Engagement: Engagement: Email Templates

How to get there: Admin | Engagement | Portal Email Templates

This option will allow the user to define the content of emails sent to your Employees when certain actions are performed in the system.

Screen Layout and Fields

Timegate Web to Employee	The list of areas where an email can be sent from Timegate Web to an Employee. When a user clicks a template name, they will be able to edit the email subject and body areas. The following are the various templates on the system Duty Give Away Approved Duty Give Away Automatically Cleared Up Duty Give Away Rejected Duty Pick Up Request Automatically Cleared Up Duty Request Approved Duty Request Rejected Duty Swap Accept Employee Notification Duty Swap Automatically Cleared Up Duty Swap Reject Employee Notification Duty Swap Reply from Help Desk to Employee Duty Swap Secondary Employee Notification Employee Qualification Event Request Approved Event Request Rejected Holiday Request Approved Holiday Request Rejected Password Email Employee Portal Invite User Invite Email Pin Validation Email for 2FA capability Replies from Help Desk to Employee Task Created on Behalf of Employee
Employee to Timegate Web	The list of areas where an email can be sent from the Portal to Timegate Web. When a user clicks a template name, they will be able to edit the email subject and body areas. The following are the various templates on the system Diary Event Query Duty Give Away Duty Pick Up Duty Swap Duty Swap Cancel Employee Notification Employee Address Change Employee Detail Change Employee Duty Query Employee Duty Request Employee Event Request Employee Holiday Query Employee Holiday Request Employee Image Change Employee Name Change Employee Query Employee Voicemail Shift Swap
Timegate Web Internal	The list of areas where an email can be sent internally within Timegate Web. When a user clicks a template name, they will be able to edit the email subject and body areas. The following are the various templates on the system Employee Internal Task Employee Leaver Task Employee Qualification Employee Starter Task Internal Site Task Creation Internal Site Task Update Replies from Help Desk to User
Timegate Web to Contact	The list of areas where an email can be sent from the to a contactTimegate Web. When a user clicks a template name, they will be able to edit the email subject and body areas. The following are the various templates on the system Customer Duty Add Approved Customer Duty Add Rejected Customer Duty Query Approved Customer Duty Query Rejected New Password Replies from Help Desk to Contact Reset Password
Contact to Timegate Web	The list of areas where an email can be sent from a Contact to Timegate Web. When a user clicks a template name, they will be able to edit the email subject and body areas. The following are the various templates on the system Customer Duty Add Customer Duty Query

Screen Actions

Back	Return to previous page
Row	Click the row to edit the email template

Editing an Email Template

When an Email Template has been selected, the subject and body can be updated accordingly. The email body will allow a select number of merge fields so when the email is sent, the merge fields will be customised.

Screen Layout and Fields

Type	Kind of email template - be that Timegate Web to Portal, Portal to Timegate Web or Timegate Web Internal
Area	The email template being edited
Title	The email subject that will be displayed
Content	This section comprises the email body. A number of merge fields are available to use when constructing the Content. They are shown in chevrons, which are replaced when sent with system information. Change the text to suit the audience, but do not change the codes within the chevrons. Available merge fields are shown in the section below

Screen Actions

Back	Select to return to the summary screen
Save	Save any changes

Merge fields for use when setting up email template

Although these items are not shown on screen, the following merge fields can be used in the various email templates.

Email From Template for Tasks Merge Fields

<<SECONDEMPLOYEENAME>>	<<SECONDDUTYDATE>>	<<EMPLOYEENAME>>	<<EMPLOYEEPAYCODE>>	<<EMPLOYEEPIN>>
<<DUTYSWAPURL>>	<<EMPLOYEENAME>>	<<EMPLOYEEPAYCODE>>	<<EMPLOYEEPIN>>	<<EMPLOYEEFIRSTNAME>>
<<EMPLOYEELASTNAME>>	<<BRANCHCODE>>	<<BRANCHNAME>>	<<STARTDATE>>	<<DUTYSTARTDATETIME>>
<<ENDDATE>>	<<DUTYENDDATETIME>>	<<DUTYID>>	<<DUTYDATE>>	<<QUERY>>
<<EVENTDATE>>	<<QUALIFICATIONCODE>>	<<QUALIFICATIONDESCRIPTION>>	<<TASKNAME>>	<<TASK>>
<<MANAGERCOMMENT>>	<<STATUS>>	<<SITENAME>>	<<SITECODE>>	<<SIN>>

Timegate Web Customer Tasks Merge Fields

<<CONTACTNAME>>	<<CUSTOMERCONTACT>>	<<CREATEDDATE>>	<<QUERY>>	<<MANAGERCOMMENT>>
<<TASK>>	<<STATUS>>	<<SITENAME>>	<<SITECODE>>	<<PAYLEVEL>>
<<DUTYADDSTARTTIME>>	<<DUTYADDFINISHTIME>>	<<DUTYADDDATE>>	<<DUTYADDDATESLIST>>	<<DUTYSTART>>
<<DUTYFINISH>>	<<PAYLEVEL>>	<<PROPOSEDDUTYSTART>>	<<PROPOSEDDUTYFINISH>>

Help Desk Task Template Merge Fields

<<TASK>>	<<PUBLISHFROMDATE>>	<<CREATEDDATE>>	<<MODIFIEDDATE>>	<<MODIFIEDUSER>>
<<STATUS>>	<<MANAGERCOMMENT>>	<<COMMENT>>	<<STARTDATE>>	<<ENDDATE>>
<<DUTYID>>	<<QUERY>>	<<TASKNAME>>	<<DATAPROTECTIONLINK>>	<<EMPLOYEENAME>>
<<EMPLOYEEPIN>>	<<EMPLOYEEPAYCODE>>	<<SITENAME>>	<<SITECODE>>	<<SIN>>
<<BRANCHCODE>>	<<BRANCHNAME>>