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Email templates for personal spaces

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When personal space bookings are made or canceled, or visitors with booked personal spaces arrive at your workplace, 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 is configured in Advanced > Global Setup > Email

How to edit the email notifications for 'all day' personal space bookings

  1. Navigate to Application Setup > Groups.
  2. Select the Country and Group and select Personal spaces for the Resource Type.
  3. Select Email templates from 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
    Booked For Sends confirmation and details of a booking. Sent when a booking for a personal space is made. ICS files can be attached to the notification to create an event and add a reminder to the user's calendar.
    Notification of cancellation Sends a notification when a booking is canceled. Sent when a personal space booking is canceled by the user or an administrator. An ICS file can be attached to the notification that cancels the calendar event created via the original ICS sent when the booking was created.
    Visitor Arrival Sends a notification when the person requiring the personal space has arrived. Sent when an administrator clicks ‘Arrived’ in the visitor management tool if the visitor has a personal space booking.
  5. 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.
  6. Attach ICS File: Tick to send an ICS (Internet Calendar Scheduling) attachment 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. 

 

Behavior of the ICS when sent with the 'Booked For' email

  • When the ‘Attach ICS File’ is enabled, the ‘Booked For’ email notification contains an ICS attachment that creates a 30-minute event in the recipient's native calendar.
  • The event's status is marked as FREE.
  • The start time of the event is defined by the check-in time set for the group. (The start time for an afternoon-only booking is defined by the PM check-in time set for the group).
  • Only one ICS file is sent for a whole-day booking (even when AM/PM bookings are configured and both slots are booked).
  • A calendar event is created for every day of a multi-day booking.
  • The ICS reminder sets a reminder in the calendar event for the selected amount of time before the event starts. (15 or 30 minutes, or 1, 2, 24, or 48 hours).

Behavior of the ICS when sent with the 'Notification of Cancellation' email

  • When the ‘Attach ICS File’ is enabled, the ‘Notification of Cancellation’ email notification contains an ICS attachment that cancels the calendar event created via the original ICS file sent when the booking was created. 
  1. Disable email: Tick to disable this email notification.
  2. To, CC, and BCC fields: Use the default fields to select the email recipient or enter email addresses manually.  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 <hotdesk:bookedBy:EmailAddress> The user logged onto Condeco making the booking.
Booked for <hotdesk:booking:bookedForEmailAddress> The user the personal space was booked for.

Email tags

Global Administrators can view a full list of email tags that can be added to email notifications 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.

delete ps booking.png

Standard email notifications

Other email notifications are configured in Application setup for all-day personal space groups. Learn more: Application setup