Who Gets Booking Request Emails, and When

Step-by-step

1. 1

   A member asks for dates: every admin gets an email

   When a member books dates that need approval, the booking shows as pending on the calendar. At the same time, each admin of the property gets a New Booking Request email. It shows who asked, the dates, the number of guests, and any note. It links to the calendar, where the admin can approve or decline. When an admin replies to the email, the reply goes to the member who asked.

   • All admins get the email, not only the owner who set up the property.
   • Regular members do not get this email.
   • Guests never get this email.
   • Admins follow the same rules as members. If an admin books dates for themselves and the booking needs approval, all admins get the email, including the admin who booked.
2. 2

   Auto-approved bookings: no request email

   Some bookings are approved the moment they are saved. They go straight onto the calendar as confirmed, so admins get no request email. This happens when:

   • The member has auto-approve turned on, and the booking is within their limits. An admin sets two limits for each member under Settings, then Booking Rules: how many auto-approved requests they get per year, and the most nights per request. A booking that goes over either limit becomes a normal request, and admins get the email.
   • An admin books dates for another member.
   • An admin adds a maintenance, cleaning, hold, or external booking.
   • It is the member's turn in an active booking round. During a round, the turn is the approval.
3. 3

   A guest or visitor sends an inquiry: every admin gets one shared email

   People outside the property can ask for dates from your public booking page or your shared public calendar. Every admin gets the inquiry. OurSharedPlace sends one email with all admins on the To line, so each admin can see who else has it. When an admin replies, the reply goes to the person who asked.

4. 4

   Telling the rest of the group is your choice

   On the website, after you save a booking, a Notify screen asks who else you want to tell. It lists every member of the property, and all of them are checked. Uncheck anyone you want to leave out, or skip the step. Each person you keep gets a Booking Update email with the dates and status. Guests do not appear on this list. The iPhone and Android apps do not show this screen.

5. 5

   Push notifications in the iPhone and Android apps

   If you are an admin and you are signed in to the OurSharedPlace app, your phone also gets a push notification when a guest or visitor sends an inquiry. Every admin with the app gets it. Push notifications work in addition to email, not instead of it.

   • A member's booking request does not send a push. It still sends the email, and it adds to the number on the app icon, which counts all requests that wait for a decision.
   • When you answer an inquiry, the person who asked gets a push only if they have an OurSharedPlace account and the app.
   • The email switches in your Profile do not control push notifications. To stop them, turn off notifications for OurSharedPlace in your phone's settings.
6. 6

   Approval and decline emails

   When an admin approves or declines a request, a screen shows who will get the decision email. For an approval, every member is checked, so the whole group learns about the confirmed dates. For a decline, only the member who asked is checked. The admin can change either list and add a short note before sending.

7. 7

   Turn request emails off

   Open your Profile and find the email settings for the property. Admins see a Booking Requests (Admin) switch. Turn it off to stop request and inquiry emails for that property. The pending requests still show on the calendar and on your dashboard. Every member also has a Booking Decisions switch for the emails about their own requests.

Frequently asked