In addition to global-level customization for Visitor Invitation email, you can make further adjustments at the Visitor Type or Sign-in flow level to meet the specific needs of your location or premise. This can be done through the customization options available at the Visitor Type level.
Looking for more details on how to perform global-level customization? Please refer to this help article for more details.
Invitations created using a specific Visitor Type will follow the template set at the Visitor Type level.
To access this, you’ll need full Visitor Management Configuration permissions.
Navigate to Visitor Management -> Visitor Type (select the required Visitor Type) -> navigate to the 'Email' Tab and click on 'Visitor Invitation Email'.
If the Invitation email is greyed out, it means that the Global Administration has disabled it from the Global Overview. You will need to contact them to enable the notification before you can Customise its content.
If your email content matches the settings from the Global Overview, the 'Default' tag will appear next to the email notification name. This indicates that no changes have been made to the content, or the Administrator has forcefully reset it to the default.
In this state, the content of the invitation email is identical to what is set in the Global Overview.
If you wish to customize the email content, including branding, styling, instructions, static text, variables, etc., simply click the 'Custom Email' button to access the customization options.
Genea's Email Template Code Editor offers a robust platform for extensive email customization.
Administrators can import custom HTML scripts to create the desired email content. The editor also includes a preview feature, allowing you to instantly view the email body and see the results as you make changes.
Additionally, you can customize the Subject line using dynamic variables. Separate sets of variables are available for both the Subject and Body content, allowing you to select from the respective sections.
Custom Template Variables
Template Variables helps admin to insert the important yet dynamic information they would like to insert to email templates for precise communication. Admins can use them within the email body or subject line along with the static text to make email more meaningful.
To insert a variable into the email body, simply click on the variable in the list. Please refrain from modifying the variable's ID or HTML script to prevent errors. Once a variable is inserted, the system will mark it with a ✔️sign to indicate its presence in the email body.
Users can follow the same process for the Subject line. The Subject line uses a simple text editor, and variables will be displayed within square brackets – [Variable].
Important: Identify Variable Insertion Point - Carefully review your HTML code to determine where you want to insert the variable. Place your cursor at that exact location and then click on the variable from the available list.
If you need to use the same variable more than once in the email subject or body, it's recommended to copy and paste the code of the already inserted variable to the desired locations instead of clicking on the variable list multiple times.
Please note that variables marked with an asterisk (*) are mandatory for use within the email body. Custom templates cannot be saved without including these mandatory variables.
Preview & Saving Custom Templates:
This feature enables users to see the email design as they make changes in the code editor. It provides a live preview of how the email will appear. User can correct any code editor errors if exist and have the option to save the email template they've edited as a custom template. This means that any changes they've made will be preserved for future use.
Labeling:
As mentioned earlier, If your email content matches the settings from the Global Overview, the 'Default' tag will appear next to the email notification name. This indicates that no changes have been made to the content, or the Administrator has forcefully reset it to the default.
In this state, the content of the invitation email is identical to what is set in the Global Overview.
Custom templates are labeled as 'Customise' to clearly indicate their status as templates that have been modified from the default version.
Switching Between Templates:
Users can easily switch between custom and default templates using the 'Reset to Default' option. This allows them to revert to the template which matches the Global Overview settings, if needed.
All other Visitor Management notifications will use either the default template or the custom template set at the Global Template level. Customization options are not available in this initial release.
Cloning a Visitor Type will also clone the template set for the original Visitor Type, which can be modified by the user at any time.
Once the user saves the changes to the template, they will take effect immediately. For existing invitations, if you 'Resend the Invite,' the app will use the latest template saved and previewed in the Visitor Type.
If you have any questions about this feature or have any other requests, please reach out to acsupport@getgenea.com.