Overview

Automatic Calendar Emails allow users to receive email notifications when reservations are created, updated, or canceled. These emails help ensure that users stay informed about their seat and room reservations. If automatic emails are disabled, users will not receive calendar notifications therefore their reservations will not be automatically added to their calendars.

Configuration Options

The following settings determine how automatic calendar emails function. These settings exist at both the global (environment) level and the user level. If a user has never configured their personal settings, they will inherit the global settings. However, if a user sets their own preferences, those will override the global settings regardless of what has been configured at the environment level. 

Personal Settings

Environment Settings

Send Seat Reservation Events to Users' Calendars

When enabled, users will automatically receive calendar emails when they create, update, or cancel a seat reservation. This will also automatically add and update the seat reservations to a user's calendar.

Send Room Reservation Events to Users' Calendars

When enabled, users will receive automatic emails when they create, update, or cancel a room reservation. This will also automatically add and update the room reservations to a user's calendar.

Prevent Emails for Assigned Reservable Seats

When enabled, seats that are configured as assigned reservable (also known as owner reservable) will not receive automatic reservation emails when a reservation is created on their calendars. However, users may still receive calendar updates from the linked Microsoft Exchange resource calendar, even if suppression is enabled.

Synced Calendar Email Suppression

Calendar email suppression allows organizations to control which attendees receive invitations when resources are synced to Microsoft. Depending on which suppression is chosen, only those specific resources and their Outlook calendar (e.g., a meeting room calendar) will receive event invitations, ensuring that attendees and the reservation owner do not get automatic calendar invites.

However, if a user is designated in Microsoft as the event “organizer”- either because the event was originally created in Outlook under their account or because it was created in Maptician with the Calendar Sync setting “Create User Calendar Reservations” enabled - they will still receive invite and update emails directly from Microsoft.

Important Considerations

• If additional users or external attendees are manually added to the event through Outlook, either at the time of creation or later, Maptician’s sync process will remove them. These users will receive cancellation notifications from Microsoft when they are removed.
• Suppression settings help prevent unnecessary emails but should be configured carefully to avoid disrupting workflows that rely on calendar notifications.

Suppression Options

• Suppress all attendee emails for Microsoft synced reservations
  • When enabled, all rooms and seats that are synced with Microsoft will have all attendees removed from invitations, ensuring that only the resource calendar receives the reservation details.
• Suppress attendee emails for Microsoft synced seat reservations
  • When enabled, any seat that is synced with Microsoft will have its reservations calendar invites remove all attendees. Room reservations will still automatically send invitations.
• Suppress attendee emails for Microsoft synced "assigned" seat reservations
  • When enabled, only reservations for assigned reservable seats that are synced with Microsoft will have attendees removed from invitations. Other seat and room reservations will still automatically send invitations.
  • Users that have reservations created for them on someone else's restricted seat will still receive calendar invitation notifications. This usually occurs when the user creating the reservation has permission to bypass the seat restriction and creates a reservation for another user who is not the owner of the seat.

Note: Calendar email suppression settings apply only at the global (environment) level. Users do not have personal-level suppression options.

Reservation Summary Emails

Reservation summary emails provide reservation owners and delegates with a comprehensive email notification containing the full reservation details and any associated services upon reservation creation. These emails help ensure that all relevant parties are informed of new reservations and have easy access to the complete reservation information.

Configuration Options

The following settings determine when reservation summary emails are sent and who receives them. Configure these settings at the global (environment) level in Reservations > Automatic Emails. Note: At least one resource type must be enabled for emails to send.

Send Reservation Summary Email to Owner

When enabled, the reservation owner will automatically receive a reservation summary email upon reservation creation. The email includes the owner's contact information and a comprehensive summary of the reservation, including the title, resource location(s), start and end times, buffer times, any recurrence settings, privacy status, attendee list, message/notes, categories, conference details (including online meeting links if applicable), and all activated services with their associated details.

Send Reservation Summary Email to Delegate / Reserver

When enabled, the occupant that created the reservation will automatically receive a reservation summary email upon reservation creation, but only when they are different from the reservation owner. This is useful for staff or administrators who create reservations on behalf of other users. The delegate will receive the same reservation details as the owner, but with a message indicating they created the reservation for another user.

Note: The delegate email is nearly identical to the one the owner receives. It contains the same reservation owner, reservation information, and services content, with only the body text and footer adjusted to reflect that the reservation was created for someone else.

Send Reservation Summary Email For

These settings control which types of reservations trigger a summary email. When enabled, summary emails will only be sent for reservations that include that resource type. If multiple resource types are enabled, an email will be sent if the reservation contains any of the enabled types. If none of the resource types are enabled, no summary emails will be sent.

• Seat Reservations – Send summary emails for reservations that include a seat resource.
• Room Reservations – Send summary emails for room reservations. that include a seat resource.
• Parking Reservations – Send summary emails for reservations that include a parking resource.
• Locker Reservations – Send summary emails for reservations that include a locker resource.
• Asset Reservations – Send summary emails for reservations that include an asset resource.

Email Content

Each reservation summary email contains three sections:

• Reservation Owner – The owner's name and email address (plus pronouns, job title, department, and organization if configured in your system).
• Reservation Information – The resource or location name, start and end times, buffer times, recurrence details, reservation title, privacy status, attendee list, message, categories, conference URL, and meeting details (Teams or Zoom if applicable).
• Services – All services and custom field values activated for the reservation. When a reservation spans multiple locations, services are organized by location for clarity.