Customizing Face-to-Face Notification Emails

The Face-to-Face activity can automatically send email notifications to learners and additional recipients for various classroom-related events, such as:

Registration confirmations
Session reminders
Wait-list notifications
Session cancellations
Other session-related communications

Instructors can enable or disable these notifications for each Face-to-Face activity and customize the message content to suit their needs.

In addition, individual session information can be added through the Additional details field within a session. Any content entered in this field is automatically appended to applicable notification emails sent for that session.

Understanding Notification Status

Each notification displays a status badge indicating whether it is using the system default message or a customized version.

System default — The notification is using the default message configured by the system.
Custom — The notification has been customized for this specific Face-to-Face activity.

Step-by-step Guide

To customize a Face-to-Face notification:

Navigate to the desired Face-to-Face activity.
In the Administration menu, select Facetoface administration > Settings.
Expand the Notifications section.
Locate the notification you wish to modify.
Click the cogwheel icon beside the notification.
Enter the message you would like to send for this event.
Use placeholders as needed to automatically insert session and learner information.
Click Save changes.

Available Placeholders

The following placeholders can be used within custom notification messages:

Placeholder	Description
`[firstname]`	Learner's first name
`[lastname]`	Learner's last name
`[coursefullname]`	Full course name
`[facetofacename]`	Face-to-Face activity name
`[duration]`	Session duration
`[alldates]`	All scheduled session dates and times
`[details]`	The Additional Details content
`[reminderperiod]`	Reminder period configured for the notification (e.g. 2 days)
`[session:videoconferencing]`	The video conferencing tool (if applicable) Example: Microsoft Teams
`[session:videoconfurl]`	The URL for the video conference (if applicable)
`[session:videoconfmeetingid]`	The Meeting ID for the video conference (if applicable)
`[session:videoconfpasscode]`	The Passcodce for the video conference (if applicable)

Additional Details

Each Face-to-Face session contains an Additional details field that can be used to provide session-specific information such as:

Classroom instructions
Parking information
Virtual meeting links
Preparation requirements
Other logistical details

Content entered in the Additional details field is automatically included in applicable notification emails, allowing instructors to provide information that is unique to a particular session without modifying the notification template itself.