# Set Up a Dynamic Facilitator List (/how-to/activities/set-up-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 [#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 [#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 [#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 [#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 [#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 [#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](/how-to/bookings/assign-a-facilitator).