Client guide

Booking reminder tutorial

This guide explains the automated messages a customer may receive before a private charter or ticketed boat event. It only includes customer-facing reminders and actions.

Auto balance charge Balance reminders Boarding pass Security bond Calendar files Boat event reminder
Client-only version: this page removes behind-the-scenes notifications and only explains what a customer needs to know, what email they may receive, what attachments may be included, and what action they should take.
At a glance
Private charter balance payment BookMyWave first tries to collect the remaining balance automatically 51 days before the charter. If it fails, the customer can pay manually from the booking page and BookMyWave retries automatically.
If automatic collection keeps failing Customers may receive follow-up failed-payment notices. If the balance is still unpaid 40 days before the charter, the booking is cancelled automatically.
Private charter 7-day reminder Customers receive the key day-of-charter details, skipper details when available, vessel rules, boarding pass PDF and calendar file.
Security bond Two days before the charter, BookMyWave tries to place a $2,000 card hold. It is a hold, not a charge, unless vessel damage is reported.
Ticketed boat events Ticket holders receive a reminder one day before the event with time, vessel, departure point, seats or ticket tiers and any special request note.
51
51 days before a private charter
First automatic balance payment attempt
Auto payment
If the booking is confirmed, the remaining balance is still unpaid, a saved card is available, and the charter is exactly 51 days away, BookMyWave tries to collect the remaining balance automatically.
If payment succeeds

The balance is marked as paid and the customer receives a “Balance payment collected” email showing the amount collected and the booking reference.

If payment fails

The customer receives an “Action required: Balance payment failed” email. The email says BookMyWave will try again automatically and that the customer can also pay manually from the booking page.

47
47 days before a private charter
Automatic retry if the first balance payment attempt failed
Retry
If the first automatic balance payment failed and the balance is still unpaid, BookMyWave tries again 47 days before the charter.
If the retry succeeds

The customer receives a “Balance payment collected” email and the booking is all set for the remaining balance.

If the retry fails

The customer receives another failed-payment notice and can still pay manually from the booking page before the cancellation deadline.

41
41 days before a private charter
Final automatic balance payment attempt
Final auto attempt
If the previous automatic attempts failed and the balance is still unpaid, BookMyWave makes a final automatic attempt 41 days before the charter.
If the final attempt succeeds

The customer receives a “Balance payment collected” email. The balance is paid and the booking avoids automatic cancellation.

If the final attempt fails

The customer receives a final notice. It says the booking will be automatically cancelled 40 days before the charter if the balance is not settled.

50
50 days before a private charter
Reminder if the remaining balance is still unpaid
Balance reminder
This reminder is sent only when the private charter still has an unpaid balance and the charter is exactly 50 days away. It may be sent after the automatic balance collection attempt has not settled the balance.
45
45 days before a private charter
Final balance reminder when the balance is still unpaid
Final warning
This is a balance reminder before automatic cancellation. It is sent only if the private charter is confirmed, the balance is still unpaid, and the charter is exactly 45 days away.
40
40 days before a private charter
Automatic cancellation if the remaining balance is still unpaid
Auto-cancellation
If the balance is still unpaid at this point, the private charter is automatically cancelled. The customer receives a cancellation email and a refund summary.
What the cancellation email says

It tells the customer that the booking was cancelled because the remaining balance was not received in time.

Refund summary

The email shows the amount paid, the 50% deposit refund amount, and the amount retained under the cancellation rule.

7
1–7 days before a private charter
Customer reminder with boarding pass and calendar files
Boarding details
This reminder is sent once when the confirmed charter is between 1 and 7 days away. It gives the customer everything they need for boarding.
Share with guests

The boarding pass PDF should be shared with everyone joining the charter so they have the correct time and location.

Vessel rules

The email can include permitted and not-permitted vessel rules. Customers should read them before boarding.

2
2 days before a private charter
First security bond attempt
Security bond
Two days before boarding, BookMyWave tries to place the required $2,000 AUD security bond hold. This is a hold, not a charge. The card is only debited if vessel damage is reported after the charter.
If the hold succeeds

The customer receives a “Security bond authorised” email confirming the $2,000 hold. It explains the hold releases automatically after a clean return.

If no card is on file

The customer receives an “Add card for security bond” email and is asked to log in and add a card before boarding.

If the card hold fails

The customer receives a “Security bond failed” email with a link to update card details before the charter.

What to do

Follow the email link, check the card details, and make sure the bond can be held before the day of boarding.

1
1 day before a private charter
Final security bond check if the bond is still not authorised
Final bond notice
If the bond was already authorised two days before the charter, the bond reminder is skipped. If the bond is still missing, the customer may receive an urgent final notice.
If the hold succeeds now

The customer receives a “Security bond authorised” email confirming the $2,000 hold is now in place.

If a card still needs to be added

The customer receives a “Security bond still needed” email and is told to log in and update card details immediately.

If no hold can be placed

The customer receives a “No security bond held” notice. It explains that the customer remains personally responsible for vessel damage.

Best action

Do not wait until boarding. Add or update the card as soon as the email arrives.

E
1 day before a ticketed boat event
Reminder for each confirmed ticket holder
Boat event
Ticketed boat event customers receive a separate reminder one day before the event. This is for event tickets, not private charter bookings.
Security Bond Process
Bond Capture
1. Bond Pre-Authorization
A $2,000 security bond is automatically pre-authorized on your saved card 24–48 hours before your charter departure. This is a temporary hold (not a charge) to ensure coverage for potential damages or incidental costs.
Bond Release
2. Bond Release
After the charter, the operator inspects the vessel. If no damages are recorded, the hold is released within 3–7 business days. Please note that your bank may take additional time to reflect this in your available balance.
...
Client tips
Keep a valid card saved BookMyWave tries to collect the remaining balance automatically before the 40-day cancellation point.
Pay manually if auto-payment fails A failed-payment email includes a Pay balance now button. Use it before the final cancellation deadline.
Pay the balance early The automatic cancellation happens before the charter date if the remaining balance is not paid.
Save the boarding pass Keep the PDF and share it with guests so everyone has the same boarding information.
Add the calendar file Use the Google Calendar button or the attached calendar file so the charter time is saved correctly.
Check the bond email If the bond fails or no card is on file, update the card immediately before boarding day.