The edoobox email system is highly customizable to meet your specific requirements. Settings can be accessed via the App Menu A → Settings → Email. This section allows you to configure the automated dispatch of various emails, specifying parameters such as timing and attachments. Additionally, you can determine which edoobox emails you wish to receive concerning registrations or offer statuses.
Email Notification for Registrations
To ensure you do not miss any registrations for your courses, enable this option to receive automatic email notifications for each new registration. The content of the «Registration Info» email can be customized at any time within the System Templates.
Include Booking.pdf with a Booking
The Booking.pdf provides a comprehensive overview of booking details. To include the Booking.pdf with the booking confirmation email, activate this option.
The booking confirmation email can also incorporate some of this data. For a detailed overview of which information can be rendered in specific system templates using placeholders, refer to this documentation: Email System Templates and Placeholders in edoobox
Tip: Send Booking Confirmation to an Alternate Email Address
The booking confirmation for a participant can be dispatched to an alternate email address using the Email B button within the booking details. To perform this action, navigate to the opened window, click into the input field C containing the participant's email address, and modify it accordingly.
Include ICS Appointment File with a Booking
When the Termin.ics file is included with the booking confirmation email, participants can directly import the corresponding event from the offer into their personal calendars, ensuring they do not miss the scheduled appointment.
The ICS appointment file can be independently customized and augmented with critical information. The template for the ICS appointment file is located within the global settings, under the Email tab, specifically within System Templates.
Dispatch Reminder Email to Participants
Notify your participants about an upcoming event using an automated reminder email before it begins. Select how many days prior to the start date the email should be sent automatically. Please note that the minimum number of participants for the offering must be met, and the offering status must not be Draft or Approved for the reminder email to be sent correctly. The settings for the automated reminder email are applied to all offerings in the account.
If you wish to include offering-specific information in this reminder, use the additional texts. A total of three text blocks are available for this purpose.
Tip: Insert a voucher for a follow-up offering into emails
Supplement the reminder email with a voucher code for a follow-up offering.
Send Copy of Booking Confirmation via CC to a Second Email Address
If you wish to allow your participants to provide an additional email address during registration, for example, that of a supervisor or an administrative department, create a dedicated Participant Data Field for the second email address. Insert this data field into the Participant Form so it can be completed during registration.
In the email settings, you can then specify whether the booking confirmation email should be sent to a second address via CC. Simply assign the corresponding data field for this purpose.
The stored second email address automatically receives a copy of the selected system emails. In the outbox, the additional address is displayed as CC, ensuring it remains clear at all times to whom the emails were sent.
Attendance Confirmation Email (Certificate)
After the completion of the offering (seminar, course, event), an attendance confirmation email and a certificate PDF can be sent via edoobox.
Please note: Update the attendance list beforehand
Without the data from the attendance list, edoobox cannot calculate attendance. Set the send delay after offering end to allow sufficient time for you to update the attendance list retrospectively. If attendance records are not captured, they are not counted as 0% but as undefined. Therefore, attendance must always be recorded if attendance confirmations and certificates are to be sent.
An attendance confirmation email is automatically sent to a participant when the "Yes, if x% attended" setting is enabled and the participant has attended at least the specified percentage of the offering. If the specified percentage is not met, a non-attendance notification email can be sent.
If you wish to decide individually for each offering whether an attendance confirmation email should be sent, select the option "Yes, only for scheduled tasks, upon reaching x%". Scheduled tasks are email tasks that can be created for each offering and are then executed automatically on the set date. In the offerings where you wish to send the attendance confirmation email , create a task for this email. For the emails to be sent to participants who were sufficiently present, the attendance list for the offering must be updated at the time of execution to verify the specified percentage.
Send attendance confirmation if x% of the offering was attended
Specify the percentage of participants who must be present for an attendance confirmation to be sent via email. For this setting to work, you must have enabled one of the two options above: “Yes, if x% have attended” or “Yes, only for scheduled tasks, when x% is reached.”
Send certificate PDF from x% attendance
Specify the percentage of attendance required for a certificate PDF confirming attendance to be sent . For this setting to work, you must have enabled one of the two options above: “Yes, if x% of the session has been attended” or “Yes, only for scheduled sessions, once x% has been reached.”
Send Copy of Attendance Confirmation to Second Email Address
If you want to enable your participants to provide an additional email address during registration, such as that of their supervisor, so that they also receive the attendance confirmation and certificate upon dispatch, create a dedicated participant data field for the second email address. First, add the participant data field to the participant form so it can be filled out during participant registration, and second, select the created participant data field here in the settings.
Email for not meeting attendance requirements
An email notifying participants that they have not met the attendance percentage defined above can be sent . For this setting to work, you must have enabled one of the two options above: “Yes, if x% has been attended” or “Yes, only for scheduled tasks, when x% is reached.”
Send delay after offering end
Specify how long edoobox should wait after the end of the offer period before sending the visit confirmation email (with or without the certificate PDF) and the "No Visit" notification email . For this setting to work, you must have enabled one of the two settings above: "Yes, if x% has been visited" or "Yes, only for scheduled tasks, when x% is reached."
Info: Attendance Confirmation and Certificate
Important information regarding the dispatch of attendance confirmations and certificates, as well as maintaining the attendance list, can be found in the following documentation:
edoobox Newsletter
By activating this setting, you grant edoobox permission to send you news, advice, and useful tips at regular intervals. This allows you to stay up-to-date and benefit from relevant information provided by edoobox.
Email when offering is fully booked
If you enable this setting, you will receive an email notification as soon as an event reaches the maximum number of participants and is closed.
Tip: Further email settings
Further information on server settings, system templates and custom templates
Related Guides
Keywords for this guide
Mail ¦ Email ¦ Settings ¦ Send Delay ¦ Certificate ¦ Attendance Confirmation