Event Workflow Email Examples

Room Status Change Email

In this example, you’ll see that room ADAMS 103 has been scheduled. The status changes are highlighted in red. If this room was canceled, the user would receive a second email, notifying them of that change. Emails are sent from noreply@aais.com if a notification group is set up. 

Resource Status Change Email

In this example, two of the Extension Cord – Indoor (10 feet) resources have been scheduled. The status changes are highlighted in red. As Catering is not highlighted, we can infer that this person is in a notification group for IT Equipment and not for Catering resources. Emails are sent from noreply@aais.com if a notification group is set up. 

Event Requests

Emails are sent to the end-user during the event request process and are three trigger times for emails:

1. when the event request is received
2. when the approver asks for additional information, and
3. when the event is approved or declined.

All elements of the event must be approved before the end-user will receive their approval email. Below are examples of all 4 emails!

Event Request Received Email

This email will send when the user clicks “Submit” on the event request form. They will have a record of the information they filled out on the form, as well as the individual meeting, room, and resource information selected. Emails are sent from noreply@aais.com.

Request for Additional Information

This email will send when the approver clicks the "Request Info" button in the notification list, which is the blue icon. The email will include the high-level event and meeting information. The question asked in the popup window when clicking the icon will be in bold above the Reservation Number. The email is sent from notifications@aais.com and if there is a reply, it will be sent to the user that requested the additional information for the event.

Event Approved

This email will send when all elements of the form have been approved or filled out, meaning the event is in a Scheduled status. The end-user will see all elements of the event in the email, and the email will reflect any changes the approver may have made. The email is sent from notifications@aais.com and if there is a reply, it will be sent to the user that approved the event.

Event Declined

This email will send if the event is declined. The user will see a reason at the top of the email, which will have to be typed in manually by the approver. The high-level information about the event, dates, and times will display. The email is sent from notifications@aais.com and if there is a reply, it will be sent to the user that declined the event.