Avendoo® online documentation

Event wizard

E-mail templates and variables

There will be used the standard templates of Avendoo® basically. If you want to adjust them, please contact the Avendoo® Support.

Alternatively you can create your own e-mail templates and you can set them as standard for your event. The e-mail template, which is configured in the drop down menu, will be sent as standard. If you send e-mails manually, for example invitation e-mails, you can also use other e-mail templates. If you send e-mails automatically always the configured standard will be sent.

To create a new e-mail template, choose Learning content → Events→ Communication → E-mail templates → New. A new dialog window for creating a new template opens.

Create new e-mail template

Name of e-mail template

When you create a new template, enter a clear title to avoid mistake in title. You enter the title in the text field Name of e-mail template.


Re

Enter a significant subject line for your e-mail template.


E-mail text

Below you the text of the standard template. You can change it via the editor or you can write a completely new text. We recommend to use the existing variable for sending a personal designation and important data.

Once you click in the text field, the editor opens. Via the icon Insert mail variable (mailvariablen) you can insert further mail variables. You get a list with usable mail variables.  Further existing variables are not allowed to be used for this e-mail type and thus they are not listed. Select the appropriate mail variable in the list and confirm your selection via OK. The variable will be inserted then into the text. Also you can format the text, for example: the font, the font size, the listing.

Below the text field you can link the event, which you currently create. Therefore click on the button Link (this event). Then an appropriate link will be generated and be inserted in the text. The link will be inserted at that position, at which the cursor is.

Furthermore you can create a link directly to a learning object. Select via the drop down menu one of the available learning objects and click on the button Link (learning object). Also a link will be generated and be inserted at that position, at which the cursor is.

