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How to Customize Email Templates

Customizing email templates in Ronspot allows administrators to tailor the communication sent to users, ensuring it aligns with the organization's branding and messaging. 

Table of Contents

  1. Create a New Email Template
  2. Default Email Templates

 

Create a New Email Template

Step 1: Access the Emails & Notifications Section

  • Log in to the Ronspot admin panel.
  • In the sidebar menu on the left-hand side, click on Advanced Settings.
  • Under Advanced Settings, select Emails & Notifications.

Step 2: Add a New Template

  • On the Emails & Notifications page, click on the Add New Template button.
    This action allows you to create a custom email template that can overwrite the default settings.

Step 3: Select the Template Name

  • Email/Notification : Select Email
  • Category: Choose the relevant template name from the list provided.
    • Each template name corresponds to a specific type of email or notification that Ronspot sends out (see the list of default templates below).

Step 4: Customize the Email Content

  • Edit the content in the Subject/Title field to reflect the desired subject line of your email.
  • Modify the Content/Body field to customize the message body.
    • Use this area to add personalized content, instructions, or any other relevant information you want to include in the email.
    • Available variables are listed on the right side on the screen.

Step 5: Save the Template

  • Once you’ve finished customizing the template, click on the Create button to save your changes.
  • Your new template will now be used in place of the default one for the selected email type.

 

Default Email Templates

Here are the default email templates you can customize:

User Type > Email

Template Subject/Title Content/Body
Password | Password reset request Forgot Password Verification Dear #UserFirstName#,
A password reset was recently requested on your account. Please click this #link# to reset. This link is only valid for 60 minutes.
Thank you,
Ronspot Support Team
Password | Password updated by admin Your Ronspot user password has been reset Dear #UserFirstName#,
Your user password has been reset successfully, your new password is: #NewPassword#
Please login here: https://my.ronspot.ie or on the mobile App, available from the App Store or Google Play.
Regards
Ronspot Support
Registration | Please verify your email Ronspot Registration Verification Dear #UserFirstName#,
Thank you for registering on Ronspot. Please click on the verification #link# to confirm your email address.
Thank you,
Ronspot Support
Registration | Welcome to Ronspot (import) Welcome to Ronspot Dear #UserFirstName#,
You have been registered on the Ronspot Flexwork system. Please use your email as your username and your password is #Password#
Thank you,
Ronspot Support
Registration | Welcome to Ronspot (SSO) Welcome to Ronspot Dear #UserFirstName#,
You have been registered on the Ronspot Flexwork system. Please use Single Sign-On to log in.
Thank you,
Ronspot Support
Registration | Your account was activated Ronspot Account Active Dear #UserFirstName#,
Your Ronspot account is now active. If not already done so, please download the App from Google Play or the App Store and install it on your device. Login with your company email and the password you used when creating your account.
If you have any problems please contact support@ronspotflexwork.com
Regards
Ronspot

Zone > Email

Template Subject/Title Content/Body
Booking Reminder | Check-in required Check-in reminder Hi #UserFirstName#,

We would like to kindly remind you that your booking has not been checked in yet. Please complete the check-in process to confirm your booking, or consider canceling it if you no longer plan to use it.

Regards,
Ronspot
Booking Reminder | Hourly booking ending soon Hourly booking ending soon for you Dear #UserFullName#,

Your booking for an hourly spot is ending soon.

Start Time: #StartTime#
End Time: #EndTime#
Zone: #ZoneName#
Location: #Location#

Please vacate the above spot for use by another employee. Thank you for your co-operation.

Regards,
Ronspot
Booking Reminder | Spot assigned by team leader Space #spotnumber# assigned to you on #BookingDate# by #TeamLeadFullname# Dear #UserFullname#

Space #spotnumber# has been assigned to you on #BookingDate# by #TeamLeadFullname#.

Regards,
Ronspot Support
Booking Reminder | Upcoming booking (all-day) Do you still need your spot tomorrow? Hi #UserFirstName#,

You have a spot #spotnumber# booked for tomorrow at work with Ronspot. Is it still required? #confirmationbuttons#

If not – please use Ronspot to release your spot. Help your colleagues and support our on-going efforts to get the most from our workplace resources.

Regards,
Ronspot Support
Booking Reminder | Upcoming booking (hourly) Do you still require your booking? Release the following booking and potentially gain a credit?

Date: #BookingDate#
Time: #StartTime# – #EndTime#
Zone: #ZoneName#
Location: #SpotName#

#confirmationbuttons#
Booking Reminder | Upcoming booking (scheduled) Scheduled bookings still required? Hi #UserFirstName#,

You have one or more spots reserved. Are they still required?

If not, please release them and allow a colleague to use them.
Click the button below to see your upcoming bookings and confirm, for #ZoneName#.

#BookingsButton#

Regards,
Ronspot Support
Calendar Sync | Cancelled booking removed from calendar Spot #SpotName#, #ZoneName# released in Ronspot

Spot #SpotName# (#ZoneName#) has been released for you on #BookingDate#.

