HiveOne Email System

HiveOne Notification System

Complete email templates + calendar setup guide

Customer Confirmation Email

Sent automatically to the customer immediately after booking. Includes booking details, calendar buttons, WhatsApp reminder notice, and check-in instructions.

Staff / Internal Notification Email

Sent instantly to your team when a new booking is made. Includes all booking details, customer info, room prep checklist, and quick WhatsApp send button.

24-Hour Reminder Email

Sent automatically to the customer 24 hours before their booking. Brevo lets you schedule this automatically — no manual work needed.

Calendar Integration Setup

Four calendar options — all 100% free, no API keys needed. These are already built into your confirmation page and email. Here's how each one works and how to test them.

Google Calendar
Opens in browser, no install needed — most popular
Free
1
How it works
Clicking the button opens Google Calendar in a new tab with the event pre-filled — title, date, time, location, description. Customer clicks "Save" and it's in their calendar.
2
URL format (already in your code)
https://calendar.google.com/calendar/render?action=TEMPLATE &text=HiveOne+Booking+—+Boardroom+Alpha &dates=20260611T120000/20260611T140000 &details=Ref:+HV-7YQJP8 &location=123+Business+Ave,+Dubai
3
Test it now
The button is already working on your confirmation page. Click "Add to Calendar → Google Calendar" to test.
CAL
Apple Calendar / Outlook Desktop
Downloads .ics file — works with any desktop calendar app
Free
1
How it works
Downloads a .ics file to the customer's device. Double-clicking it opens Apple Calendar, Outlook Desktop, or Thunderbird and imports the event automatically. Includes 24hr + 1hr reminders built in.
2
What's inside the .ics file (already in your code)
BEGIN:VCALENDAR VERSION:2.0 BEGIN:VEVENT SUMMARY:HiveOne — Boardroom Alpha DTSTART:20260611T120000 DTEND:20260611T140000 LOCATION:123 Business Ave, Dubai BEGIN:VALARM TRIGGER:-PT24H ← 24hr reminder ACTION:DISPLAY END:VALARM BEGIN:VALARM TRIGGER:-PT1H ← 1hr reminder ACTION:DISPLAY END:VALARM END:VEVENT END:VCALENDAR
✉
Outlook Web
Opens Outlook.live.com with event pre-filled
Free
1
How it works
Opens outlook.live.com in a new tab with the booking pre-filled. Customer clicks Save. Works for anyone with a Microsoft/Outlook account.
2
URL format
https://outlook.live.com/calendar/0/deeplink/compose ?subject=HiveOne+Booking &startdt=20260611T120000Z &enddt=20260611T140000Z &location=123+Business+Ave+Dubai
✅ All 4 calendar options are already built and working in your booking confirmation page. No additional setup needed — test them by clicking the buttons on the confirmation page.
Brevo Setup Guide — Free Email Automation

Step-by-step instructions to connect Brevo to your WordPress site. Free forever — 300 emails/day, no credit card needed.

1 Create Your Free Brevo Account Free forever

1
Go to Brevo.com
Visit brevo.com → click "Sign Up Free" → enter your email and password → verify your email address
2
Complete your sender profile
Add your business name HiveOne Business Center, your from-address bookings@hiveone.ae, and your physical address (required by email law)
3
Verify your sending domain
Go to Senders & IP → Domains → Add hiveone.ae → Copy the 2 DNS records Brevo gives you → Add them to your domain registrar (Godaddy / Namecheap) → Click Verify. Takes 10–30 minutes.

2 Create Email Templates in Brevo

1
Create Customer Confirmation Template
In Brevo: go to Email Templates → New Template → Name it booking-confirmation-customer → Click "Code Editor" → Paste the Customer Email HTML from Tab 1
2
Create Staff Notification Template
Create another template named booking-notification-staff → Paste Staff Email HTML from Tab 2. Set recipient as your team email: team@hiveone.ae
3
Create 24hr Reminder Template
Create template named booking-reminder-24hr → Paste Reminder Email HTML from Tab 3
4
Add dynamic variables to each template
Replace static text with Brevo variables:
Ahmed → {{ params.CUSTOMER_NAME }} HV-7YQJP8 → {{ params.REF }} Boardroom Alpha → {{ params.SPACE }} June 11, 2026 → {{ params.DATE }} 12:00 – 2:00 → {{ params.TIME }} $120.00 → {{ params.TOTAL }}

3 Connect to WordPress — Brevo Plugin

1
Install the Brevo plugin
In WordPress: Plugins → Add New → Search Brevo (formerly Sendinblue) → Install → Activate
2
Connect with your API key
In Brevo dashboard: click your name top-right → SMTP & API → API Keys → Generate a new key → Copy it → Paste it in the WordPress Brevo plugin settings
3
Set WordPress to send emails via Brevo SMTP
In Brevo plugin: enable "Use Brevo to send WordPress emails" → this replaces WordPress's default (unreliable) email with Brevo's reliable delivery

4 Connect Your Booking Form

1
If using WPForms or Gravity Forms
In your form settings: Notifications → Add New Notification → Select "Send via Brevo" → Pick template booking-confirmation-customer → Map form fields to Brevo variables
2
Add a second notification for staff
Add another notification → To: team@hiveone.ae → Template: booking-notification-staff → This sends to your team automatically on every booking
3
Set up the 24-hour reminder
In Brevo: go to Automation → New Workflow → Trigger: "Transactional email sent" (booking confirmation) → Wait 0 days → Send email: booking-reminder-24hr → This sends automatically 24hrs before. Brevo calculates the timing from the booking date field.

5 Test Everything

1
Submit a test booking
Fill out your booking form with your own email and phone number. You should receive the customer confirmation email within 30 seconds.
2
Check your team inbox
Your team email (team@hiveone.ae) should receive the staff notification at the same time.
3
Verify in Brevo dashboard
Go to Brevo → Transactional → Email Logs — you'll see every email sent, delivered, opened, and clicked. If an email failed, the error reason is shown here.
✅ Total setup time: approximately 1–2 hours. After that, everything runs fully automatically — customer email, staff email, and 24hr reminder — all free on Brevo's 300/day plan.
⚠️ Important: Brevo free plan sends a maximum of 300 emails per day. For HiveOne with 3 emails per booking (customer + staff + reminder), this covers up to 100 bookings per day for free. If you exceed this, Brevo's Starter plan is $25/month for unlimited daily sends.