Release 3.4.0

New Features

This release allows admins to enable or disable the sending of booking reminder emails.

Booking Reminder Emails

When Reminder Emails are enabled on the service, every time a booking is made, a reminder email will be created for the booker and any attendee emails entered.

These Reminder emails are post-dated to the day before the date of the booking and will be held in a pending list until their send date has been reached, at which point, they will be issued.

The booker and any attendees will receive the following reminder email, on the day before their booking:

  • Release Notes

Email Templates can be managed and maintained by a user with the TemplateAdmin role - for more information, please refer to Template Admin Guide.

Note that reminders will only be created and sent under the following circumstances:

  1. Reminder Emails are configured on (see below) AND
  2. the date the room is booked for is greater than 2 days from when the booking is made. For example, if a person books a room for tomorrow or the next day, they will not receive a reminder, but if they book it for any day after that, they will.

Configuring Reminder Emails

Note

The Room Booking Configuration section is only accessible to users with the ServiceAdmin (or above) role.

To enable the Room Booking service to automatically create and issue Reminder Emails:

  1. click the Configuration menu item in the left-hand navigation bar
  2. turn on the feature by clicking the Reminder Email Configuration toggle (circled below) Release Notes
  3. and finally, click the Save Configuration button

Admins can toggle this feature on and off as required; while toggled off, no reminder emails will be created by the system when bookings are made.

Please note that any reminder emails that were created while the feature was enabled will still be sent when they reach their target send date.

Cancelled bookings

When cancelling bookings:

  • if a single booking is cancelled, any existing reminder emails are deleted and will not be issued.
  • if one instance of a block booking is cancelled, only emails relating to that instance are deleted; the remaining emails will not be affected and will be issued when their send date is reached.
  • if the whole block booking is cancelled, all reminder emails are deleted and none will be issued.

Known issues

There are no known issues in this release.