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This guide has two parts:
  • Part 1 — for hosts (Lunacal customers) who configure Email Theme
  • Part 2 — for recipients (clients and bookers) who receive those emails

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Part 1 — For Hosts

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What is Email Theme?

Email Theme controls the visual design of booking emails sent to people who book with you — your clients, customers, and guests. It does not change the underlying booking information (date, time, links, etc.); it changes how that information is presented.

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Emails it affects (attendee/booker-facing)

When a theme is active, these attendee/booker emails use your chosen design:

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Prerequisites

Before you can use Email Theme, make sure:
  1. Feature availability — Email Theme is controlled by feature flags in Lunacal:
    • Personal accounts: the email_templates feature must be enabled for your workspace.
    • Team workspaces: the email_templates_teams feature must be enabled, in addition to the personal flag where applicable. If you don’t see an Email Theme tab in Settings, the feature may not be enabled for your account yet. Contact Lunacal support if you believe you should have access.
  2. Permissions (team workspaces) — Only team Owners and Admins can view and edit team Email Theme settings. Regular team members do not see the Email Theme tab.
  3. Plan requirements — Email Theme is not tied to a specific billing plan in the product UI. Access is primarily determined by the feature flags above.

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How to access Email Theme settings

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Personal account

  1. Open Settings (from the main navigation).
  2. Select the Email Theme tab.
Direct link format: /new-settings?tabName=email-theme

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Team workspace

  1. Go to Manage Teams and open the team you want to configure.
  2. Open Team Settings.
  3. Select the Email Theme tab.
Direct link format: /manage-teams/{teamId}/settings?tabName=email-theme
Note: The Email Theme tab appears only for Owners and Admins. Other team members won’t see it.

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How to choose a theme

On the Email Theme page, you’ll see four theme options as preview cards: To select a theme:
  1. Click the preview card for the theme you want.
  2. Click Save.
The selected card is highlighted with a border when active.

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How to customize a theme

After selecting Minimal, Modern, or Bold (not Default), click Customize Email to open the visual editor.

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Colors

In the Color Styles panel on the left, you can adjust: Changes preview live in the editor. Click Save in the editor (or on the main Email Theme page) to apply them.

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Content visibility

Under the Content section of the Color Styles panel:
Note: A “hide attendees” option exists in the system but is not exposed in the Customize Email UI. Attendee visibility for seated events is handled by event-type settings (e.g., “show attendees on booking page”).

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Reset options

You have two ways to reset:
  1. Reset within Customize Email — Click Reset in the Color Styles panel header. This restores the selected theme’s default colors and content toggles without changing which theme is selected.
  2. Revert to Lunacal default emails — Select the Default theme card on the main Email Theme page and click Save. This removes your saved custom theme and returns attendee emails to standard Lunacal formatting.
When you revert to Default, you’ll see a confirmation toast: “Reset to default emails.”

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How to save changes

  1. Make your selections on the Email Theme page and/or in Customize Email.
  2. Click Save on the Email Theme page.
The Save button is enabled only when you have unsaved changes. If you customize inside the editor, saving there also persists your settings.

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How theme priority works

When a booking email is sent, Lunacal resolves the theme in this order:
  1. Team theme — If the event belongs to a team that has saved an Email Theme, the team theme is used.
  2. Organizer personal theme — If there is no team theme (or the booking is on a personal event type), the organizer’s personal Email Theme is used.
  3. Lunacal default — If neither a team nor a personal theme is saved, attendees receive standard Lunacal booking emails (the Default option).
Examples:
  • You have a personal Minimal theme, but your team has a Bold theme → team bookings use Bold.
  • Your team has no theme, but you have a personal Modern theme → your solo bookings use Modern.
  • Neither you nor your team has a saved theme → attendees get Default Lunacal emails.

