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Eptura Knowledge Center

Email templates for personal spaces

When personal space bookings are made or canceled, or visitors with booked personal spaces arrive at your 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 personal spaces

  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 menu.
  4. The Email templates form is displayed.
  5. Email template: Select the template to edit from the drop-down list. 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.
  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.
  1. Attach ICS File: Tick to send a .ics 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 a .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).

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

Behavior of the .ics sent with the Booked For email

  • When the ‘Attach ICS File’ is enabled, the ‘Booked For’ email notification contains a .ics attachment that creates a 30-minute event in the recipient's native calendar.
  • The event 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 sent with the Notification of Cancellation email

  • When the ‘Attach ICS File’ is enabled, the ‘Notification of Cancellation’ email notification contains a .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.
    1. Click the Default fields drop-down and select the required tag from the list. See below for more information on default recipient fields.
    2. Place your cursor in the To, CC or BCC field and click INSERT FIELD.
  1. 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.
    2. Place your cursor in the Subject field and click INSERT FIELD.
  1. 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.
    2. Place your cursor in the Message field and click INSERT FIELD.
  1. 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.
  2. 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 in Advanced setup > Tag headings.


Standard email notifications

Other email notifications are configured in Application setup Learn more