Setting up excursion emails

You can set up excursion emails to send emails to excursion attendee contacts about excursion consents given and payments received.

To set up excursion emails:

• Configure excursion email setup data to ensure excursion emails are processed correctly. See Configuring excursion email setup data (below).
• Configure excursion consent emails to define the look and feel of excursion consent emails. See Configuring excursion consent emails (below).
• Configure payment receipt emails to configure the settings that determine the look and feel of payment receipt emails. See Configuring excursion payment receipt emails (below).

Tip: You can use the Notifications bar to send announcement, consent or excursion reminder emails. See Excursion Maintenance - Notifications bar.

Configuring excursion email setup data

To configure excursion email setup data:

1. Open the Configuration File Maintenance window. See Configuration File Maintenance window.
2. Configure the SystemAdministrator:Email configuration setting, if not already done. See SystemAdministrator:Email configuration setting.
   
   Note: This is the System administrator email address of your organisation. All Portal payment errors are sent to this email address.
   
   
3. Locate the Email:FromAddress configuration setting. See Email:FromAddress configuration setting.
4. Type the sender email address of excursion emails into the Value field.
   
5. Click .
   
   Note: You must populate the Email:FromAddress configuration setting to send excursion emails. If the configuration setting has not been configured the following messages are displayed on the Community Portal after payment is processed:
   
   • Regular Community Portal User
   
   • Admin Community Portal User
   
   
   Tip: You can test excursion emails before adding actual attendees by adding a single dummy attendee to the Attendees bar of Excursion Maintenance. See Excursion Maintenance - Attendees bar.
   
   
6. Locate the Email:FromName configuration setting. See Email:FromName configuration setting.
7. Type the display name of the sender of excursion emails into the Value field.
   
   
   Note: You only need to complete the remaining steps if you would like excursion emails to be stored on all Correspondence tabs.
   
   
8. Open the Lookup Table Maintenance window. See Lookup Table Maintenance window.
9. Locate the luDocumentClassification lookup table. See luDocumentClassification lookup table.
   
   
   
10. Click .
11. Type a code for the excursion email document classification into the Code field. For example, Excursion.
12. Type a description for the excursion email document classification into the Description field. For example, Excursion correspondence.
13. Select ExcursionEmail using the SynergyMeaning drop-down list.
    
    
    Note: You must have the SynergyMeaning drop-down list populated with ExcursionEmail to allow emails to be recorded on all Correspondence tabs.
    
    
14. Select GROUP using the SecurityMeaning drop-down list.
    
    
    
15. Click .
    
    

Configuring excursion consent emails

You can configure excursion consent email configuration settings to define the consent email:

• sender name and subject
• HTML and CSS styling, if necessary.

Once configuration is complete, you can determine whether consent emails are sent for each excursion by selecting the Send Consent Confirmation Email field on the Consent bar of Excursion Maintenance. See Excursion Maintenance - Consent bar.

To set up excursion consent emails:

1. Open the Configuration File Maintenance window. See Configuration File Maintenance window.
2. Locate the ConsentConfirmation:Subject configuration setting. See ConsentConfirmation:Subject configuration setting.
3. Type the email subject of the consent confirmation email sent to excursion attendees into the Value field.
   
   Tip: You can use replaceable fields that populate data from the Synergetic database for the selected community members. SynWeb replaces the replaceable fields with the actual values when sending the email to one or more recipients. See Using replaceable fields in the body of emails.
   
   
4. Click .
5. Locate the ConsentConfirmation:Text configuration setting. See ConsentConfirmation:Text configuration setting.
6. Type the email body template of the consent confirmation email sent to excursion attendees into the Value field.
   
   Tip: You can use replaceable fields that populate data from the Synergetic database for the selected community members. SynWeb replaces the replaceable fields with the actual values when sending the email to one or more recipients. See Using replaceable fields in the body of emails.
   
   
7. Click .
   
8. Locate the ConsentConfirmation:HTMLFlag configuration setting. See ConsentConfirmation:HTMLFlag configuration setting.
9. Select the Value field to enable HTML for excursion consent confirmation emails, if necessary.
   
10. Click .
    
11. Locate the ConsentConfirmation:Style configuration setting. See ConsentConfirmation:Style configuration setting.
12. Type the CSS styles to be used for excursion consent confirmation emails into the Value field.
    
13. Click .
    

Configuring payment receipt emails

You can configure payment receipt emails by defining the template used for payment receipt emails.

Once configuration is complete, payment receipt emails will be sent to attendees provided there is a Ticket attribute with an associated price added to the Attributes bar of Excursion Maintenance.

To set up payment receipt emails:

1. Open the Configuration File Maintenance window. See Configuration File Maintenance window.
2. Locate the Template:PaymentReceipt configuration setting. See Template:PaymentReceipt configuration setting.
3. Type the email template used for payment receipts in Community Portal into the Value field.
   
4. Click .