> ## Documentation Index
> Fetch the complete documentation index at: https://help.lunacal.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Email Theme

> Email Theme lets Lunacal hosts customize the look and feel of attendee- and booker-facing booking emails — confirmations, reschedules, cancellations, and related updates. You can pick a visual style, adjust brand colors, and control some content visibility so emails feel professional and on-brand.

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

***

# **Part 1 — For Hosts**

## **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.

### **Emails it affects (attendee/booker-facing)**

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

| **Email type**           | **When it’s sent**                               |
| :----------------------- | :----------------------------------------------- |
| **Booking confirmation** | After a booking is confirmed                     |
| **Booking rescheduled**  | When a booking time changes                      |
| **Booking cancelled**    | When a booking is cancelled                      |
| **Seat cancelled**       | When a seat is removed from a group/seated event |
| **Booking requested**    | When a booking needs host approval               |
| **Booking declined**     | When a host declines a booking request           |
| **Awaiting payment**     | When payment is required to confirm              |
| **Reschedule requested** | When you ask an attendee to pick a new time      |
| **Location updated**     | When the meeting location changes                |

***

## **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.

***

## **How to access Email Theme settings**

### **Personal account**

1. Open **Settings** (from the main navigation).
2. Select the **Email Theme** tab.

Direct link format: `/new-settings?tabName=email-theme`

### **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.

***

## **How to choose a theme**

On the Email Theme page, you’ll see four theme options as preview cards:

| **Theme**   | **Description**                                           |
| :---------- | :-------------------------------------------------------- |
| **Default** | Standard Lunacal booking emails (no custom theme saved)   |
| **Minimal** | Clean layout with serif headings and a colored accent bar |
| **Modern**  | Bright, contemporary card-style layout                    |
| **Bold**    | Dark background with high-contrast accent colors          |

**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.

***

## **How to customize a theme**

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

### **Colors**

In the **Color Styles** panel on the left, you can adjust:

| **Setting**                    | **What it controls**                                              |
| :----------------------------- | :---------------------------------------------------------------- |
| **Background Color**           | Main email background / canvas                                    |
| **Secondary Background Color** | Accent areas such as the footer bar and action-button backgrounds |
| **Text Color**                 | Body and label text                                               |
| **Highlighted Text Color**     | Large heading text and emphasized elements                        |

Changes preview live in the editor. Click **Save** in the editor (or on the main Email Theme page) to apply them.

### **Content visibility**

Under the **Content** section of the Color Styles panel:

| **Setting**                | **Available in UI?**    | **What it does**                                                                                                                                          |
| :------------------------- | :---------------------- | :-------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Show Booking Questions** | ✅ Yes                   | When enabled, booking question responses appear in the email. When disabled, they are hidden.                                                             |
| **Show Description**       | ❌ Not currently exposed | Supported in the backend, but the toggle is not shown in the Customize Email UI at this time. Event descriptions follow your event-type settings instead. |

> **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”).

### **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.”*

***

## **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.

***

## **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.

***

## **Which emails are themed vs. not themed**

### **✅ 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

### **❌ Not themed**

| **Category**              | **Examples**                                                                                         |
| :------------------------ | :--------------------------------------------------------------------------------------------------- |
| **Organizer/host emails** | Confirmation, reschedule, cancellation, and request notifications sent **to you** (and team members) |
| **Workflow emails**       | Reminders and custom workflow messages                                                               |
| **OTP & verification**    | Package dashboard OTP, account verification, password reset                                          |
| **Account & admin**       | Team invites, organization emails, billing notices, monthly digest                                   |
| **Other attendee emails** | Video recording/transcript download links, no-show fee charged                                       |
| **Phone-only bookings**   | Attendees on phone-only bookings receive **SMS** instead of email                                    |

***

## **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.

***

# **Part 2 — For Recipients (Clients & Bookers)**

## **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.

## **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

## **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.

## **If something doesn’t look right**

### **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.

### **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.

### **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.

### **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.

***

# **FAQ & Troubleshooting**

### **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.

### **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.

### **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.

### **Do workflow reminder emails use my theme?**

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

### **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.

### **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.

### **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.

### **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.