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LibCal: Prepare email templates for Pickup Manager

After a patron schedules a pickup time using the LibCal Spaces public booking page, LibCal will send the user an email notification containing a summary of their booking. Each of these emails uses a template, which you can customize using a combination of text, HTML code, and special template tags that are used to insert information about a booking into each email. 

When setting up a LibCal space bookings location for use with Pickup Manager, we recommend that a LibCal Admin user customize its email templates to include instructions for patrons when they arrive for their bookings. For example, if you are allowing patrons to send a text message when they arrive, you'll want to mention the SMS number and keyword associated with your Pickup Manager branch.

You can also insert the {{pickup_manager_chat_url}} tag in your email template to display the URL to Pickup Manager's chat page, which patrons can use to notify staff of their arrival. This tag is available in the following templates:

  • Confirmed / Mediated Tentative / Verified: this email is sent when after a patron submits their booking.
    • If two-step verification is required for that location, this will be sent after the patron has verified their email address in a previous verification email.
    • If mediation is enabled for your Pickup Manager category, note that the chat URL will not be included in this email. Rather, it will only be sent if the booking is approved.
  • Mediation Approved: If mediation is enabled for your Pickup Manager category, this email is sent when a staff member approves the booking.

Below, you'll find notes about template syntax and sample text you can copy & customize. 


Template syntax & samples

The samples below are complete email templates you can copy and paste into LibCal. These samples are intended to replace the the Body text of the corresponding templates.

Before using theses samples, please note the following:

  • Make a backup of any prior customizations! If you've previously customized your email templates, we recommend copying and pasting your current template text to a TXT file.
  • The {{pickup_manager_chat_url}} will display the web chat URL the patron can use to notify staff of their arrival. If you would like to customize the samples below, that tag must be used between {{#BOOKINGS}} and {{/BOOKINGS}} tags.
  • If you are using a location for more than just Pickup Manager bookings, text you add between ​{{#pickup_manager_chat_url}} and {{/pickup_manager_chat_url}} tags will only display if a booking is for a pickup. For regular space, seat, or equipment bookings at that location, that text will not display.
  • For the SMS number used by your branch:
    • Replace KEYWORD with the actual SMS keyword for your branch.
    • Replace SMS_NUMBER with the SMS number associated with your branch.

These samples can be used as is, or as a starting place for making additional customizations. Feel free to add, edit, or remove text to suit your needs. A list of available tags for each template is displayed on screen when editing the template.

Confirmed / Mediated Tenative / Verified template

Hi {{{FIRST_NAME}}},

The following bookings have been {{#MEDIATED_ROOM_TIMES}}submitted{{/MEDIATED_ROOM_TIMES}}{{^MEDIATED_ROOM_TIMES}}confirmed{{/MEDIATED_ROOM_TIMES}}:

{{#BOOKINGS}}
{{location.name}}{{#zone}} >> {{zone.name}}{{/zone}}{{#seat}} >> {{item.name}}{{/seat}}
<strong>{{resource.name}}</strong>: {{times}}{{#COST}}{{#cost}} ({{cost}}){{/cost}}{{/COST}}.​{{#pickup_manager_chat_url}}

When you arrive for your pickup, visit <a href="{{pickup_manager_chat_url}}">{{pickup_manager_chat_url}}</a> to notify staff of your arrival. Or, text KEYWORD to SMS_NUMBER.{{/pickup_manager_chat_url}}

{{/BOOKINGS}}

{{#MEDIATED_ROOM_TIMES}}
You will receive an additional follow up email with the Library's decision.
{{/MEDIATED_ROOM_TIMES}}

{{#ROOM_DIRECTIONS}}
Directions:
{{{ROOM_DIRECTIONS}}}{{/ROOM_DIRECTIONS}}

{{{CATEGORY}}}

{{{ADDITIONAL_INFORMATION}}}

{{#COST}}The total cost of this reservation is {{COST}}.{{^MEDIATED_ROOM_TIMES}}{{#BOOKING_URL}}

To pay for this booking visit: <a href="{{{BOOKING_URL}}}">{{{BOOKING_URL}}}</a>{{/BOOKING_URL}}{{/MEDIATED_ROOM_TIMES}}{{/COST}}

{{#CHECK_IN_CODE}}When you arrive for your booking:
1. Scan the QR code next to your space (if QR code is available), or <a href="{{{CHECK_IN_URL}}}">click this link</a> to check in
2. Enter this code: <strong>{{CHECK_IN_CODE}}</strong>{{/CHECK_IN_CODE}}

To cancel this booking visit: {{{CANCEL_URL}}}

Mediation Approved

Hi {{FIRST_NAME}},

The following has been approved:

{{#BOOKINGS}}
{{location.name}}{{#zone}} >> {{zone.name}}{{/zone}}{{#seat}} >> {{item.name}}{{/seat}}
<strong>{{resource.name}}</strong>: {{times}}{{#COST}}{{#cost}} ({{cost}}){{/cost}}{{/COST}}.​{{#pickup_manager_chat_url}}

When you arrive for your pickup, visit <a href="{{pickup_manager_chat_url}}">{{pickup_manager_chat_url}}</a> to notify staff of your arrival. Or, text KEYWORD to SMS_NUMBER.{{/pickup_manager_chat_url}}

{{/BOOKINGS}}

{{{ADMIN_MESSAGE}}}

{{#ROOM_DIRECTIONS}}
Directions:
{{{ROOM_DIRECTIONS}}}{{/ROOM_DIRECTIONS}}

{{{CATEGORY}}}

{{#COST}}The total cost of this reservation is {{COST}}.{{#BOOKING_URL}}

To pay for this booking visit: <a href="{{{BOOKING_URL}}}">{{{BOOKING_URL}}}</a>{{/BOOKING_URL}}{{/COST}}

{{#CHECK_IN_CODE}}When you arrive for your booking:
1. Scan the QR code next to your space (if QR code is available), or <a href="{{{CHECK_IN_URL}}}">click this link</a> to check in
2. Enter this code: <strong>{{CHECK_IN_CODE}}</strong>{{/CHECK_IN_CODE}}

To cancel this booking visit: {{{CANCEL_URL}}}

 

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