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Which emails are themed vs. not themed

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✅ Themed (attendee/booker booking emails)

  • Booking confirmation
  • Booking rescheduled
  • Booking cancelled
  • Seat cancelled
  • Booking requested (pending approval)
  • Booking declined
  • Awaiting payment
  • Reschedule requested
  • Location updated

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❌ Not themed

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Tips for brand consistency

  1. Match your Client Portal — Use the same primary and background colors as your Client Portal customization (Settings → Client Portal) so the booking experience feels consistent from email to portal.
  2. Test with a real booking — Create a test event, book it with your own email address, and review the confirmation on desktop and mobile.
  3. Check contrast and accessibility — Especially with the Bold theme, verify that text remains readable against your background colors. Avoid very light text on light backgrounds or dark text on dark backgrounds.
  4. Use Secondary Background Color for CTAs — Reschedule, cancel, and “Pay now” buttons use your secondary/primary accent color. Pick a color that stands out clearly.
  5. Team vs. personal branding — If you work in a team, set the team theme once so all team event bookings look consistent, regardless of which member is assigned.

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Part 2 — For Recipients (Clients & Bookers)

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What you’ll see

When a Lunacal host or team has Email Theme enabled, the booking emails you receive will look branded — custom colors, styled headings, and a polished layout — instead of the plain default Lunacal format. The email still comes from the host’s booking system and contains the same essential information.

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What information appears in themed emails

Depending on the booking and the host’s settings, you may see:
  • Event name and a clear status heading (e.g., “Booking Confirmed.”, “Booking Rescheduled.”)
  • Date and time in your timezone
  • Location or meeting link (Zoom, Google Meet, in-person address, etc.)
  • Organizer name and other attendees/guests (when applicable)
  • Booking question responses (if the host has chosen to show them)
  • Reschedule and Cancel links (when allowed for that event)
  • Payment details and a Pay now button (for paid events awaiting payment)
  • Client Portal link — to view and manage your bookings with that host
  • Package links — if the booking is part of a session package

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You don’t need to enable anything

Email Theme is applied automatically by the host or team. You don’t sign up for it, install anything, or change any settings. If the host uses a custom theme, your emails simply arrive styled that way.

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If something doesn’t look right

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Email looks broken or unstyled

  • Some email clients (especially older ones) may render colors or layouts differently. Try opening the email in a different client (Gmail, Outlook, Apple Mail).
  • If images or layout appear broken, forward the email to the host and let them know which email app you’re using.

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Email landed in spam

  • Add the sender to your contacts or mark the email as “Not spam.”
  • Themed emails are still standard transactional messages; spam filters sometimes flag unfamiliar senders regardless of styling.

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Email doesn’t match what you expected

  • The host controls the theme, colors, and what information is shown. Contact the host directly if details are missing or incorrect.
  • Reschedule and cancel links only appear when the host has allowed those actions for the event.

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Can you opt out of styled emails?

No. There is no separate setting for recipients to disable Email Theme or receive plain-text-only versions. Styled emails are part of how the host sends booking notifications. Standard email rules apply — you receive transactional booking emails as part of making a booking; unsubscribe options, if any, follow Lunacal’s and the host’s normal email policies, not a separate “theme off” toggle.

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FAQ & Troubleshooting

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I don’t see the Email Theme tab. Why?

  • The feature may not be enabled for your account (feature flag).
  • For teams: you must be an Owner or Admin. Regular members won’t see the tab.
  • For teams: the email_templates_teams flag must be enabled.

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I saved a theme but my test email looks like the old default.

  • Confirm you clicked Save after selecting a theme.
  • For team events, check whether a team theme is set (it overrides your personal theme).
  • Allow a minute and try a new test booking — already-queued emails won’t update retroactively.

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My personal theme isn’t applying to team bookings.

This is expected. Team theme takes priority over your personal theme when the event belongs to a team.

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Do workflow reminder emails use my theme?

No. Workflow emails (reminders, follow-ups, etc.) use the standard workflow email format, not Email Theme.

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Do emails sent to me as the host use my theme?

No. Email Theme applies to attendee/booker emails only. Notifications sent to you and your team use the standard organizer email format.

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What’s the difference between “Reset” in the editor and selecting “Default”?

  • Reset (in Customize Email) restores the current theme’s default colors and toggles.
  • Default (on the main page) removes your saved theme entirely and reverts all attendee emails to standard Lunacal formatting.

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Can I show or hide the event description in emails?

The system supports a “Show Description” setting, but it is not currently available in the Customize Email UI. Description visibility is primarily controlled by your event type settings.

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Will changing my theme affect past bookings?

No. Theme changes apply to new emails sent after you save. Previously sent emails are not resent or restyled.