Customising calendar event templates

When an appointment is booked, Pexip Engage adds a calendar event to the calendars of the people involved. The event also appears in the Add to calendar links (Google Calendar, Outlook and iCal) that customers receive. As an Administrator, you can change the title and content of these events.

Available templates

There are three calendar event templates. Each one has its own Title and Content.

You can’t create a separate template for each subject or meeting type. To show different content for, say, video and office meetings, use conditions inside the template (see Showing content conditionally).

You can’t change the location of the event. Pexip Engage sets it automatically: the office address for office meetings, the address the customer entered for meetings on location, and the video link for accepted video meetings. Phone meetings have no location.

Editing a template

1. 1
   Go to Settings > Templates.
2. 2
   Select a template with the type Calendar event template.
3. 3
   On the Edit tab, turn on Customized. Until you do, the default template is used and the fields can’t be edited.
4. 4
   Change the Title and Content.
5. 5
   Click Save.

Templates marked Customized in the list use your version. To go back to the default template, turn off Customized and click Save.

Saving changes to a customized template makes it live immediately. Try out changes in a staging environment first.

Previewing a template

Select the Preview tab to see the event filled with example data. You can switch between:

Hover over an icon button to see its name.

Check the preview before saving. If a template has a mistake, such as a misspelled field name, that part stays empty in the event instead of showing an error.

Template syntax

Templates use Handlebars. You add appointment data to the template by placing a field name between curly braces:

{{{appointment.primaryCustomer.fullName}}} - {{{appointment.subject.name.value}}}

• Use three braces, {{{ }}}, to show the value as it is. With two braces, {{ }}, characters such as & and ' are encoded, which can look wrong in some calendars.
• The content is plain text. Line breaks are kept, but HTML and formatting are not shown as formatting.
• Text fields that can be translated, such as subject names and descriptions, end in .value: {{{appointment.subject.name.value}}}.

Available fields

In all templates

Appointment

Agent: appointment.primaryEmployee

For example: {{{appointment.primaryEmployee.function.value}}}.

Customer: appointment.primaryCustomer

Participants

Each participant in these lists has participant.fullName, participant.email, participant.phoneNumber and role (PRIMARY or SECONDARY).

Links for the person receiving the event

These links are only available when the person receiving the event takes part in the appointment.

Questionnaire answers: appointment.answers

Each answer has question.label.value (the question), value (the answer), selectedAnswerOptions (the chosen options, each with label.value) and files (uploaded files, each with originalFileName).

Listing

Showing content conditionally

Use {{#if}} to show content only when a field has a value, and {{else}} for an alternative:

{{#if appointment.primaryCustomer.company}}
  Company:
  {{{appointment.primaryCustomer.company}}}
{{/if}}

Use {{#each}} to repeat content for each item in a list. Inside the loop, this is the current item:

{{#if appointment.secondaryAppointmentParticipants.length}}
  Additional participants:
  {{#each appointment.secondaryAppointmentParticipants}}
    -
    {{{this.participant.fullName}}}
    {{this.participant.email}}
  {{/each}}
{{/if}}

The following helpers are available:

Translating template text

There is one template for all languages. Each event is shown in the language of the person receiving it.

The translate helper shows a standard text in the receiver’s language. The default templates use these texts:

These texts are available in English, Dutch, French, German, Danish and Norwegian.

To use your own wording, you have two options:

• Write the text in the template. To show different text per language, check the language field:

  {{#if (eq language "nl")}}Uw contactpersoon{{else if (eq language "fr")}}Votre contact{{else}}Your
    contact{{/if}}

• Change the standard texts. Contact support with the texts you want to use, and we’ll replace the standard texts for you.

Example

This title shows the subject and the Agent’s name, and the content adds the date and a join link for video meetings:

Title

{{{appointment.subject.name.value}}} with {{{appointment.primaryEmployee.fullName}}}

Content

{{date appointment.start "EEEE d MMMM, HH:mm"}}

{{#if (eq appointment.meetingType "VIDEO")}}
  {{{translate "appointment.meetingTypes.video.joinMeeting"}}}:
  {{{receiver.links.videoUrl}}}
{{/if}}

{{{translate "appointment.employee.title"}}}:
{{{appointment.primaryEmployee.fullName}}}
{{#if appointment.primaryEmployee.function}}{{{appointment.primaryEmployee.function.value}}}{{/if}}
{{appointment.primaryEmployee.email}}

Need to change your appointment?
{{{receiver.links.pluginEditUrl}}}

{{#if appointment.answers.length}}{{{translate "appointment.questionnaire.title"}}}:

  {{#each appointment.answers}}{{#if
      (eq this.answerType "SUBJECT_QUESTIONNAIRE")
    }}{{this.question.label.value}}
      {{#if (includes this.question.inputType "SELECT" "MULTI_SELECT")}}{{#each
          this.selectedAnswerOptions
        }}{{this.label.value}}{{#unless @last}}, {{/unless}}{{/each}}{{else if
        (includes this.question.inputType "FILE" "MULTI_FILE")
      }}{{#each this.files}}{{this.originalFileName}}{{#unless @last}},
          {{/unless}}{{/each}}{{else}}{{this.value}}{{/if}}

    {{/if}}{{/each}}{{/if}}

{{{translate "appointment.metadata.title"}}}:
{{#each (mapObjectToTopLevelProperties appointment.metadata)}}{{this.key}}:
  {{this.value}}
{{/each}}