Regards,
Ronspot Support
Calendar Sync | New booking added to calendar Spot #SpotName#, #ZoneName# claimed in Ronspot Spot #SpotName# (#ZoneName#) has been reserved for you on #BookingDate#.

Regards,
Ronspot Support
Guest | Check-in reminder CheckIn Reminder Dear #UserFullName#,

Your spot #spotnumber# will be automatically released in x mins. Please click on this #link# if you wish to keep your booking.

Regards,
Ronspot
Guest | Desk booking confirmation Desk #spotnumber# reserved at #CompanyName# Dear #UserFirstName#,

A desk reservation has been made on your behalf on date #BookingDate# for company #CompanyName#. Your desk number is #spotnumber#.
If you need further information, please contact #AdminEmail#.

Yours

Ronspot Desk Management System
Guest | Parking booking confirmation Parking space #spotnumber# reserved at #CompanyName# Dear #UserFirstName#,

A parking reservation has been made on your behalf on date #BookingDate# for company #CompanyName#. Your parking bay number is #spotnumber#.
If you need further information, please contact #AdminEmail#.

Yours

Ronspot Parking Management System
Meeting | Approval refused (organiser) Your meeting room request has not been approved Hi #MeetingOrganizerFirstName#,

Your meeting room #MeetingName# request was not approved because #Reason#

Meeting Title: #MeetingName#
When: #MeetingStartDate# from #MeetingStartTime# to #MeetingEndTime#
Recurrence: #RecurrenceOption#
End Date: #EndDate#
Where: #MeetingRoomName#
#MeetingNotes#

Regards,
Ronspot
Meeting | Approval required (approver) Please approve the meeting room request Hi #ApproverFirstName#,

You are listed as an approver for meeting room #MeetingRoomName#, do you approve of this request?

#ApproveButton# #DeclineButton#

Meeting Title: #MeetingName#
Organiser: #MeetingOrganizerFullName#
When: #MeetingStartDate# from #MeetingStartTime# to #MeetingEndTime#
Recurrence: #RecurrenceOption#
End Date: #EndDate#
Where: #MeetingRoomName#
#MeetingNotes#

Regards,
Ronspot
Meeting | Booking confirmation (organiser)  #MeetingName# has been scheduled Hi #MeetingOrganizerFirstName#,

Your meeting #MeetingName# has been successfully scheduled.

When: #MeetingStartDate# from #MeetingStartTime# to #MeetingEndTime#
Recurrence: #RecurrenceOption#
End Date: #EndDate#
Where: #MeetingRoomName#
#MeetingNotes#

Regards,
Ronspot
Meeting | Booking invitation (participants) You have been invited to join #MeetingName# Hi #UserFirstName#,

#MeetingOrganizerFirstName# #MeetingOrganizerLastName# is inviting you to join the following meeting: #MeetingName#.

When: #MeetingStartDate# from #MeetingStartTime# to #MeetingEndTime#
Recurrence: #RecurrenceOption#
End Date: #EndDate#
Where: #MeetingRoomName#
#MeetingNotes#

Please accept or decline this meeting to add/remove this meeting from your calendar and let the organiser know.

Regards,
Ronspot
Meeting | Cancel occurrence (all) #MeetingName# on #MeetingStartDate# has been cancelled Hi #UserFirstName#,

A meeting occurrence of #MeetingName# has been cancelled by #MeetingOrganizerFirstName# #MeetingOrganizerLastName#.

When: #MeetingStartDate# from #MeetingStartTime# to #MeetingEndTime#
Where: #MeetingRoomName#

Regards,
Ronspot
Meeting | Cancel series (all) #MeetingName# on #MeetingStartDate# has been cancelled Hi #UserFirstName#,

The meeting #MeetingName# has been cancelled by #MeetingOrganizerFirstName# #MeetingOrganizerLastName#.

When: #MeetingStartDate# from #MeetingStartTime# to #MeetingEndTime#
Recurrence: #RecurrenceOption#
End Date: #EndDate#
Where: #MeetingRoomName#

Regards,
Ronspot
Meeting | Decline occurrence (organiser) #ParticipantFirstName# #ParticipantLastName# has declined the meeting on #MeetingStartDate# Hi #MeetingOrganizerFirstName#,

#ParticipantFirstName# #ParticipantLastName# has declined your meeting invite for #MeetingName#.

When: #MeetingStartDate# from #MeetingStartTime# to #MeetingEndTime#
Where: #MeetingRoomName#

Regards,
Ronspot
Meeting | Decline occurrence (participant) Meeting invite declined for #MeetingName# on #MeetingStartDate# Hi #UserFirstName#,

You have declined the meeting invite for #MeetingName#.

When: #MeetingStartDate# from #MeetingStartTime# to #MeetingEndTime#
Where: #MeetingRoomName#

Regards,
Ronspot
Meeting | Decline series (organiser) #ParticipantFirstName# #ParticipantLastName# has declined the meeting Hi #MeetingOrganizerFirstName#,

#ParticipantFirstName# #ParticipantLastName# has declined your meeting invite for #MeetingName#.

