bot).
What you'll see
The emails are grouped so they're easy to scan:
- Customer emails · booking confirmation, booking receipt, shop (POS) receipt, and the three equipment-servicing emails (booked in, ready for collection, due reminder).
- Alerts to your centre · the new booking alert, emailed to you each time a customer books online.
- Team & pay · team invite, added to a centre, instructor assignment, payslip, leave request decision.
- System & account · sign-up confirmation and password reset (these are sent by the platform and can't be changed).
Each email shows:
- Sends when · a plain-English description of what triggers it.
- Controlled by · links straight to the settings that shape that email. For example, a booking confirmation links to Auto-approve bookings, Meeting time (per service), Brand colour & logo, and your Reply-to address.
Use the search box at the top to filter the list by name or trigger. Click an email's name to open it.
Turning an email on or off
On an email's page, the Send this email switch turns it on or off for your centre. Turn it off and that email simply won't go out. (System emails, and a couple that have their own setting elsewhere, don't have this switch: the page tells you where their control lives.)
New booking alerts
Each time a customer books online, DiveOps emails your centre with the booking: what they booked, the date, how many people, their email and phone, what they've paid and any request they left. Press Reply to answer the customer straight from the email, or Open booking to see it in DiveOps.
- It goes to the New booking alerts address in Centre Info, or your main email if that's blank.
- If you approve bookings by hand, the subject starts New booking to approve so it stands out.
- Customers who pay online trigger it once their payment goes through, never for a checkout they abandon.
- Bookings your team adds in DiveOps don't send it.
- It's on for every centre. Use the Send this email switch on its page to stop it.
Emails for an order
When your booking page takes several products in one checkout (an order), the customer and your centre get one email for the whole order, not one per booking. These are the same emails listed on this page, so their switches and wording apply.
- Booking confirmation · one email listing every booking in the order and where each one stands: Confirmed, Waiting for your centre to confirm, Postponed, Cancelled or Not available. A booking reads Postponed once everyone on it is postponed; if only some people on it are, their names show "(new date to be agreed)". Every later email (for example after you approve one booking) shows the whole order again, so the newest one is the full picture. On this email's page, the live preview has a One booking / Several bookings switch, and Send a test sends the one you picked. What each word means: Bookings.
- New booking alert · one alert listing every booking in the order. Its subject starts New order (or New order to approve if you approve bookings by hand).
- Booking receipt · when a customer pays for several bookings of one order in one go (online, at the desk or on a card reader), they get one receipt for that payment. It shows the order's reference and lists each booking it paid, who each is for, their extras and any card fee. Any other payment sends a receipt per booking, as before. Receipts follow Email receipts automatically in Settings → Booking Page → Payments and this page's Send this email switch for the booking receipt.
- Sending it again · you can send the order's confirmation email again from the Part of order card on any of its bookings: see Bookings.
- Diver details link · the email you send from a booking only mentions the medical form when the link will ask for it. A form the person already signed on another booking in the same order counts, so they never sign twice. See diver-details-link.md.
Editing the wording
Customer emails have one or more text boxes you can fill in. They're added to the standard email: leave a box blank to use the normal wording, or type your own. The booking confirmation has a "Before you arrive" box that's perfect for joining instructions (what to bring, where to meet, what time to arrive).
- Use the Insert tags below a box (like
{{firstName}}or{{meetingTime}}) to drop in details that fill themselves in for each customer. Only the tags shown are allowed: anything else is flagged when you save. - Press Save changes on the bar at the bottom. (Editing needs the Settings edit permission.)
Live preview
As you edit, a live preview on the right shows the real email with sample booking details, so you can see exactly how your wording looks. On a smaller screen it appears below the editor. Tags show as a customer's real details in the email they actually receive.
Send a test
Every email has two test buttons. Each sends a copy with sample details and your saved wording.
- Send to me · goes to your own login email.
- Send to centre · goes to your centre's email, so you can check your centre's inbox gets it (and it doesn't land in spam). For the new booking alert, it goes to your New booking alerts address, or your main email if that's blank. The page shows the exact address before you press it.
Tips
- Most emails carry your brand colour and logo: set those once in Branding and they apply everywhere.
- A booking confirmation only shows a firm arrival time when the service has a Meeting time set in your dive menu; otherwise it asks the customer to confirm with you.
- Prefer to send your own joining email by hand? Turn the booking confirmation off here and the platform will stop sending its own.