# Event Bookings

Your site includes a lightweight booking system that lets visitors book places on events directly from the events page.

## How It Works for Visitors

1. A visitor clicks **Book a Place** on an event page
2. They fill in their details (name, email, and any custom fields you've set up)
3. They receive a **confirmation email** straight away
4. If the event is full, they are placed on a **waitlist** and notified if a space opens up
5. Members get **priority booking** for a configurable number of days before non-members can book

Visitors can also **cancel their own booking** by entering their email address.

## Managing Bookings

Go to **Admin** then **Bookings** then **Summary** to see all bookings across your events.

* Each event shows its **capacity**, **booked**, and **available** counts
* If an event is deleted but bookings still exist, they appear highlighted in yellow as **Orphaned** — you can reassign them to a replacement event using the dropdown
* You can download bookings as a spreadsheet

The **Per-Event Detail** tab shows the attendees for a single event, lets you download them as a spreadsheet, and lets you send the confirmation emails to everyone booked. Progress and the result appear beside the **Send confirmation emails now** button.

![](https://ngx-ramblers.org.uk/api/aws/s3/site-content/3bc0e802-1c9f-4635-a232-df264e6e62f3.png)

*Sending confirmation emails to everyone booked, from the Per-Event Detail tab*

## Booking emails

The booking system sends five emails automatically:

* **Confirmation** — sent when a booking is made
* **Cancellation** — sent when a booking is cancelled
* **Waitlisted** — sent when the event is full and the visitor is placed on the waitlist
* **Restored** — sent when a waitlisted booking is promoted to confirmed
* **Reminder** — sent before the event

Your group's standard wording for these is set once, under **Admin > Mail Settings > Email Configurations > Booking Notification**. Each email is edited there as a content block: keep the standard wording or write your own, inserting booking fields like the attendee's name, event title and date from the merge-field menu.

Any of the five emails can also be tailored for a single event, without affecting any other. In **Admin > Bookings**, open the **Per-Event Detail** tab, pick the event, and use **Per-event email overrides**: each email offers **Standard wording** (your group's global wording) or **Customise** for this event only.

![](https://ngx-ramblers.org.uk/api/aws/s3/site-content/d3a2ded6-415e-42d3-8208-428585bcd35d.png)

*Per-event email overrides on the Per-Event Detail tab, with Standard wording showing the group's global booking wording*

The full step-by-step guide to booking email wording, including screenshots of the editor, is [Customising Email Wording](https://ngx-ramblers.org.uk/how-to/committee/email-articles/customising-email-wording).

## See Also

* [Social Articles](https://ngx-ramblers.org.uk/how-to/committee/social) — all social event how-to guides
* [Email Articles](https://ngx-ramblers.org.uk/how-to/committee/email-articles) — email configuration and sending