Email Notifications

What can you do with this?

• Automate customer communication -- emails are sent automatically when a booking is created, approved, canceled, or updated.
• Control each notification individually -- turn specific email types on or off depending on what your shop needs.
• Get admin copies -- send duplicate emails to your company or location email address for internal tracking.
• Integrate with ticket systems -- use the customer's name and email as the sender on duplicate emails so your helpdesk creates a ticket per customer.
• Add private admin notes -- include internal-only content in emails using [admin_only] tags that your customers never see.

Where to find it

1. In your WordPress admin sidebar, click RepairPlugin.
2. Click Settings.
3. In the settings sidebar, click Notifications & Quotes.
4. The Email Notifications section is at the top of the page.

https://www.repairplugin.com/wp-admin/admin.php?page=wp_repair_settings&section=notification_offer

How to set it up

Available notification types

RepairPlugin includes these email notification types, each with its own switch, subject line, message body, and duplicate option:

Turn a notification on or off

https://www.repairplugin.com/wp-admin/admin.php?page=wp_repair_settings&section=notification_offer

1. Navigate to Notifications & Quotes.
2. Click the notification type you want to configure to expand it.
3. Switch the setting on the right side to ON or OFF.
4. Click Save Settings at the bottom of the page.

Set up duplicate emails (admin notifications)

Each notification type has a Send Duplicate switch inside its expanded section:

1. Expand the notification type.
2. Switch Send Duplicate to ON.
3. The duplicate email is sent to the Company Email from your Company Information settings.
4. If Enhanced Locations is active (available on the Scale plan), the duplicate goes to the email address assigned to the selected location instead.
5. Click Save Settings.

Use customer details as the sender for duplicate emails

At the top of the Email Notifications section, there's a global switch:

1. Switch Use customer details as a sender while sending duplicate email to ON.
2. When turned on, the customer's name and email address are used as the sender in the duplicate email.
3. This is useful when sending duplicate emails to a support ticket system -- each email creates a new ticket under the customer's name.
4. Click Save Settings.

Add admin-only content in email templates

Within the email editor for each notification type, you can use [admin_only] and [/admin_only] tags:

• Content between these tags is only included in the admin duplicate email.
• It's hidden from the customer-facing email.
• Use this for internal notes, approval links, or operational details.

Example:

Dear $CustomerName$, your booking is confirmed.

[admin_only]
Internal note: Check stock for this repair before appointment.
[/admin_only]

What a booking confirmation email looks like

https://www.repairplugin.com/wp-admin/admin.php?page=wp_repair_settings&section=notification_offer

Set up the cron job (required for Reminder and Aftersale emails)

https://www.repairplugin.com/wp-admin/admin.php?page=wp_repair_settings&section=notification_offer

The Reminder and Aftersale email notifications need a server cron job to work. The cron job command is shown at the bottom of the Notifications & Quotes page:

• Command: php /path-to-plugin/cron.php rp > /dev/null 2>&1
• Frequency: Every 5 minutes (*/5 * * * *)
• Replace php with the PHP path recommended by your hosting provider.

Troubleshoot missing emails

If emails aren't being received:

1. Confirm the notification is turned on.
2. Check that Send Duplicate is on for admin notifications.
3. Verify the Company Email or Location Email is correct.
4. Check Email Logs under RepairPlugin > Settings > Email Settings & Logs > Email Logs.
5. Make sure SMTP Settings are properly configured.
6. Test basic WordPress email by using the "Lost your password?" feature on the login page.

Settings reference

Where does the duplicate email go?

By default, duplicate emails are sent to the Company Email set in your Company Information settings. If you have Enhanced Locations active, the duplicate goes to the email address assigned to the location linked to that booking.

Do I need a cron job for all notifications?

No. Only the Reminder and Aftersale emails need a cron job because they're time-based. All other notifications (booking confirmations, approvals, cancellations) are sent instantly when the event happens.

What happens when a customer clicks the cancel or approve link in an email?

Notification emails can contain a cancel link and an approve link. When a customer clicks the cancel link, they see a confirmation page asking them to confirm the cancellation. If confirmed, the appointment status changes to Canceled and cancellation emails are sent to both the customer and the admin. The approve link works similarly — clicking it changes the appointment status from Quoted to Approved and sends a status update email.

Related articles

• Email Templates
• SMTP Settings
• Reminder Emails
• Quotes (PDF Offers)
• Checkout Field Editor
• Customer Database
• Managing Appointments
• Managing Languages
• Repairs Workflow
• Step Translations