Set Up a Dynamic Facilitator List

Some operations expect the customer to arrange their own facilitator — for example, yacht charters where the customer must contact a captain directly. Instead of pasting a static list of all your captains into the confirmation email body, you can use the {{dynamic_facilitator_list}} token to insert a per-booking, time-aware list that excludes anyone already taken at that time.

How It Works

When a booking confirmation email is sent, the server:

1. Scans the activity's Email Body, Email Terms, and Cancellation Policy for the token {{dynamic_facilitator_list}}.
2. If the token is present, it looks up the location's facilitators and removes any who are already assigned to another active booking that overlaps the new booking's date/time.
3. The token is replaced with a formatted list of the remaining facilitators, each showing name, phone (as a tappable tel: link), and email (as a mailto: link).
4. If no facilitators are available for that time window, the token renders a fallback message asking the customer to contact you directly.

Canceled bookings are not counted, so a captain previously assigned to a canceled trip is correctly shown as available again.

Before You Start

• Add the people who can serve in this role as Location Facilitators (Location settings → Facilitators). The dynamic list is built from this pool.
• The activity does not need any role-specific facilitator assignments for this feature to work — the token is independent of the per-booking facilitator assignment workflow.

Add the Token to the Confirmation Email

1. Go to Activities > [Activity Name] > Communication Settings.

2. Open the Email Body editor.

3. Where you want the list to appear, paste the token exactly as shown:

   {{dynamic_facilitator_list}}

4. Save the activity.

The token can also be placed in Email Terms or Cancellation Policy if those fit your layout better. Use it in the field that makes the most sense for your customer's reading flow.

Example Email Body

Thank you for booking your yacht charter on {{booking.date}}!

Captains:
You are responsible for arranging your captain for this charter.
Please contact one of the captains below who is available for your time slot:

{{dynamic_facilitator_list}}

If none of them are available, reply to this email and we'll help arrange one.

Verify the Output

After saving, send a test booking confirmation (or wait for the next live one) and inspect the rendered email. You should see a bulleted list with each available captain's contact info, or the fallback message if everyone is booked.

Tips

• The token is case-sensitive. Use exactly {{dynamic_facilitator_list}} — uppercase letters or spaces inside the braces will not be replaced.
• The list reflects live availability at send time. It does not refresh after the email is sent. If a captain becomes unavailable later, the customer will only know if they reach out.
• Keep your Location Facilitator records up to date. Soft-deleted facilitators are excluded automatically, so cleanly retire former staff via the Delete action rather than just removing their info.
• For staff-driven assignment instead (you pick the captain on each booking), see Assign a Facilitator to a Booking.