Email Template Descriptions

Email and Invitation templates are used to produce all email communications to the visit participants.

Email Templates are used to build visit notification emails that provide confirmations, status updates, or warnings to visit participants.

Invitation Templates are used to build visit invitation emails that can add visit assignments directly to the participant's personal calendars.

Email Templates

Hold Date Acknowledgement

When a date is held in Nexus Scheduler, this email is sent to the requester to let them know that their date has been held successfully and reminds them to go into Nexus Scheduler and complete the full visit request.

Hold Date Expiration Notice

This email is sent out 24-hrs before the hold date expires, reminding the requester to login to Nexus Scheduler and complete the request before it is deleted by the system.

Visit Request Acknowledgment

When a visit is initially submitted in Nexus Scheduler, this email is sent to the meeting owners to notify them that their request was successfully submitted. A copy of this email is also sent to the people who are designated to receive new request notifications at each site.

Visit Confirmation

This email is sent to the Meeting owners and Coordinator to notify them that the visit has been confirmed. A copy of this email can also be sent to individuals designated to receive copies of the confirmation notice at each site.

Visit Decline Email

This email is sent to the requester when their tentative visit is DECLINED (instead of confirmed). This email notifies them that the visit has been declined and can also include a custom message from the briefing team who declined it.

Visit Cancellation Email

This email is sent to the Account Manager and coordinator when a confirmed visit is CANCELLED. It may include a custom message from the briefing center team. This email is sent in addition to the personal calendar cancellation that gets sent to any participants that were invited to the visit through Nexus Scheduler.

Visit Reschedule Email

This email is sent to the Account Manager and the Coordinator when a visit is RESCHEDULED to a new date. This email is sent in addition to the personal calendar update that gets sent to any participants that were invited to the visit through Nexus Scheduler.

Visit Approval Request

This email template is only used by programs that need to seek external approval from organizations outside of the briefing program. This request typically goes out to legal departments, sales managers, or compliance offices to seek approval to hold a briefing. This is integrated with the Nexus Scheduler Approval module. If you think this would be useful for you program you can reach out to BE to have this setup.

Sales Tracking

This email gets sent out automatically to the account manager who hosted a briefing in order to follow up on opportunities associated with their briefing. This email gets sent out either a certain number of days after the briefing took place, or on the expected close of the opportunities listed in the briefing. The email includes a direct link into the opportunity screen so that the account manager can easily provide updates to the opportunity values and allow the briefing program to see how the briefing impacted the opportunities.

Incomplete Visit Expiration Notice Email

This email is sent out 24-hrs before an incomplete visit request expires, reminding the requester to login to Nexus Scheduler and complete the request before it is deleted by the system.

Post-Visit Customer Follow-up

This email gets sent to customers following a visit and typically includes a thank you message and a link for customers to fill out feedback forms related to the particular visit they attended.

Post-Visit Internal Follow-up

This email gets sent to internal attendees following a visit and typically includes a thank you message and a link for internal team members to provide feedback on the particular visit they attended.

Pre-Visit Customer Email

This email gets sent to customers prior to a visit and typically includes a link to fill out feedback forms related to their expectations of the visit they will attend.

Pre-Visit Internal Email

This email gets sent to internal attendees prior to a visit and typically includes a link to fill out feedback forms related to their expectations of the visit they will attend.

Invitation Templates

Speaker Invitation

This is the invitation sent to speakers - inviting them to present a specific agenda item at a visit. The personal calendar invitations to speakers are tied to the actual time and location of the agenda item they are presenting, not the entire visit.

Customer Attendee Invitation

This invitation can be sent to Customer Attendees for confirmed visits. It is a formal invitation that puts the visit on the attendee’s personal calendar. This is also the invitation that you would use if you wanted to send the attendee a link to the customer portal or a preview of the agenda.

Internal Attendee Invitation

This invitation can be sent to Internal Attendees for confirmed visits. It is a formal invitation that puts the visit on the attendee’s personal calendar. This is also the invitation that you would use if you wanted to send the attendee a link to the customer portal or a preview of the agenda.

Owner invitation

This invitation puts the visit on the Account Managers personal calendar. It can be automatically sent upon confirmation, or manually sent via the invitation manager.

Coordinator Invitation

This invitation puts the visit on the Coordinator/Briefing Manager’s personal calendar. It can be automatically sent upon confirmation, or manually sent via the invitation manager.

Host Invitation

This invitation goes to the Host / Facilitator of the visit. This invitation will put the entire visit on the personal calendar of the facilitator / host.