Events Configuration - Managing Email Templates

There are two types of emails, customer emails that update and send communications to guests through the booking process and staff emails that send information internally within the organisation. Email templates can be configured to contain the organisations branding, imagery, fonts etc.

For each company configured there is a separate set of templates to allow a separate brand and configuration.

The company name displayed is internal to Events / configuration only and will not be shown to guests any email communication, if you wish to have the name changed contact your Zonal Account Representative

Customer Emails

Configuring Customer Emails

1. From Estate Admin menu select Emails| expand the required Company (if more than 1 is displayed)

2. Select the required template and click Edit

3. The email template editor will be displayed allowing the Subject and Body to be updated as required, Dynamic fields can be entered by either typing the name as %FieldName% or by select the Dynamic drop down in the editor toolbar

   Dynamic fields pull data from different areas of Events so that emails can be personalised so the guest is seeing their own name and details of their booking, for more information see the table below

4. Emails can be completed and update in plain text (as per their default configuration) or by adding source code for HTML content, click the Source button in the editor toolbar and paste

5. When all changes to the template have been completed click Save Changes

   When any templates have been changed from their original default on the template list it is possible to click "reset to default" and the template will be reverted back to the original format before editing

Managing the Sender Email Address

1. From Estate Admin menu select Emails| click the Cog icon to display the Email Settings (shown on the top right of the page)

2. The send or from email address can be managed at any part of the organisation hirechy to suit the requirements operation, for example each indidual site location can have it's own email address or inherit from the company set address.

   Expand the hierarchy and enter the email address in the Sender Email Addresss entry box

3. Click Save Changes

   If sending an email from your own email domain, your domain owner will be required to add SPF information to the domain record. This will prevent emails sent from liveRES Events being marked as spam by the recipient's email platform

Staff Emails

From the staff emails tab the Chef Report can be configured to send automatic emails at regular times to specific email addresses. The chef report contains details of all the pre-order information allowing them to plan and manage stock and ordering without having to access the host application.

Configuring Chef Report Email

1. From Estate Admin menu select Emails| click Staff Emails tab

2. Click into the Outlet drop down and search / select the required outlet / site, from the template section below click Configure

3. If there is an existing email schedule create this will be displayed under the Report Name, if no schedule exists click Add Email Schedule

4. The following fields can be configured:

   • Name of Report - enter the name of the report, for example Chef Report Daily

   • Email Recipients - enter the recipient email address, for multiple addresses enter a comma between each address

   • Send to Site - check box to define if the email should also be sent to the site email address configured in Launchpad

   • Day of Week - check boxes to define the days of the week the email will be sent

     Emails are sent at 05:00 each day

   • Number of Days - select the number of days to be included in the report

   • Grouping Value - select the radio button to define how the report should be grouped:

     • Date | Event | Guest | Product or | Time

5. Click Save

6. Any existing or newly added report schedules can be changed by clicking Edit or removed by clicking Delete