Available e-mail templates in the Event wizard

E-mail templateType of dispatchTarget group or person Description
Event – Invitation e-mailautomatically or manually, depends on configurationParticipantsIf you send your invitations automatically, there will be used always you configured template. If you send your invitations manually the template will be used automatically in the wizard, but you can select also another.
Event – Manual cancellation of registrationOnly manually possible via:
– Cancel registration of all participants
– Cancel registration of several participants
Participants
If you want to cancel the registration of participants in the Event manager via “Cancel registration of all participants”, this template will be set as standard. Even if you cancel the registration of a single participant via the functions, this template will be suggested as standard at first.
Event – Automatic cancellation of registrationautomatically Participants, who still haven’t fullfilled the pre-task(s)If you have set a due date, the registration of all those participants is canceled for this date, who still haven’t fullfilled the pre-task(s). Pre-tasks are all learning objects before a hurdle on a learning path. By this message the appropriate participants are informed about this procedure.
Event – ReminderautomaticallyParticipants, who still haven’t fullfilled the pre-task(s)If there is a reminder e-mail for processing the pre-tasks configured, these templates are used.
Event – Notice of close of registration period for event speakerautomatically on closing date Event speaker It will be sent automatically after the closing date and contains the final attendance list. If there is no closing date set, then the beginning of the event is valid as closing date.
Event – Confirmation of registration automatically or manually, depends on configuration ParticipantsIf you send your confirmations of registration automatically, always the configured template will be used. If you send your confimations of registrations manually, your template will be set automatically in the wizard, but you can select still another or you can change a template.
Event – Confirmation of registration CC automaticallyEvent speaker and/or manual recipientIf the option is directly selected in the event date, this message will be sent to the superior or a manually entered recipient.
Event – Confirmation of registration waiting list automaticallyParticipantsIf there was a waiting list configured and all regular slots are already taken, the participants receive this alternative confirmation of registration for a slot in the waiting list.
Event – Reminder waiting list automaticallyParticipants on the waiting list, who still haven’t fullfilled the pre-task(s)The reminder informs the participant in a configurable amount of days before the event, that he/she still has to fullfil pre-tasks to participate the event.
Event – Switch from waiting list to event slot automaticallySucceeding participant If a waiting list is configured it is necessary:
If a slot in the regular participants list is free, the first participant on the waiting list succeeds and will be registered to the event. This message informs about this procedure.
Event – Cancelation of registration waiting list automaticallyManually canceled of registration participant of the waiting listIf a participant is canceled for registration from the waiting list of an event by an author, he/she will be informated about via this message.
Event – Automatic removal from waiting listautomaticallyParticipants on the waiting list The participants on the waiting list will be informed about their removal on the set closing date or if are not all pre-tasks fullfilled on the due date.
Event – Registration confirmation CC waiting listautomaticallyEvent speaker and/or manual recipientThis message will be sent to the superior or the manually entered recipient, if the appropriate option is directly set in the event date. Thus the recipient will be informed that another user is registered to an event.
Event – Announcement manuallyParticipants of the course activation, who still are not registered to an event date Via the Event manager of an event date you can apply for it via Send announcement. This function sends a message to all participants of the appropriate course activation, who are no registered to an event date. The number of the appropriate participants is stated in brackets.
Event – Thank-you e-mail after the eventautomatically or manually, depends on configurationAll participants who are marked as presentIf you want to send a thank-you e-mail after the performed event to the present participants, you can use these templates. You send the e-mail manually via the Event manager of the appropriate event date.
You can send this e-mail automatically, if you activate the post preparation phase in the communication history of the event.
Event – Follow-up manuallyParticipants You can trigger a manual e-mail to all participants via Follow-up ( ) in the Event manager, for example to remind of the event date or to give new information before.
The number of the appropriate participants are shown in brackets.
Event – Attendance list automaticallyCoordinator, Main event speaker, additional recipients (depends on configuration) You can configure per event date, when and to whom the attendance list should be sent automatically.
Event – Invitation to speaker for event datemanuallyEvent speakerAvendoo® sends automatically this e-mail to the event speaker, if under the option “Recipients of date inquiries” on the sub tab “Registration and invitation e-mails” of the tab “Communication” in the Event wizard “Event speaker” and/or “Event co-speaker” is selected and if you have set an event date from “Being planned” to “Initiated” or “Active”.
EventEvent date deregistration to speaker manuallyEvent speakerIf you have removed an event speaker from an event date and he/she has received a date inquiry and if you have selected “Event speaker” and/or “Event co-speaker” under the option “Recipients of date inquiries” on the sub tab “Registration and invitation e-mails” of the tab “Communication”, Avendoo® sends this message per event date to the scheduled event speakers until now.
Event – Invitation rejected automaticallyCoordinator, Main and/or Co-event speaker (despends on configuration)You can define in the communication history of the confirmations of registrations and invitation e-mails, who should be informed when a participant sends a rejection.
Event – Fill out feedback automatically on depending feedbackAll participants marked as present, who still haven’t filled out the feedback If there is a feedback depending on the event, this message will be sent to all participants, if they are marked as present and they haven’t begun or filled out the feedback.
Event – Confirmation of registration on list of interested partiesautomaticallyParticipantsIf there is an automatically communication history for confirmations of registration, this message will be sent to the participants.
Event – List of interested parties, limit exceedautomatically Event speaker and coordinator If a limit of an event date, for example maximum number of participants is exceeded or goes below, this message will be sent automatically to the event speaker and the coordinator of the event date.
Event – Participation in the event deniedautomaticallyParticipantsIf the request for approval of a registration of an event date was rejected or if a required approval wasn’t done until the closing date, Avendoo® sends this message to the appropriate participant.
Event – Participation in the event approvedautomaticallyParticipantsIf the event participation was approved, Avendoo® sends this message to the appropriate participant.
Event – Request for approval to participate in an event automatically Superiors of the participants This e-mail reminds the appropriate superior of still approving the participation of an event for a certain participant.
Event – Switch from waiting list to event slotautomaticallyParticipantsConfirmation of registration that the user (particiapant) has moved.
Event – Fulness statusautomaticallyCoordinatorCoordinator will be notified that the maximum number of participants is achieved.
Event date cancellationautomaticallyParticipantsParticipant will be notified that the event date has been cancelled.

Available mail variables in the event management

*** You can’t use the link variables without the designation of the server name. A link, which ends at the appropriate variable, is already adjusted in the standard template for your learning platform. Please use that link and read the instruction below. If you find an incomplete link like http://demo.avendoo.de$SeminarAnnouncementLink$ in the standard templates, contact the Avendoo® support team.

