Setting Up Emails and Invitations

Emails & Invitations is where you administer all the templates for communications distributed by Nexus Scheduler.

Go to Admin > Emails & Invitations > Email Invitation Templates

Email Template List

  1. From Name - Enter text that you would like the email recipient to see in the 'from' field.
  2. Email Templates - These are notification template categories which communicate important status updates to visit participants.
  3. Edit before sending - When checked, these controls allow you to edit the email notification before it is sent.
  4. Invitation Templates - These are invitation template categories which request individual participation for all or part of the visit. Acceptance by the recipient will update their personal calendar.

NOTE: Each template category can contain multiple customized individual templates.

Select a template category name to access the templates within that category.

Controlling Where and When a Template is Applied

Once you access a template category, you can control which sites and visit types will use this template for the function it handles.

  1. Create New Template - Create a new template from scratch or based on one of your existing templates.
  2. Template Category List - Quickly jump to a different template category.
  3. Template Name - Hover over to get a quick preview of the template. Select to open and edit the template.
  4. Default Template - This template will be auto-assigned for any new visit types or sites that are created.
  5. Visit Type List - All active visit types are listed on the left.
  6. Site List - All active sites are listed across the top.
  7. Template Assignment Grid - Checking these boxes will enable this template for this combination of visit type/site.

NOTE: In this example, this template is active for all visit types at the Asheville and Boston sites, but not for Dallas. Dallas will have to be handled by another template (not shown) in this category.

TIP: Having multiple templates within a category allows you to customize the communication based on visit type, site, or a combination, and have the appropriate template active for just the situation that requires it. For example, you may create a new template based on this one but modified specifically for virtual visits and make it active for all virtual visit types.

Editing a Template

Editing a template is much like editing a regular email except that instead of entering specific visit information, names, dates, and times, you can use template parameters, which are dynamic fields that represent various pieces of information from the visit. Just before this template is used to produce an actual email, these template parameters are replaced by actual information from the visit.

  1. Save button - Use this button to save any changes you make.
  2. Template List - Quickly jump to a different template within this template category.
  3. Template Name - Change this to change the template name (this has to relationship to the actual email sent to the visit participant).
  4. Email Subject - This is the text that will appear in the subject line of the email sent to the visit participant. You can include Template Parameters within the subject as well if you wish to substitute visit or site info in there (see #6).
  5. Template Body - Edit the actual body of the communication to include whatever text and visit information is needed. You can mix in Template Parameters in order to substitute real visit information into the body.
  6. Template Parameters - These are tokens or variables that can be pasted into the template subject or body and will be replaced with specific visit or site information at the time the email is created. Hover over the template parameter to get a description of what it is. Click the clipboard icon next to a parameter to copy it to your clipboard. From there, you can go back into the template and paste the parameter into your existing text. Note that the Template Parameter list is quite extensive, but you can scroll it within its own window to find the parameters you need.

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