Email and notifications
Where: Configuration → Email and notifications. Who: owners and managers.
Arenile sends transactional emails from your mail server (SMTP): no imposed service, no extra cost. Emails go out automatically from booking events, queued and retried, in the customer’s language.
The mail server
Section titled “The mail server”The transport is configured on the server by whoever installed Arenile and is shown read-only:
| Transport | When | What happens |
|---|---|---|
| SMTP | ARENILE_SMTP_URL set |
Emails are actually sent |
| File | no SMTP, ARENILE_MAIL_DIR set |
Each email is saved as an .eml file (development and trials) |
| Log | neither | Emails are not sent: the log keeps only the template and the masked recipient |
The sender is ARENILE_MAIL_FROM (see Configuration). For good
deliverability set up SPF, DKIM and DMARC on the sender’s domain.
Establishment settings
Section titled “Establishment settings”| Setting | Example |
|---|---|
| Sender name | “Lido Esempio”: shown as display name |
| Reply-to address | info@mio-lido.it: where customer replies arrive |
| Manager email | where to receive manager notifications |
Notifications
Section titled “Notifications”| Notification | When |
|---|---|
| Confirmation | Booking confirmed (after payment, approval or desk confirmation). Contains code, summary, inline QR code, .ics calendar file and the manage link |
| Balance reminder | Automatic, before the balance due date: set up in Customer emails (see below) |
| Day-before reminder | Automatic, the day before arrival: set up in Customer emails |
| Cancellation | Booking cancelled or rejected |
| Refund | Refund made |
| Notification | When |
|---|---|
| New online booking | Every booking confirmed from the public page |
| Approval request | A booking awaits your approval (for example a gazebo) |
| Payment failed | An online payment did not go through |
| Cash closing with a difference | Not available yet (planned by the specification) |
| Webhook delivery error | Not available yet (planned by the specification) |
| Delivery error | An email was not delivered after all retries |
Each notification can be switched on or off individually.
Test email
Section titled “Test email”Send a test email to an address of your choice to check server, sender and spam filters. The email is queued and appears in the log straight away with its outcome.
Delivery log
Section titled “Delivery log”The log shows each message with template, linked booking, status (queued, sending, sent, failed, cancelled) and number of attempts. Recipients are masked and email contents are not stored.
An email that fails is retried with growing back-off, up to 8 times; then it is marked failed and, if enabled, the “Delivery error” notification goes to the manager. The same email is never sent twice for the same event.
The manage link (magic link)
Section titled “The manage link (magic link)”Every confirmation email contains a personal link the customer uses to open the Your booking area: details and QR, balance payment, changes or cancellation within the rules, and for pass holders, day releases (see The customer journey).
- The link is a 256-bit random code, stored only as a fingerprint: whoever has the database cannot rebuild it.
- It is valid until the end of the booking plus 30 days.
- If the customer loses it, from the public page they can Request a new link with email and booking code.
From the booking detail staff can:
- resend the confirmation email (with a new manage link);
- regenerate the link (revoking the previous ones); the new link is shown only once so it can be shared from the desk, and can be emailed to the customer.
Customer emails: texts and reminders
Section titled “Customer emails: texts and reminders”Where: Configuration → Customer emails. Who: owners and managers (other roles see the page read-only).
Automatic reminders
Section titled “Automatic reminders”| Reminder | When it is sent | Default |
|---|---|---|
| Day before | The day before the booking starts, at the chosen time | at 18:00 |
| Balance | Before the balance due date set by the policy (“N days before” or on arrival), with the chosen lead time (0 to 30 days) | 2 days before, at 10:00 |
Times are in the establishment timezone, daylight saving time included. Each reminder is sent only once per booking, even if the server restarts or runs on several instances. It is not sent for test, cancelled or expired bookings, for customers without email and, for the balance, when nothing is left to pay (if the customer pays after the reminder was queued, the sending is cancelled). A booking made after the sending time does not get that day’s reminder: it has just received its confirmation.
Email texts
Section titled “Email texts”For every customer email (confirmation, change, cancellation, request not accepted, request received, refund, manage link, balance and day-before reminders) and every language you can change the subject, opening text, closing text and signature.
- Choose the email and the language.
- Edit the texts. Insert placeholder adds booking data into the selected field.
- Check the preview, updated while you type with a sample booking.
- Send a test to me to see it in your inbox, then Save.
| Placeholder | Becomes |
|---|---|
{nome}, {cognome} |
Customer first and last name |
{codice} |
Booking code |
{data} |
Dates of the stay |
{postazione} |
Assigned spots |
{stabilimento} |
Establishment name |
{importo} |
Booking total (in the refund email: the refunded amount) |
{saldo} |
Balance due |
{scadenza} |
Balance due date (a date, or “on arrival”) |
Placeholders keep their Italian names in every language. Texts are plain text: an empty line separates paragraphs, no bold, links or HTML. A placeholder that is not in the list is flagged and cannot be saved. Limits: subject 200 characters on one line, opening and closing texts 2000, signature 500.
These stay fixed and cannot be removed: QR code, summary with the amounts, balance notice, manage button and link, cancellation terms, calendar note and footer. Logo and colours come from the theme of the public page.
Restore default goes back to the Arenile text for that email and language. Until you customise a text, you automatically get the improvements of the default texts with updates. Every save and restore is recorded in the audit log.
Frequently asked questions
Section titled “Frequently asked questions”Emails end up in spam.
Set up SPF, DKIM and DMARC for the ARENILE_MAIL_FROM domain and use a sender on your own domain, not a free
address.
The customer says they did not receive the confirmation. Look up the booking in the delivery log: if it is sent, check spam and the address with them; if it is failed, fix the customer’s email and use resend the confirmation from the booking detail.
Arenile is source-available software (BSL 1.1) by Coste360 SRL.