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.

Note

If you change the selected, old mail template for a language version of the event, thus this change is only valid for this language version and has no effect on the translations of the event.
Example: You change the mail template Event – Fill out feedback in an event.

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.

Note

You can change or adjust the translated e-mail message text only, if you have translated the event. The messages of an event are always sent in the language of the event date. You can create event dates in various languages for an event, which is created only in one language (title, description of the event). To adjust the e-mail message texts, you have to translate the event object. Please don’t forget to translate it or don’t translate it later. Regarding the notifications you can create and adjust the text directly in the appropriate notification for various languages, independent on the event.

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 – 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 – 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.
The author defines this setting on the sub tab “How the event will proceed” of the tab “Communication” in the Event wizard by setting the check mark “Reminder” and entering the days before starting date of event.
The pre-tasks are done hurdles or check points.
This notification will be triggered at 8:30 p.m., exactly on the day, when the reminder date has been reached. If the event date is after 8:30 p.m., then the notification will be sent next day.
Event – Attendance list (coordinator)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 – 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 – 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 slotautomaticallySucceeding participant and training coachIf 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 the participant about this procedure and optionally informs the training coach.
Event – Change from waiting list to event slot (invitation)automaticallyParticipantsConfirmation of registration that the user (particiapant) has moved.
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, training coach and/or manual recipientThis message will be sent to the superior, training coach 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.
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 – Attendance listautomatically 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 – 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 reachedautomatically 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 – 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 – 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 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.

$ActivityBookings$ List of the booked additional services
$Address$ Address of the recipient (Street, building number, ZIP code, city)
$AssignmentDeeplink$ Deeplink to a course activation
$AssignmentLink$ Link to a course activation
$AssignmentInningStartDate$ 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
$BookedHotel$ Name of the hotel, which is booked for the participant; in the mails Event – Confirmation of registration, Event – Invitation, Event – Switch from waiting list to event slot and Event – Switch from waiting list to event slot (invitation).
$Company$ Company name of the recipient
$Deeplink$ Link  to the course, to which the e-mail refers to.
$Location$ City of the recipient’s company
$NextSeminarEventExternalReference$ External reference for the next event date
$NextSeminarEventExternalReferenceType$ External reference type for the next event date
$NutritionNotes$ Food requests of all participants (hotel)
$PlaceAlternativeDescription$ 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
$SelfCheckIn$ Variable for QR code, is sent additionally in mails as attachment.
$SeminarAnnouncementLink$*** 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.
$SeminarDeeplink$ Deeplink to an event of a course activation
$SeminarDependentFeedback$*** 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
$SeminarEventCoordinatorMail$ E-mail address of the coordinator of the event date(s)
$SeminarEventDeadline$ 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.
$SeminarEventDeeplink$ Deeplink to an event date group (detail page of an event date) of an event
$SeminarEventDeeplinkVC$ Deeplink to an event date group (detail page of an event date) of an event with forwarding to the virtual classroom
$SeminarEventDescription$ Description of the event date
$SeminarEventEnd$ Date, at which the event date ends.
$SeminarEventGroupEnd$ Date, at which the event date group ends.
$SeminarEventGroupStart$ Date, at which the event date group starts.
$SeminarEventHotelAlternativeDescription$ Alternative description of the event hotel, in the mails Event – Confirmation of registration, Event – Invitation, Event – Switch from waiting list to event slot and Event – Switch from waiting list to event slot (invitation).
$SeminarEventHotelBookDays$ Booked time period of the event hotel, in the mails Event – Confirmation of registration, Event – Invitation, Event – Switch from waiting list to event slot and Event – Switch from waiting list to event slot (invitation).
$SeminarEventHotelCity$ City of the event hotel, in the mails Event – Confirmation of registration, Event – Invitation, Event – Switch from waiting list to event slot and Event – Switch from waiting list to event slot (invitation).
$SeminarEventHotelContactPerson$ Contact person of the event hotel, in the mails Event – Confirmation of registration, Event – Invitation, Event – Switch from waiting list to event slot and Event – Switch from waiting list to event slot (invitation).
$SeminarEventHotelCountry$ Country of the event hotel, in the mails Event – Confirmation of registration, Event – Invitation, Event – Switch from waiting list to event slot and Event – Switch from waiting list to event slot (invitation).
$SeminarEventHotelDescription$ Description of the event hotel, in the mails Event – Confirmation of registration, Event – Invitation, Event – Switch from waiting list to event slot and Event – Switch from waiting list to event slot (invitation).
$SeminarEventHotelEmail$ E-mail-address of the event hotel, in the mails Event – Confirmation of registration, Event – Invitation, Event – Switch from waiting list to event slot and Event – Switch from waiting list to event slot (invitation).
$SeminarEventHotelFax$ Fax number of the event hotel, in the mails Event – Confirmation of registration, Event – Invitation, Event – Switch from waiting list to event slot and Event – Switch from waiting list to event slot (invitation).
$SeminarEventHotelLatitude$ Latitude of the event hotel location, in the mails Event – Confirmation of registration, Event – Invitation, Event – Switch from waiting list to event slot and Event – Switch from waiting list to event slot (invitation).
$SeminarEventHotelLongitude$ Longitude of the event hotel location, in the mails Event – Confirmation of registration, Event – Invitation, Event – Switch from waiting list to event slot and Event – Switch from waiting list to event slot (invitation).
$SeminarEventHotelPhoneNumber$ Phone number of the event hotel, in the mails Event – Confirmation of registration, Event – Invitation, Event – Switch from waiting list to event slot and Event – Switch from waiting list to event slot (invitation).
$SeminarEventHotelPostalCode$ Postal code of the event hotel, in the mails Event – Confirmation of registration, Event – Invitation, Event – Switch from waiting list to event slot and Event – Switch from waiting list to event slot (invitation).
$SeminarEventHotelRegion$ Region of the event hotel, in the mails Event – Confirmation of registration, Event – Invitation, Event – Switch from waiting list to event slot and Event – Switch from waiting list to event slot (invitation).
$SeminarEventHotelStreet$ Street name of the event hotel, in the mails Event – Confirmation of registration, Event – Invitation, Event – Switch from waiting list to event slot and Event – Switch from waiting list to event slot (invitation).
$SeminarEventHotelTimeZone$ Time zone of the event hotel, in the mails Event – Confirmation of registration, Event – Invitation, Event – Switch from waiting list to event slot and Event – Switch from waiting list to event slot (invitation).
$SeminarEventHotelTimeZoneId$ Time zone ID of the event hotel, in the mails Event – Confirmation of registration, Event – Invitation, Event – Switch from waiting list to event slot and Event – Switch from waiting list to event slot (invitation).
$SeminarEventHotelUrl$ URL of the event hotel, in the mails Event – Confirmation of registration, Event – Invitation, Event – Switch from waiting list to event slot and Event – Switch from waiting list to event slot (invitation).
$SeminarEventLocation$ 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
$SeminarEventParticipantPrice$ Event date price for the participant
$SeminarEventParticipantsSum$ Number of registered participants in sum
$SeminarEventReferentInfo$ Information for speakers
$SeminarEventRoom$ 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.
$SeminarMainEventExternalReference$ External reference of the main event date
$SeminarPrice$ The manually by the author adjusted price (Event manager → List of participants/waiting list → Functions → Adjust price) of the appropriate participant will be used. Example: Deregistration fee for late deregistration.