$Address$ Address of the recipient (Street, building number, ZIP code, city).
$AssignmentInningStartDate$ Start date in the run notification with time
$AssignmentInningStartDateWithoutTime$ Start date in the run notification without time
$BillingAdress$ Billing address of the recipient (Street, building number, ZIP code, city).
$BillingCompany$ Company name of the recipient’s billing address
$BillingEMail$ E-mail address of the recipient’s billing address
$BillingFirstname$ First name of the recipient’s billing address
$BillingLastname$ Last name of the recipient’s billing address
$BillingLocation$ City of the recipient’s billing address
$BillingPostcode$ ZIP code of the recipient’s billing address
$BillingStreet$ Street of the recipient’s billing address
$Company$ Company name of the recipient
$Deeplink$ Link  to the course, to which the e-mail refers to.
$Location$ City of the recipient’s company
$PlaceAlternativeDescription$ Alternative description of venue
$PlaceCity$ Venue city
$PlaceContactPerson$ Contact person for venue
$PlaceCountry$ Venue country
$PlaceDescription$ Venue description
$PlaceEmail$ Venue e-mail address
$PlaceFax$ Venue fax number
$PlaceLatitude$ Degree of latitude of venue
$PlaceLongitude$ Degree of longitude of venue
$PlacePhoneNumber$ Venue phone number
$PlacePostalCode$ Venue ZIP
$PlaceRegion$ Venue region
$PlaceRoomBuilding$ Building in which room is located
$PlaceRoomCapacity$ Room capacity
$PlaceRoomContactPerson$ Contact person for room
$PlaceRoomFloor$ Floor on which room is located
$PlaceRoomInformation$ Information on room
$PlaceRoomNumber$ Roomnumber
$PlaceRoomTitle$ Room name
$PlaceStreet$ Venue street
$PlaceTimeZone$ Time difference at the location
$PlaceTimeZone$ Time zone at the location
$PlaceTitle$ Venue name
$PlaceUrl$ Venue URL
$Postcode$ ZIP code of the recipient’s company
$SeminarAnnouncementLink$*** Variable for creating an announcement link of the event
$SeminarCancelComment$ If the author cancels a whole event date group, this comment can be displayed in the cancelation e-mail.
$SeminarDependentFeedback$*** Variable for creating a link to a feedback form, which is linked with the event.
$SeminarEscortName$ List of first and last names of escorts
$SeminarEventActual$ Current number of participants of the event date
$SeminarEventAddress$ Address of the event date. There will be the entry from details of the event venue, which is created in the event date, inserted.
$SeminarEventCancelComment$ If the participant deregistrates him/herself or is deregistered by an author, the cancelation comment (entered in the text field) is inserted (if the query of the cancelation reason is activated).
$SeminarEventCancelReason$ If the participant deregistrates him/herself or is deregistered by an author, the cancelation reason (selected by a drop down menu) is inserted (if the query of the cancelation reason is activated).
$SeminarEventClosing$ Date of the closing date. From the closing date there can’t be registered participants anymore.
$SeminarEventCoordinator$ Coordinator of the event date
$SeminarEventDeadline$ Date of the deadline. The participants, who haven’t fullfilled their pre-tasks, are canceled of registration on the deadline. The deadline is configured under Communication How the event will proceed. The pre-tasks are mandatory content, which are before a hurdle on the learning path.
$SeminarEventDescription$ Description of the event date
$SeminarEventEnd$ Date, at which the event date ends.
$SeminarEventLocation$ City of the event date (contains corresponding to locations the city and not the title of the location)
$SeminarEventMax$ Maximum number of participants of the event date
$SeminarEventMin$ Minimum number of participants of the event date
$SeminarEventRoom$ Room designation of the event date (Data is shown as follows): “[Room title], Room number: [Room number], Floor: [Floor], Building: [Building]”. The mail variable is used on manual locations as well as on locations. The variables (room number, floor, building) are only used, if they are existing.
$SeminarEventStart$ Date, at which the event date starts.
$SeminarEventUser$ Name of the main event speaker of an event date (first and last name).
$SeminarEventUserPhone$ Phone number of the main event speaker of an event date.
$SeminarEventWaiting$ Number of the participants on the waiting list of the event date.
$SeminarLimitMsg$ Information about the achieved limit. This variable inserts a text bundle regarding the appropriate limit. Limits are for example the maximum and the minimum number of participants.
$SeminarTitle$ Title of the event.
$Street$ Street of the recipient’s company