Appointment Templates

Lanteria HR can send Outlook appointments to participants of training events when an employee is added to a training event as a participant, or an employee enrolls in a training, or the employee's participation in a training event is approved. Additionally, an Outlook appointment cancellation can be sent if a training event was cancelled or the participant was removed from the event. These Outlook appointments and appointment cancellations are based on predefined appointment templates that you can customize to suit your business needs. For example, you can add your own text to the appointment body or change information that will be displayed in the appointment or appointment cancellation.

To set up templates for the Outlook appointments, follow these steps:

1. Go to Settings > Settings and Configuration and click General > Notifications and Reminders.
2. On the Advanced tab, click Appointment Templates.
   
3. Select the existing template, and then click Edit Item on the Items tab to customize it. If for some reason, an appointment template was removed, you can click New Item to create a new one.
   
   Note

   For each type, there must be only one appoint template. There's no point in creating more templates, because Lanteria HR will use the first found template for each type.
   
4. In the Title field, specify the title for the appointment that will be displayed to the attendee.
5. Use the Body field to customize the body of the appointment or appointment cancellation. For example, you can type introductory text or add fields from the Training Schedule list, the value of which will be retrieved, by specifying the internal field names in the curly brackets.
6. In the Type field, select the type of the template:
   • Training Event – A template with this type will be used to send Outlook appointments to training event attendees when an employee is added to a training as an attendee or employee's participation in a training event is approved. An example of an Outlook appointment that will be sent to an added/approved training event attendee:
     
   • Training Event Cancellation – A template with this type will be used to send Outlook appointment cancellations to training event attendees when an employee is removed from the list of training attendees or a training is cancelled. An example of an Outlook appoint cancellation that will be sent to a removed attendee or due to a cancelled training event:
     
7. Click Save.