You can
create and activate confirmation letters for single events. These letters can then be downloaded by the corresponding participants when they log in to ConfTool.
Enable the Confirmation Letter for Single Events Please go to the settings page for events and items and edit the relevant event:
Overview => Settings => Manage Events and Items Please turn on the
Expert Settings toggle in the lower navigation bar. The toggle is labeled "Expert Settings Disabled" until activated.
In the section "Confirmations for Attending this Event", choose an appropriate setting for the option "Issue Confirmations for Participants" and set a start and end date to define the phase during which the participants can access the confirmations (see image 1).
Important: Please save your settings now, before you continue with the wording of the letter.
Each confirmation letter
includes standard wording at the beginning, but you can define your own phrases for each letter via the link "Define confirmation wording now" (see image 1). A list of supported codes can be found in the section "Supported Codes" below.
If this is not the first letter you create for an event, you
can also copy the wording of another confirmation letter. In that case please select the source letter in the dropdown list and then click on the button "Define confirmation wording now" to copy and edit the definitions.
Please use the preview function to download the confirmation as a PDF file (see image 2).
Access the Letter(s) as Participant Participants who have booked a certain event and meet the requirements to access the confirmation letter can do so by logging in to their account.
In the box "As participant you have the following options:" they can use the link "Confirmation for Attending '
Title of Event'" to download the PDF file (see image 3).
Access the Letter(s) as Admin or Organizer As an admin or organizer you can always access the confirmations for single events for each participant who has booked the corresponding event.
To access one confirmation, go to the list of participants and open the page "Details of the Participant's Registration" by clicking on the participant's name. In the box "Actions" on the right use the PDF icons for the option "Confirmation(s) for Single Events" to download the corresponding file(s). Hover over the icon to show a
tooltip with the title of the event (see image 4).
To export all confirmations for a single event, please go to:
Overview => User and Participant Management => List of All Registrations for ParticipationUse the filter option to select the corresponding event, then open the drop-down menu "Related Functions" and select the option "Create Confirmations for Attending Event XXX for Current List".
Supported Codes The following codes are supported as part of the wording of the confirmation letter.
Participant data| Code | Meaning |
| {person_id} | ID of user |
| {person_name} | first and last name of user |
| {person_fullname} | full name (including academic title) of user |
| {person_firstname} | first name of user |
| {person_lastname} | last / family name of user |
| {person_organisation} | organisation of user |
| {person_organisation2} | department of user |
| {person_country_short} | short name of country (always in English) |
| {person_country_selection} | country name in currently selected language |
Event data| Code | Meaning |
| {event_shorttitle} | abbreviation of event |
| {event_title} | title of event |
| {event_datetime} | event date (and time) |
| {event_location} | event location |
| {event_info} | input from field "Information" |
| {event_external_resource} | external resource |
| {event_number} | ID of event |
Please note: Always check your results using the preview function before you make the letters available to your participants.
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Topic: Confirmation letters for attending single event(s)