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.

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 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
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 once an administrator clicks Arrived in Visitor Management.
Booking rejection Sends a declined notification.
  • Sent once 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 once an amendment is saved.
Vendor notification – cancellation Sends a notification when a service has been canceled.
  • Sent once the service is canceled.
VC Vendor – notification Sends a notification when a VC service has been requested with a booking.
  • Sent once a booking with VC service has been made.
VC Vendor – amendment Sends a notification when a VC service has been amended.
  • Sent once an amendment is saved.
VC Vendor – deletion Sends a notification when a VC service has been canceled.
  • Sent once the VC service is canceled.
  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. See below for more information on default recipient fields.
    1. Click the Default fields dropdown and select the required tag from the list.
    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. SMS Message: This feature is no longer available.
  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 <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 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.

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