When: #MeetingStartDate# from #MeetingStartTime# to #MeetingEndTime#
Recurrence: #RecurrenceOption#
End Date: #EndDate#
Where: #MeetingRoomName#

Regards,
Ronspot
Meeting | Decline series (participant) Meeting invite declined for #MeetingName# Hi #UserFirstName#,

You have declined the meeting invite for #MeetingName#.

When: #MeetingStartDate# from #MeetingStartTime# to #MeetingEndTime#
Recurrence: #RecurrenceOption#
End Date: #EndDate#
Where: #MeetingRoomName#

Regards,
Ronspot
Meeting | Reschedule occurrence (all) #MeetingName# on #MeetingStartDate# has been rescheduled Hi #UserFirstName#,

A meeting occurrence of #MeetingName# has been rescheduled by #MeetingOrganizerFirstName# #MeetingOrganizerLastName#.

When: #MeetingStartDate# from #MeetingStartTime# to #MeetingEndTime#
Where: #MeetingRoomName#
#MeetingNotes#

Regards,
Ronspot
Meeting | Reschedule series (all) #MeetingName# has been rescheduled Hi #UserFirstName#,

The meeting #MeetingName# has been rescheduled by #MeetingOrganizerFirstName# #MeetingOrganizerLastName#.

When: #MeetingStartDate# from #MeetingStartTime# to #MeetingEndTime#
Recurrence: #RecurrenceOption#
End Date: #EndDate#
Where: #MeetingRoomName#
#MeetingNotes#

Regards,
Ronspot
Pending Request | Request timed out or failed Booking request uncompleted Your pending booking request was not completed. Please try again, if repeated contact support. Request details are:
Zone: #ZoneName#
Space: #SpotNumber#
Date: #BookingDate# #BookingPeriodHourly#
Pending Request | Space assigned Booking request completed – Spot assigned Your booking request has completed. Space assigned:
Zone: #ZoneName#
Space: #SpotNumber#
Date: #BookingDate# #BookingPeriodHourly#
Please follow up questions if you have not done so already. #PostBookingQuestionsLink#
Pending Request | Space not available Booking request unfulfilled Your pending booking request was not fulfilled. No space available at the time. Request details are:
Zone: #ZoneName#
Space: #SpotNumber#
Date: #BookingDate# #BookingPeriodHourly#
Unused Booking | Booking reported as unused Ronspot – Unused Space Dear Ronspot User,

The Ronspot Administrator wishes to notify you that you have booked space #SpotNumber# today but appear to be not using it. Bookings should always be released for the benefit of your colleagues if not being used.

Regards
Ronspot Support
Unused Booking | Warning was removed Unused Booking Violation Removed Dear #UserFirstName#

The Unused Booking Violation issued to you on #Date# has now been removed. Thank you for contacting the Parking Team to explain.

Regards
Ronspot Parking Team
Violation | Please move your vehicle (offender) Parking Violation Reported Dear #ViolatorFullName#,

It appears your vehicle #ViolatorPlateNumber# is incorrectly parked in parking bay number #ViolatedParkingBayNumber# on #ViolationDate#. Please book a different parking spot and park your car in the newly allocated space provided by the Ronspot App.

Regards,
Ronspot
Violation | Registered vehicle reported & spot available Parking Violation Reported Dear #ReporterFullName#,

You have reported vehicle #ViolatorPlateNumber# as incorrectly parked in parking bay number #ViolatedParkingBayNumber# on #ViolationDate#. Please park in #AlternateParkingBayNumber#.

Regards,
Ronspot
Violation | Registered vehicle reported & spot unavailable Parking Violation Reported Dear #ReporterFullName#,

You have reported vehicle #ViolatorPlateNumber# as incorrectly parked in parking bay number #ViolatedParkingBayNumber# on #ViolationDate#. Unfortunately, as no more parking bays are available you are being redirected to the overflow car park.

Regards,
Ronspot
Violation | Unknown vehicle reported & spot available Parking Violation Reported Dear #ReporterFullName#,

You have reported vehicle #ViolatorPlateNumber# as incorrectly parked in parking bay number #ViolatedParkingBayNumber# on #ViolationDate#. Please park in #AlternateParkingBayNumber#.

Regards,
Ronspot
Violation | Unknown vehicle reported & spot unavailable Parking Violation Reported Dear #ReporterFullName#,

You have reported vehicle #ViolatorPlateNumber# as incorrectly parked in parking bay number #ViolatedParkingBayNumber# on #ViolationDate#. Unfortunately, as no more parking bays are available you are being redirected to the overflow car park.

Regards,
Ronspot

With these steps, you can easily customize Ronspot's email templates to better suit your organization’s needs. Customizing these templates ensures that all communications are consistent with your brand and provide users with clear and relevant information.