Sync Room Assignments with External System

Overview & Objectives

Attach email addresses to rooms so that they can be invited and the room booked on an external outlook/google calendar


Administration menu > Room list View (Rooms)

When a Briefing Coordinator is editing or creating room, they are able to indicate the email address for the room so then they can send a notification after submitting a request.

Show the “Email” field with helper text “Email address for the room. This can be used to invite the room via the invitation manager and block the room’s calendar for the duration of the assignment.”

By default for email field is blank. There is no limit on email address characters.

On the list room a Briefing Coordinator will see whether the room contains an email address or not. Email column for a room without email should be blank.

Email Template Administration


For room invitation functionality we also add a new "Room Invitation" email template.

A Briefing Coordinator sees “Room Invitation” text link in the “Invitation Templates” column.

When the user hovers over the template name they see a pop-over with helper text with information about the purpose of this email:

“This invitation is sent to the email address or calendar associated with a meeting room in order to book the room for an engagement. It can be automatically sent upon confirmation or manually sent via the invitation manager.”

Room Invitation email template has the following elements:

  • “Room Invitation” email template displays as a text link
  • Hover over the Room Invitation text link shows the email template
  • “Default Template” toggle selected
  • Table with Site(s) available for a tenant (columns) and a list of VisitTypes (each separate VisitType on a new line)
  • “All” option is selected for all VisitTypes per Site

Clicking on the template name user will navigate to the email details page

Email Template:

Email part
Content
Template Name
Room Invitation
Email Subject
{VISIT-NAME}
Email Body
<b>{VISIT-NAME} </b> - {EVENT-TYPE} 

<br>

<b>Oner(s):</b>{MEETING-OWNER}
Email Template Parameters
{VISIT-NAME}

{VISIT-ENGAGEMENT-TYPE}

{EVENT-TYPE}

{CUSTOMER-NAME}

{NAME-OF-BRIEFING-PROGRAM}

{REQUESTER-NAME}

{REQUESTER-FIRST-NAME}

{REQUESTER-EMAIL}

{MEETING-OWNERS}

{MEETING-OWNERS-FIRST-NAMES}

{COORDINATOR-ROLE1-FIRST-NAME}

{COORDINATOR-ROLE1-NAME}

{COORDINATOR-ROLE1-NAME+CONTACT}

{COORDINATOR-ROLE2-FIRST-NAME}

{COORDINATOR-ROLE2-NAME}

{COORDINATOR-ROLE2-NAME+CONTACT}

{COORDINATOR-ROLE3-FIRST-NAME}

{COORDINATOR-ROLE3-NAME}

{COORDINATOR-ROLE3-NAME+CONTACT}

{HOST-BRIEFER-NAME}

{HOST-BRIEFER-FIRST-NAME}

{HOST-BRIEFER-PHONE}

{HOST-BRIEFER-EMAIL}

{SITE-NAME}

{VISIT-LOCATION}

{VISIT-MAINROOM}

{SITE-CONTACT}

{SITE-ADDRESS}

{SITE-CITY}

{SITE-STATEPROVINCE}

{SITE-COUNTRY}

{VISIT-STARTDATE}

{VISIT-STARTDATE-AND-TIME}

{VISIT-STARTTIME}

{VISIT-ENDTIME}

{VISIT-STARTDATE-SPANISH}

{VISIT-STARTDATE-FRENCH}

{VISIT-STARTDATE-AND-TIME-SPANISH}

{VISIT-STARTDATE-AND-TIME-FRENCH}

{VISIT-LENGTH}

{VISIT-LINK}

{VISIT-AGENDA-PREVIEW}

{VISIT-SUMMARY}

{VISIT-ID}

{WEBINAR-LINK}

{WEBINAR-INSTRUCTIONS}

{VISIT-TIME-ZONE}
User can create a new email template by clicking on “Create New Template” button and selects one of the option: 
  • Blank Template 
  • Based on <Template Name> 
When user selects “Blank Template” option then they will be redirected to the empty email template. 
User will have only a predefined list of Email Template Parameters. 
User cannot save empty email template - Email Subject and Body Text are required. 
When user selects “Based on <Template Name>” option then they will be redirected to the email template with predefined  fields: Template Name/Email Subject/Email Body/list of Email Template Parameters. 
User can save a new email template with the same name as an initial template. 
Clicking on the “Back” button user will be redirected to the previous page. 

Site Setting - Edit Site 

On the Site Settings page > Email / Invitation shows a new “Meeting Room” section label. 
“Meeting Room” section contains a single check box "Invitation sent upon confirmation". 
"Invitation sent upon confirmation" check box unchecked (false) by default. 

Visit Invitation Manager > Room section 

Inside the Visit Invitation Manager we added a “Room” section. Any room that is assigned and has an email address associated with it appears in this section. 
By default invite status is “Not Invited”. 

Send Room Invitation email 

Room Invitation email will be automatically sent (when the "Invitation sent upon confirmation" check box on the Site Settings > 'Meeting Room' section is checked and "Invitation sent upon confirmation" = True) when a Briefing Coordinator submitting a request and the room will be booked on an external outlook/google calendar. 

The system will automatically send the email when the Visit gets confirmed. Update Room status to Confirmed on the Invitation Manager page. 

The system will automatically send the "Room Invitation" cancelation email when the Visit gets canceled. Room will be available in the calendar.