How to Add or Edit Email Templates for Group Meetings

This guide provides step-by-step instructions to add or edit email templates for group meetings within the event backend.

Steps to Add a New Email Template

1. Access the Event Backend
   • Navigate to the backend of the desired event.
2. Go to the System Emails Section
   • Select the "Marketing" menu.
   • Click on System Emails.
     
3. Create a New Email Template
   • Click on the "Create Template" button.
     
   • Basic details such as Subject, From Name, and Language can be added directly.
   • Choose an Option:
     • Select Template: Search or browse for an existing template.
       
     • Build a New Template from Scratch:
       • Enter a template name and email content.
         
4. Preview and Save
   • Click Continue to preview and edit the email content for the selected event.
   • Click Save to finalize the new template.
     

Steps to Edit an Email Template

1. Access the Event Backend
   • Navigate to the backend of the desired event.
2. Go to the System Emails Section
   • Select the "Marketing" menu.
   • Click on System Emails.
   • Apply the filter for "Meeting Request and Booking."
     
3. Edit the Email Template
   • Use the pencil icon to edit an existing template.
   • Basic details such as Subject, From Name, and Language can be updated directly.
4. To update the email content:
   • Click the Change button next to the template fiel
   • Choose an Option:
     • Select Another Template: Search or browse for an existing template.
     • Build a New Template from Scratch:
       • Enter a template name and email content.
5. Preview and Save
   • Click Continue to preview and edit the email content for the selected event.
   • Click Save to finalize the updates.

Email Templates for Group Meetings

Overview

The following email templates must be set up to manage communication related to group meetings effectively.

Required Email Templates

1. Meeting Created – Sent when a new group meeting is created.

   

2. Meeting Reservation Updated – Sent when a meeting reservation is updated.

   

3. User Meeting Invitation – Sent when a user is added to a booked meeting.

   

4. Invited in Book a Meeting Reservation– Sent when a user is invited to a meeting reservation.

   

5. Removed from Meeting Reservation – Sent when a user is removed from a meeting reservation.

   

6. Delete Meeting Reservation – Sent when a booked meeting reservation is deleted.

   

7. Meeting Invitation Accepted – Sent when an invitee accepts a meeting request.

   

8. Meeting Invitation Accepted by Owner – Sent to the meeting owner when an invitee accepts the meeting request.

   

9. Meeting Invitation Rejected – Sent when an invitee declines a meeting request.

   

10. Meeting Invitation Rejected by Owner – Sent to the meeting owner when an invitee rejects the meeting request.

    

Setting up these email templates ensures smooth communication regarding group meetings, keeping all participants informed about meeting updates, invitations, and status changes.

Summary

• Use the System Emails section under the Marketing menu to manage email templates.
• You can either edit existing templates or build new ones from scratch.
• Always preview changes before saving to ensure the template meets your requirements.

By following these steps, you can efficiently manage and customize email templates for group meetings in the event backend.