You can create a library of message templates to be sent about meetings. These can be sent whenever a meeting is booked or updated. This article discusses how to create the templates. For how to associate templates with particular events see Meeting calendars - meeting events.
In your Admin account:
- Go to the Products page.
- Got to the Meetings calendars subpage.
- Click the Message templates button.
A list of your existing calendar project message templates is shown. Note this list is distinct from the message templates list in General Settings.
Creating a new message template
To create a new template:
- Click the Add button.
- Click the Type drop-down list and select the type of template you wish to create. This might be a Calendar project invitation, a Meeting email or a Meeting reminder SMS.
Each type works in similar ways, but each has specific requirements, described below.
- Type a Name for this template. As ever, choose a name that will remind you of the template's intended use.
Calendar project invitations
The Calendar project invitation templates are used to send an email to a new user you have added to the calendar project. It is not sent for new or updated meetings.
- Type a name for the Sender.
- Type a Title. You can include a tag for the project name into the title by clicking the Insert tags drop-down list
- Type the body of the template message. You can include formatting from the Format menu.
- Click the Select template tag from list drop-down list to include tags in the text of the template message for the Project name or a Link to calendar.
- To finish, click the Save button at the bottom of the dialog.
Meeting emails
Automated emails can be generated about meetings, not just when they are booked but for a range of different events. You will likely want to create multiple Meeting email templates for different scenarios.
For more about events and linking templates to them, see Meeting calendars - meeting events.
- For this type of template, the Sender must be an email address. Either type (or paste) an email address, or click the Insert tags drop-down list to choose to send the message from the Booker's email address or the Sales person's email address.
- Type the Sender name, or click the Insert tags drop-down list to select the Booker or Sales person.
Consider the intended use of this template. What events is it for and who will need to be notified of those events.
- Click to tick the checkboxes for sending the message to the organizer, attendees or managers as appropriate.
- To additionally send the email to specific addresses, type them in the Receiver, CC or BCC fields as required.
- Type a Title for the email. Click the Insert tags drop-down list to include tags that can show information about the meeting, the calendar project, or contact.
- Optionally, click the Default template bodies drop-down list to choose content to base your message one. Select from Meeting added, Meeting edited or Meeting deleted.
- Type the body of the template message. You can include formatting from the Format menu.
- Click the Select template tag from list drop-down list to include tags in the text of the template to include information about the meeting, the calendar project or the contact.
- To finish, click the Save button at the bottom of the dialog.
Meeting reminder SMS
The meeting reminder SMS template is a special template type to be sent as an SMS message.
- The Sender information is required. You can either type a name or a phone number in international format.
- Type the body of the message. As it will be sent by SMS you cannot include any formatting.
- Click the Select template tag from list drop-down list to include tags in the text of the template to include information about the meeting, the calendar project or the contact.
Remember that SMS have limited text size, and that some special characters, including some accented characters, can take more than one character to display. Be particularly careful about how many tags you include in the template, as tags can have unpredictable lengths.
- To finish, click the Save button at the bottom of the dialog.