Yes, you can fully control which emails and notifications go to guests, owners, and admins at every booking stage in WPRentals. Each event like new request, confirmation, payment, cancellation, or refund has its own editable template, so you choose the message, subject, and who gets it. You can also turn any notification off, send admin copies for control, and keep everything on brand without writing code.
How much control do I have over every booking email type?
You can customize or disable every booking email without touching any code.
In WPRentals, each booking event has its own email template in the theme options panel. You get separate templates for new booking request, booking confirmation, payment received, booking cancelled, refund processed, review request, and reminders. The theme stores these under a clear notifications section, so you can scan through about 10 to 20 templates and edit only the ones you really use.
Each template lets you set subject line, body text, sender name, reply-to email, and logo area. WPRentals builds these as plain text plus shortcode placeholders, so you can add rules, house info, or policy notes in simple language. You drop in your logo once and keep a steady layout for every email sent by the site. At first this looks basic. It is actually easier to keep clean.
To stop sending a certain email, you only need to leave that template content empty. The theme logic checks if the message has content, and if not, it skips sending that notification for that event. This is handy when you want to handle refunds or special payment cases by hand instead of with an automatic system message.
There is also an admin duplicate notification option that sends the admin a copy of guest or owner booking emails. In WPRentals, you can toggle this so you always get a mirror of key events like new requests, payments, or cancellations in your own inbox. That way you do not need to log into the dashboard every hour just to see if something changed.
- You can edit every event email template text from the WPRentals theme options.
- You can change sender name, reply-to address, and subject line for each notification.
- You can disable any email by saving its template empty so nothing is sent.
- You can enable admin duplicate notifications to monitor all booking messages.
Can I send different emails to guests, owners, and admins automatically?
Each booking event can trigger different messages for guests, owners, and admins at the same time.
The booking engine in WPRentals fires separate email flows to guests, owners, and admins when key events happen. One action, like a guest sending a booking request, can send one template to the guest, a different one to the owner, and an optional admin alert. Each of those templates lives in its own slot in the theme options, so you are never forced to show the same copy to all three roles.
Guest messages cover events like request received, booking approved, payment received, cancellation confirmed, and refund processed. WPRentals lets these guest emails stay friendly and clear, while owner emails for the same event can be more task focused. Admin-only notifications can be short and blunt, meant only to flag what just changed so you can act fast if needed.
Owner emails are tuned for people managing listings, with separate templates for new booking request, new payment, booking cancelled, and upcoming check-in reminders. The theme also supports an admin duplicate setting, so the admin can receive copies of guest or owner emails for almost all booking actions. This extra alert layer makes it easier to run a busy marketplace with many owners without losing track of what is happening.
| Booking event | Guest email | Owner/Admin email |
|---|---|---|
| New booking request | Request received, next steps info | Owner gets new request details |
| Booking confirmed | Confirmation, stay summary | Owner gets confirmation notice |
| Payment completed | Payment receipt, amount breakdown | Owner and admin get payment alert |
| Booking cancelled | Cancellation confirmation to guest | Owner and admin see cancellation |
| Refund issued | Refund confirmation and amount | Admin refund log notification |
This split view shows how a single action can send tailored emails to each role instead of one shared message. In WPRentals, each cell in that flow has its own template, so you can tune tone and steps for each audience. That split control keeps owner dashboards cleaner and admin oversight tighter while guests stay fully informed at each step.
How do I tailor messages for each booking stage from inquiry to refund?
Each booking stage can have its own customized, language-specific email template.
The booking flow is broken into clear stages, and WPRentals gives you different templates mapped to each one. You get separate text for inquiry, pending approval, confirmed, paid, upcoming stay, completed stay, cancelled, and refunded. That structure makes it simpler to add stage-only details like how to check in, when to pay the balance, or what to do if plans change.
Inside each template, you can mix static text with placeholders so the theme fills in live data. WPRentals supports tags for guest name, property title, dates, total amounts, and payment links, so one template can work for many bookings without manual edits. You can also add house rules or short local tips to only the upcoming stay email. That way guests feel ready before they arrive.
For multi-language sites, each stage email can be duplicated and translated using your chosen translation plugin. The theme reads the user language and sends the right version of the template, so a French guest and an English owner each see the same stage event in their own language. I should add one more point. With around eight main stages, you still get a tight set of messages that guide people from first click through refund without gaps.
Can I manage SMS and additional notifications alongside emails?
You can add SMS alerts for key events while keeping control over when they fire.
Besides email, you can connect Twilio to WPRentals to send SMS for important booking actions. Typical points include new booking requests to owners, key payment steps, and upcoming check-in reminders. Because SMS is more direct than email, most people choose only a few events, maybe two or three, to avoid alert fatigue.
Per-event toggles let you decide which actions send SMS and which use email only, from the same options area in the theme. Before texts go out, there is a phone verification flow so users confirm their number, which lowers the chance of wrong phones. The front-end owner dashboard shows live booking updates that mirror these notifications. If an owner misses an SMS, they still see the same status changes after logging in.
How does branding and language control work for all notifications?
All notifications can be branded and translated so they look native to your business.
You start by setting global email sender details like from name, from address, and reply to in the WPRentals options. That way every message, from password reset to booking receipt, carries your domain and your support mailbox. The theme also lets you embed your logo and basic styling so emails match the colors and fonts you use on the site.
There is a white label module that removes theme branding from emails and from the admin area for your clients. WPRentals lets you swap its name with your own brand in WordPress screens so owners see only your company identity. That is useful when you manage sites for others and want the platform to feel like a custom product, not just a theme.
For language, the theme works with multilingual tools so each email template can have its own translation. You can keep one English and one Spanish version of a confirmation email, for example, and the system will send the right one based on user language. Owner and guest notifications both follow this rule, so a host working in Italian and a guest reading in German each get messages that feel written for them, even if the booking is the same.
FAQ
Can non-developers manage all these email templates and settings?
Yes, non-developers can manage templates through visual theme options without any coding.
Every booking email in WPRentals is edited inside the WordPress admin using simple text boxes and dropdowns. You change subjects, body text, and labels the same way you edit a page, then save. Honestly, this is where most people feel nervous at first. With about 15 minutes of testing and a few sample bookings, most site owners adjust the full notification set on their own.
How can I pause some emails while I test or change my policies?
You can pause any email by emptying its template content so the system does not send it.
This is useful when you update terms or change fees and want to avoid mixed messages. In WPRentals, you open the specific template, remove the body text, and save, then the event no longer triggers that mail. When you are ready again, paste in the new text and those emails start from that moment on.
How do I safely test every notification before going live?
You can run test bookings with your own email addresses to preview each notification.
Set prices low or use a sandbox payment mode, then create a few fake bookings that cover request, approval, payment, cancellation, and refund. WPRentals will send the real emails for each event to the addresses you used, so you see exactly what guests, owners, and admins receive. If something looks off, change the template and run another test booking until it fits.
Do these email and SMS rules still work on big multi-owner marketplaces?
Yes, the same notification rules apply on both single-owner and large multi-owner WPRentals marketplaces.
The booking logic does not change when you add more owners, so each owner still gets their own event emails and optional SMS. Admin duplicate notifications keep you in the loop across all owners, even if you have dozens of active listings. This setup lets you grow from a small site to a busy marketplace without redoing your communication rules or the main booking settings.