Note: This variable is substituted by $SeminarEventParticipantPrice$. If you already use $SeminarPrice$, it will be filled correctly.

$SeminarPriceSource$ The price of the event date group is used, which the author has maintained in the Event date wizard under Parameters.
$SeminarTitleWithDateAndTime$ Title of the event with date and time.
$Street$ Street of the recipient’s company
$UserPhoneLandline$ Landline number of the participant, in the e-mails Event – Confirmation of registration CC, Event – Switch from waiting list to event slot, Event – Switch from waiting list to event slot (Invitation) and in the Individual notifications Sending of invitation e-mail, Event – Sending of registration confirmation and Event – Sending of registration confirmation (waiting list).
$UserPhoneMobileBusiness$ Cellular business phone number of the participant, in the e-mails Event – Confirmation of registration CC, Event – Switch from waiting list to event slot, Event – Switch from waiting list to event slot (Invitation) and in the Individual notifications Sending of invitation e-mail, Event – Sending of registration confirmation and Event – Sending of registration confirmation (waiting list).
$UserPhoneMobilePrivate$ Private cellular phone number of the participant, in the e-mails Event – Confirmation of registration CC, Event – Switch from waiting list to event slot, Event – Switch from waiting list to event slot (Invitation) and in the Individual notifications Sending of invitation e-mail, Event – Sending of registration confirmation and Event – Sending of registration confirmation (waiting list).
$VCLink$ Use this only on virtual classrooms of the type “link input”.