Outlook invitation
The Outlook invitation impulse makes it possible to send appointment blockers directly to the participants of a training course, which supports efficient and seamless management of appointments and participants.
Creating an Outlook Invitation
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Select target group : Select the target group (e.g. participants or trainers) for the appointment blockers.
- Set send date : Set the send date for the Outlook invitation.
- Automatic reminders:
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Start manually : If you only want to trigger the pulse manually, activate this option.
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Select participant status : If you have selected “Participants” as the target group, define which status groups (e.g. only “Confirmed”) should receive the invitation.
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Consider latecomers : Activate this option so that participants added later also receive an invitation.
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Select message template : Use a previously created message template or create a new message.
- Subject : Write the subject if you want to write a message.
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Message : Customize the message. Placeholders and attachments can be used.
Advantages of the Outlook invitation
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Synchronization with Outlook : Evalea and Outlook react to each other's actions. Changes to appointments or participation information are automatically synchronized in both Evalea and the participants' Outlook calendars.
Managing Outlook Invitations
- As soon as the Outlook impulse has been started (manually or on the specified sending date), the "Outlook Events" field appears above the impulse overview in Evalea . Here you can see the invitation overview and update the status (sent, pending, accepted).
- The refresh button can be used to update the list to see the current status of invitations.
Notes and special functions
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Always send to new audience: Enable this feature to ensure that participants added later receive an Outlook invitation.
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Automatic cancellations: When a participant is removed from the training, Outlook sends an automatic cancellation to their calendar.
- Outlook invitation in standards: The Outlook invitation can be integrated as a standard in training templates to automate this process.
- Only one Outlook impulse can exist within a training course. The impulse can be edited and deleted as long as it has not yet been started.
Important instructions
- Participants who decline an invitation in Outlook will not receive reminders and must be manually added back to the training if they participate again.
- Evalea does not respond to appointment confirmations without feedback in Outlook (the participant status remains unchanged).
- In the event of changes, such as date changes, rejected participants will continue to receive updates. To avoid this, they must be completely removed from the training course.
Prerequisite for Outlook integration
To use this function, an Outlook Exchange Service account must be set up. Detailed instructions for setting it up can be found in the Outlook add-on.
Reactions in Outlook to actions in Evalea :
Reactions in Evalea to actions in Outlook
