Edit the email templates
Open Hamilton Meeting, click Administration, then "Email template editor" in the Templates section.
Select the Site (or "no selection" for the template used by all sites) and the template to edit.
Edit the message:
Subject and body, with the placeholders that inject booking data (room, date, booker, reference...). Keep the placeholders intact — they are replaced at sending time.
Activate: enables or disables this email entirely.
Recipient options per audience (booker, contact person): "Display the checkbox" shows the send-email checkbox on the booking form, and "Check automatically" pre-ticks it.
iCalendar: attaches a calendar invitation to the email.
Distribution list: adds a fixed recipient list to this notification.
Click Validate.
Site-specific templates override the general one: configure the common wording on "no selection", then adjust per site only where needed.
Manage notification recipients
In the Settings section, click "Email recipients management".
Maintain the distribution lists (standard list screen): each entry is a named list of email addresses.
Reference a list from a template's "Distribution list" option to copy it on every email of that type — typical for reception desks or facility teams.
Test your changes
Create a test booking with the email checkboxes ticked.
Verify the received emails: wording, placeholders resolved, calendar attachment, extra recipients.
Cancel the test booking and verify the cancellation email too.
Good to know
Templates exist per language: users receive the language of their profile.
The SMTP server used for sending is configured in the integrations — see "Configure integrations: email, Hamilton API and web services".
The booking detail attached to notification emails is generated automatically from the booking.