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.

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 dropdown menu.
  4. The Email templates form is displayed.
  5. Email template: Select the template to edit from the dropdown 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.
Notification of cancelation Sends a notification when a booking is canceled. Sent when a personal space booking is canceled by the user or an administrator.
Visitor Arrival Sends a notification the person requiring the personal space has arrived. Sent when an administrator clicks ‘Arrived’ in the visitor management tool and a personal space has been booked for the visitor.
  1. Default fields: The default fields dropdown 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 an ICS file with the email notification. (Not applicable to the Visitor Arrival template).
  1. Disable email: Tick to disable this email notification.
  1. To, CC, and BCC fields: Use the default fields to select the email recipient or enter email addresses manually.
    1. Click the Default fields dropdown 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 dropdown 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 dropdown and select the required tag from the list.
    2. Place your cursor in the Message field and click INSERT FIELD.
  1. 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.

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