Notifications

Notifications

The new notification concept

From May 2016 onwards a new notification system has been introduced. The new concept allows us to integrate new features like language specific notifications, automatized call for actions (e.g. no profile inserted, no meetings booked, confirm pending meeting requests, etc.) which comes available in the following months

Introduction

Notifications are emails which are sent to participants automatically in case of one of the following reasons:

  • Registration completed
    sent once a participant has registered
  • Participant validated
    sent once a participant profile has been validated by the event organizers
  • Payment completed
    sent once a payment has been made
  • Meeting requested
    sent to the guest once the host has invited him for a meeting
  • Meeting accepted
    sent to requestor (host) when his meeting request was accepted
  • Meeting cancelled
    sent to guest when the meeting has been cancelled
  • Meeting declined
    Sent to host when the meeting request has been declined
  • Meeting rescheduled
    sent in case a meeting has been re-scheduled

 

General remarks

  • Each of these notifications can be enabled or disabled.
  • The content of the notification has been carefully drafted by b2match and should not be changed unless in case of good reasons
  • 2-language notification - Currently notifications are sent in the language in which the website was setup. In case you want to send them in 2 languages (e.g. EN/FR, ES/EN) you have to duplicate the notification text and replace the wording in the 2nd part of the mail (read more below)

 

Do I have to adapt these notifications?

As already indicated the content of the notifications contains all relevant information in a short & easy understandable form. Therefore, the notifications should only be adapted in case of good reasons like:

  • Adapt the notification to another language
  • Apply bi-lingual notifications
  • Add event and registration related details

How to apply bi-lingual messages?

Copy & paste the whole notification text and add it below again.

Separate the two sections via 1-2 empty lines and also add a separating line e.g. “---------” or “==========”

Consider also the subject which should remain in English preferably

 

Where can I find notification in other languages?

Currently the notifications are available in

  • English, French, German
  • other languages follows soon (please contact us)

 

The notification syntax in detail

Adaptations have to be made very carefully as the notifications contains several control structures which makes them flexible in their usage. This control structures must not be changed regarding their syntax otherwise we cannot guarantee a proper content of the emails.

Placeholders

Syntax Description
{{ event.title }} event title
{{event.euid}} Event Identifier (e.g. futurematch2016)
{{ participant.name }} Participant name (First & Last name)
{{ participant.login_url }} Autologin Link (direct access link – no password needed)
{{ booking.host_name }} Person who has sent the meeting request
{{ booking.host_organisation }} Organisation who has sent the meeting request
{{ booking.host_country }} Country of the person who has sent the request
{{ booking.guest_name }} Person who has received the meeting request
{{ booking.guest_organisation }} Organisation who has received the meeting request
{{ participant.invoice_url }} Link to PDF invoice
Displaying Urls (Links) as text?
[Read more …](Url)
Is replaced by:
<a href="Url">Read more ...</a>
[Login]({{ participant.login_url }}) <a href="{{ participant.login_url }}">Login</a>
please follow [this link]({{ participant.meetings_url }}) please follow <a href="{{ participant.meetings_url }}">this link</a>

 

Control structures

  • Control structure (don’t change)
  • Text shown in the email (can be customized)

Syntax

 

{% if event.booking_open? %}
Book your meetings now!
{% endif %}

Booking is open

{% if booking.request_message != "" %}
**Request Message:**
{{ booking.request_message }}
{% endif %}

the host has added some remarks to his meeting requests
The "**" shows text in bold

{% if booking.cancellation_message != "" %}
**Message:**
{{ booking.cancellation_message }}
{% endif %}

Remarks which has been added in case a meeting has been rejected

{% if booking.accepted? %}
This has been accepted for you, however should you wish to reject this meeting please go to the [meetings overview]({{participant.meetings_url}}) and cancel the meeting.
{% endif %}

Used in case the booking mode is set to Opt-Out

Meeting requests are treated as accepted as long they are not rejected by the guest

{% if booking.waiting? %}
Please accept or decline the meeting request [here]({{participant.meetings_url}}).
{% endif %}

Used in the case the booking mode is set to Opt-In

Meeting requests have to be approved otherwise they will not be scheduled (double validation approach)

  

The Notifications templates

Basic Notifications

Notification

Content

Registration

 

Subject:

Welcome to {{ event.title }}

Dear {{ participant.name }}!

Thank you for your registration for the {{event.title}}!

[Auto-Login Link]({{ participant.login_url }})

Payment Completed

 

Subject:
[{{event.euid}}] Your payment has been completed

Dear {{ participant.name }},

Your payment has been accepted.
You can download your invoice by using the link below:

{{ participant.invoice_url }}

Profile has been validated

 

Subject:

[{{event.euid}}] Your profile has been validated

Dear {{ participant.name }},

your profile has been activated by the event organiser!

{% if event.booking_open? %}
Book your meetings now!
{% endif %}

[Login]({{ participant.login_url }})

 

Booking related notifications

Notification

Content

Meeting Request

 

Subject:
[{{event.euid}}] You have a new meeting request

Dear {{ participant.name }},

You have a new meeting request from {{ booking.host_name }} ({{ booking.host_organisation }}).

{% if booking.request_message? %}
**Request Message:**
{{ booking.request_message }}
{% endif %}
{% if booking.accepted? %}
This has been accepted for you, however should you wish to reject this meeting please go to the [meetings overview]({{participant.meetings_url}}) and cancel the meeting.
{% endif %}
{% if booking.waiting? %}
Please accept or decline the meeting request [here]({{participant.meetings_url}}).
{% endif %}

[Login]({{ participant.login_url }})

Meeting has been accepted

 

Subject:
[{{event.euid}}] Your meeting request has been accepted

Dear {{ participant.name }}, 

Your meeting request with {{ booking.guest_name }} ({{ booking.guest_organisation }}) was accepted. 

To manage your meetings, please follow [this link]({{ participant.meetings_url }})

Meeting has been cancelled

sent to the Guest if Host cancel the meeting

 

Subject:
[{{event.euid}}] Your meeting has been canceled

Dear {{ participant.name }}, 

Your meeting with {{ booking.host_name }} ({{ booking.host_organisation }}) was canceled.

{% if booking.cancellation_message? %}
**Message:**
{{ booking.cancellation_message }}
{% endif %}

To manage your meetings, please follow [this link]({{ participant.meetings_url }})

Meeting has been declined

sent to the Host if Guest declines the meeting

Subject:
[{{event.euid}}] Your meeting request has been declined

Dear {{ participant.name }}, 

Your meeting request with {{ booking.guest_name }} ({{ booking.guest_organisation }}) has beein declined. 

To book more meetings, please follow [this link]({{ participant.meetings_url }})