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Email templates for delivery points

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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 delivery point bookings

  1. Navigate to Application Setup > Groups.
  2. Select the Country and Group.
  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. Note that not all templates are applicable for delivery points. 
  5. Default fields: The default fields drop-down 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) 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.

  • Eptura Engage 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 Eptura Engage Outlook Com+ plug-in is in use. However, no such limitation applies with the Eptura Engage Outlook add-in. Learn more: Eptura Engage 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 Eptura Engage making the booking.
Requestor <booking:requestor:email> The booking requestor.
Host <booking:host:email> The meeting host.
Attendees <booking:attendees:email> Not applicable for delivery points.
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