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EMS Software, LLC

Application - Email Templates

(Application>Email Templates)

This section includes the HTML templates and keywords for all automated emails in MeetingPlanner.

Important! Remember to Save once all template information is entered.

  1. Enter the SMTP Server address.

The SMTP server has, most likely, already been set by the IT department during the product installation.

 

  1. Enter the MeetingPlanner@(your server).com From Address field.

The “from” address, will be the address any emails generated by MP will be from.  The email address does not need to exist within your organization.

Restricted Room Request Template

The template is used to create the email sent to all room owner administrators when a “normal” end user requests a restricted room reservation.

  1. Identify and select, from the dropdown field either the Owner or Delegate to receive a copy of the restricted room request.

The administrator of the restricted room will also receive the room request. In order to carryout this feature in MP, owners are named administrators of the restricted group. See Assigning an Administrator of the Restricted Room Group. Once they receive restricted room requests, they are required to either approve or deny the restricted room reservation. At which time, the requester will be notified.

 

  1. Enter the email subject, body, and operation messages.

Restricted Room Response Template

The template is used to create the email sent to the “normal” end user who requested the restricted room reservation.

  1. Identify and select, from the dropdown field, either the Owner or Delegate user to receive the restricted room response.
  2. Enter the email subject, body, and operation messages.

Use the list of available keywords as needed.

Room Setup Work Request Template

The template is used to create the email sent to the designated room setup contact and either the Owner or Delegate when a room setup is reserved, updated, or deleted. 

  1. Identify and select, from the dropdown field, either the Owner or Delegate to receive a copy of the work request.

The “To” email address is set for each room: see Hierarchy>Locations&Rooms>(select room)> Email to be notified of room work requests.

 

  1. Enter the email subject, body, and operation messages. Use the list of available keywords as needed.

Equipment Delivery Work Request Template

The template is used to create the email sent to the designated portable equipment delivery contact and either the Owner or Delegate when portable equipment is reserved, updated, or deleted. 

 

  1. Identify and select, from the dropdown field, either the Owner or Delegate to receive a copy of the equipment delivery work request.

The “To” email address is set for each room: Equipment Storage>(select storage location)>Contact>Email.

 

  1. Enter the email subject, body, and operation messages.

Use the list of available keywords as needed.

Catering Work Request Template

The template is used to create the email sent to the designated catering contact and either the owner or delegate when an order is placed, updated, or deleted.

 

  1. Identify and select, from the dropdown field, either the owner or delegate to receive a copy of the catering order.

The “To” email address is set for each caterer at: Resources>Caterers >(select catering vendor)>contacts>email.

 

  1. Enter the email subject, body, and operation messages.

Use the list of available keywords as needed.

Videoconference Work Request

The template is used to create the email sent to either the owner or delegate when videoconferencing is reserved, updated, or deleted.

 

  1. Identify and select, from the dropdown field, either the owner or delegate to receive a copy of the videoconference reservation.

The “To” email address for videoconferencing is set for each room at: see Hierarchy>Locations&Rooms>(select room)> Email to be notified of room video conference work requests.

 

  1. Enter the email subject, body, and operation messages.

Use the list of available keywords as needed.

Request Form Template

The template is used when a user requests a room via the “request form.”

 

  1. Enter the email contact address of the designated administrator responsible for general room requests.
  2. Enter the email subject, body, and operation messages. Use the list of available keywords as needed.