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Email templates for meeting spaces

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When meeting space bookings are made, changed, or canceled, or visitors who are attending meetings arrive at the office, notifications can be automatically sent by email. Standard email templates are provided containing field tags and prepopulated subject and message information and the templates can be edited to suit your organization’s requirements.

The name and email address that notifications are sent from are configured in Advanced > Global Setup > Email

How to edit the email notifications for meeting space bookings

  1. Navigate to Application Setup > Groups.
  2. Select the Country and Group and select Meeting spaces for the Resource Type.
  3. Select Email templates from the Select an action drop-down to open the Email template page.
  4. Email template: Select the template to edit from the drop-down. The templates are described in the table below.
Template
Behavior
Description

Booking confirmation

Sends confirmation and details of booking.
  • For managed spaces, the confirmation is sent after the booking has been confirmed by the administrator.
  • For self-managed spaces confirmation is sent immediately.
  • If an administrator makes a booking on behalf of a user, the confirmation is sent to the user.

Meeting invitation

Sends meeting invitation email.
  • For managed spaces, the invitation is sent after the booking has been confirmed by the administrator.
  • For self-managed spaces the invitation is sent immediately.
  • If an administrator makes a booking on behalf of a user, the invitation is sent to the attendees immediately.
  • Note if the Condeco Outlook Com+ plug-in is in use, meeting invitations are sent from both Condeco and Outlook.

General notification

Sends a notification with details of services confirmed for a booking.
  • For managed spaces, the notification is sent after the booking has been confirmed by the administrator.
  • For self-managed spaces the notification is sent immediately.

Notification of cancellation

Sends notification of a canceled booking.
  • Sent when a booking is canceled.

Change of booking

Sends notification of an amended booking.
  • Sent when a booking is amended.
  • Note if the Condeco Outlook Com+ plug-in is in use, Outlook must be manually updated with the amendment.

Visitor Arrival

Notification that a visitor has arrived.
  • Sent when an administrator clicks Arrived in Visitor Management.

Booking rejection

Sends a declined notification.
  • Sent when an administrator clicks Reject in Requests.

Booking request

Sends a received notification.
  • Sent when a managed room is booked.

Booking notifications

Automatic email reminder of a forthcoming booking.
  • Sent at the reminder time selected on a booking form.

Vendor notification – amendment

Sends a notification when a service has been amended.
  • Sent when an amendment is saved.

Vendor notification – cancellation

Sends a notification when a service has been canceled.
  • Sent when the service is canceled.

VC Vendor – notification

Sends a notification when a VC service has been requested with a booking.
  • Sent when a booking with VC service has been made.

VC Vendor – amendment

Sends a notification when a VC service has been amended.
  • Sent when an amendment is saved.

VC Vendor – deletion

Sends a notification when a VC service has been canceled.
  • Sent when the VC service is canceled.
  1. Default fields: The default fields drop-down list contains tags that can be used in the TO, CC, or BCC fields, as well as the Subject and Message fields.
  2. Attach ICS File: Tick to send an ICS (Internet Calendar Scheduling) file with the email notification. (Not applicable to the Visitor Arrival template).
    1. Add ICS reminder: When 'Attach ICS File' is enabled, you can also add an ICS reminder event to the user's calendar. Select from the drop-down list the amount of time before the start of the booking to send the reminder. Options are: No reminder; 15 or 30 minutes; 1, 2, 24, or 48 hours. (Not applicable to the Notification of Cancellation or Visitor Arrival templates).

Automate event creation for users

To automate the calendar event creation/action on receipt of an ICS attachment, navigate to Advanced setup > Global setup > Email and set the ICS with Attachment option to FALSE. If this option is TRUE the ICS attachments must be opened and actioned manually to add or cancel events in the calendar.

Benefits of enabling ICS

  • An ICS file is automatically added to the user's calendar (Outlook, Google Calendar, Apple Calendar, etc.), ensuring they don’t forget the event.

  • ICS events seamlessly synchronize across all linked devices (phone, tablet, laptop).

  • Users receive reminders via pop-ups on their PCs and push notifications on mobile devices.

  • No need to search through email threads - the ICS stores all relevant details within the calendar entry itself.

  • Condeco can dynamically update ICS events when changes occur.

💡ICS (or iCalendar/iCal) is a standardized way to share calendar information, such as events, to-dos, and journal entries, over the internet. 

We do not recommend enabling ICS files if the Condeco Outlook Com+ plug-in is in use. However, no such limitation applies with the Condeco Outlook add-in. Learn more about Condeco and Microsoft Outlook.

  1. Disable email: Tick to disable this email notification.
  2. To, CC, and BCC fields: Use the default fields to select the email recipient. See below for more information about recipient fields.
    1. Click the Default fields drop-down and select the required tag from the list.
    2. Place your cursor in the To, CC, or BCC field and click INSERT FIELD.
  3. Subject: Edit the subject field to suit your requirements. HTML code can be applied to the subject and default fields can be included.
    1. Click the Default fields drop-down and select the required tag from the list. See below for more information about email tags.
    2. Place your cursor in the Subject field and click INSERT FIELD.
  4. Message: Edit the email message to suit your requirements. HTML code can be applied to the message and default fields can be included.
    1. Click the Default fields drop-down and select the required tag from the list. See below for more information about email tags.
    2. Place your cursor in the Message field and click INSERT FIELD.
  5. Applies: Choose whether to apply the email template to this group only, to all groups in the country, or globally across all countries, locations, and groups.
  6. Click Save when done.

Recipient fields

The following recipients can be set in the To, CC, or BCC fields.

Recipient
Default field
Description
Booked by <booking:bookedby:emailaddress> The user logged onto Condeco making the booking.
Requestor <booking:requestor:email> The booking requestor.
Host <booking:host:email> The meeting host.
Attendees <booking:attendees:email> All attendees are added to the Attendees tab on the booking form.
Vendor contact <resource:contact:emailaddress> The Vendor contact.

Email tags

Global Administrators can view a full list of email tags in Advanced setup > Tag headings.

Add a link to cancel a booking

Add the <booking:OneClickDelete:Link> field to notification emails to include a 'Click here to cancel booking' one-click link for the user to delete a booking directly from the email.

When the link is clicked from the email, a confirmation message is displayed in the default web browser. When the user confirms, the booking is canceled. For recurring bookings, the user has the option to delete the specific instance or the entire series.

delete ms booking.png