Settings - Email Templates

Last updated: May 9, 2026

This document provides an overview of all email templates available in the VS system, detailing whether they are currently active, can be manually activated, or are planned for future development.

Booking Cancellation Email	Inactive. It is on the roadmap to automatically send this email when a customer has their booking canceled.
Booking Payment Notification Email	Active. Email is sent to business when a payment for a booking has been made (EG balance of payment for party bookings)
Booking Reminder Email	Inactive. To automate booking reminders, please contact the Help Centre to activate.
Booking Waiver Email	Active if using waivers. Sent when waiver has been signed.
Customer Service Voucher Email	Inactive. This is on the roadmap to be sent when the functionality exists to issue customers a voucher in lieu of refunds.
Direct Debit Fail	Inactive unless using direct debit for memberships.
EFTPOS Receipt	Inactive unless card provider records receipt information.
Event Booking Confirmation Email	Active. Sent when event booking is made.
Facility Booking Confirmation Email	Active. Sent when non-group booking is made.
Group and Party Booking Confirmation Email	Active. Sent when group booking is made.
Incident Email	Inactive by default. To automate the incident report, please contact the Help Centre to activate.
New Booking Notification Email	Inactive by default. To activate, go to Operations > Booking Notifications, and select which bookings should also send an email to your info email, in addition to the customer’s confirmation email.
One Time Password	Active if online portal activated. Email sent to guest to verify their account.
Order Confirmation Email	Active. Sent when gift card, session pass or membership is purchased.
Party Reminder Email	Inactive. To automate party reminders, please contact the Help Centre to activate.
Pending Email	Inactive. Manual email sent to guest when a booking is marked as pending (pending bookings do not reserve allocations and primary use is for tracking a large number of bookings that are cancelled due to the venue being closed (EG COVID)
Report Email	Inactive unless request is put in to have a report scheduled to your email.
Request to Complete Waiver Email	Active. Sent from the POS to prompt the customer to sign a waiver
Reserved Booking Cancellation Email	Inactive. Primary use is for reservation based bookings that automatically cancel if the booking has been made.
Reset Password Email	Active. Sent when request to reset customer portal password has been actioned.
Scheduled Payment Fail	Active. Sent to customers when the second attempt to process their membership payment fails (e.g., due to insufficient funds).
Scheduled Payment Reminder	Active. Email sent to customers 2 days before their membership payment, reminding them to ensure sufficient funds are in their account.
Scheduled Payment Retry	Active. Email sent to customers after the initial payment attempt fails, notifying them that a retry will occur in 1-2 days.
Scheduled Payment Success	Active. Email sent to customers confirming their membership payment was successful.
Survey Email	Inactive unless a request is made with VS to schedule it, or it is manually sent from the booking using the 'Send' option under 'Survey Email.'
Survey Reward Voucher Email	Inactive unless a request is put in with VS to schedule this email.