Customise emails and notifications

Step 1 – On the admin panel, click on Advanced Settings > Emails & Notifications in the sidebar menu

Step 2 – Click on Add New Template to overwrite the default emails and notifications

Step 3 – Select the template name (see below)

Step 4 – Customise the content in the

Step 5 – Click on > Create

Below are the default templates:

User Type > Email

Template Name Subject/Title Content/Body
Admin Alert | List of next-day bookings Next Day Bookings Hello User,

Booking for next day list file is attached with email, find below attachment

Admin Alert | List of today’s guest bookings Guest List Dear Admin,

The list above is the list of registered guests for today as of #TodaysDate#

Thanks & regards,
Ronspot Team

Admin Alert | New employee registered and activated Employee registered and activated Dear Admin,
User #NewUserFullname# (#UserEmailAddress#) has registered and is now active.
Regards,
Ronspot Team
Admin Alert | New employee registration New Ronspot User Dear Admin,
A new user #UserFullname# has registered on Ronspot and needs to be made active.
Regards
Ronspot Support
Admin Alert | No guest bookings for today Guest List Dear Admin,
There are no guests registered for today as of #TodaysDate#
Thanks & regards,
Ronspot Team
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 Ronspot User,
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
Kind Regards
Ronspot Support

Zone > Email

Template Name Subject/Title Content/Body
Admin Alert | A new booking was made New Spot Booked #UserFirstName# has booked spot #spotnumber# in zone #ZoneName# for #BookingDate#
Admin Alert | A space was released Spot Released #UserFirstName# has released spot #spotnumber# in zone #ZoneName# for #BookingDate#
Admin Alert | Meeting has ended Meeting Ended Dear Admin,

The meeting #MeetingTitle# in #MeetingRoomName# ended at #EndTime# and may require attention.

Thanks & regards,
Ronspot Team

Admin Alert | Registered vehicle reported & spot available Parking Violation Reported #ReporterFullName# has reported vehicle #ViolatorPlateNumber# registered to #ViolatorFullName# as being incorrectly parked in parking bay number #ViolatedParkingBayNumber#  on #ViolationDate#. Ronspot has redirected #ReporterFullName#  to park #AlternateParkingBayNumber#.
Admin Alert | Registered vehicle & spot unavailable Parking Violation Reported #ReporterFullName# has reported vehicle #ViolatorPlateNumber# registered to #ViolatorFullName# as being incorrectly parked in parking bay number #ViolatedParkingBayNumber# on #ViolationDate#.
Admin Alert | Unknown vehicle reported & spot available Parking Violation Reported #ReporterFullName# has reported vehicle #ViolatorPlateNumber# registered to an unknown person as being incorrectly parked in parking bay number #ViolatedParkingBayNumber# on #ViolationDate#. Ronspot has redirected #ReporterFullName# to park #AlternateParkingBayNumber#.
Admin Alert | Unknown vehicle reported & spot unavailable Parking Violation Reported #ReporterFullName# has reported vehicle #ViolatorPlateNumber# registered to an unknown person as being incorrectly parked in parking bay number #ViolatedParkingBayNumber# on #ViolationDate#.
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 | 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#
Queue | A space has been assigned to you Space #spotnumber# assigned to you on #BookingDate# Dear #UserFullname#

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

Regards,

Ronspot Support

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.
Violation | Registered vehicle reported & spot available Parking Violation Reported Dear #UserFirstName#, you have reported vehicle #ViolatorPlateNumber# as incorrectly parked in parking bay number #ViolatedParkingBayNumber# on #ViolationDate#. Please park in #AlternateParkingBayNumber#.
Violation | Registered vehicle reported & spot unavailable Parking Violation Reported Dear #UserFirstName#, 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.
Violation | Unknown vehicle reported & spot available Parking Violation Reported Dear #UserFirstName#, you have reported vehicle #ViolatorPlateNumber# as incorrectly parked in parking bay number #ViolatedParkingBayNumber# on #ViolationDate#. Please park in #AlternateParkingBayNumber#.
Violation | Unknown vehicle reported & spot unavailable Parking Violation Reported Dear #UserFirstName#, 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.

Zone > Notification

Template Name Subject/Title Content/Body
Booking Reminder | Check-in required Check-in reminder You have spot #spotnumber# booked for today, please check in to indicate usage.
Booking Reminder | Hourly booking ending soon Hourly booking ending soon Your current hourly booking is coming to an end soon, please ensure you vacate the spot by the time specified in your booking.
Booking Reminder | Upcoming booking (all-day) Require your spot tomorrow? You have spot #SpotName# booked for tomorrow. Is it still required? If not, please release it and allow a colleague to use it instead.
Booking Reminder | Upcoming booking (hourly) Require your spot? You have spot #SpotName# in #ZoneName# booked (#StartTime# – #EndTime#). Is it still required? If not, please release it and allow a colleague to use it instead.
Booking Reminder | Upcoming booking (scheduled) Require your upcoming spot booking? You have one or more spots reserved. Are they still required? If not, please release them and allow a colleague to use them instead.
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#
Queue | A space has been assigned to you Space #spotnumber# assigned to you on #BookingDate# Space #spotnumber# has been assigned to you on #BookingDate#.
Unused Booking | Booking reported as unused Ronspot – Unused Space Ronspot Administrator wishes to notify you that you have a space booked today but appear to not be using it.
Violation | Please move your vehicle (offender) Report Parking Violation Notification It appears you have parked your vehicle in the incorrect parking bay, #ViolatedParkingBayNumber#. Please make contact with security to resolve.
Violation | Vehicle reported Report Parking Violation Notification You reported car registration #ViolatorPlateNumber# for parking bay #ViolatedParkingBayNumber# on #ViolationDate#
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