Configuring Templates

Overview

Meeting templates define the defaults and behavior for calendar events. Managers configure templates; users select them when creating meetings.

Important

Permissions Required: Calendar Notifications Manager group to create or edit templates. System Administrator to access the Templates menu directly.

Accessing Templates

As System Administrator:

Navigate to Calendar ‣ Configuration ‣ Meeting Templates

As Manager:

Templates are accessible through the template selector on calendar event forms. To edit a template, select it on an event and click the external link icon next to the template field.

Creating a Template

  1. Navigate to Calendar ‣ Configuration ‣ Meeting Templates

  2. Click New

  3. Configure the sections below

Basic Information

  • Name — Template display name (e.g., “Site Visit”, “Discovery Call”)

  • Sequence — Display order in the template selector

  • Active — Uncheck to archive (hide from selector without deleting)

Meeting Configuration

Duration:

  • Meeting Duration — How long the meeting is (what the customer sees)

  • Buffer Before — Travel/prep time before (blocked on calendar, hidden from customer)

  • Buffer After — Wrap-up/travel time after (blocked on calendar, hidden from customer)

Venue Defaults:

  • Meeting Type — In-Person, Phone, Video, Hybrid, or TBD

  • Meeting Location — Office, Client House, Jobsite, Other (for in-person)

  • Video Platform — Teams, Zoom, Google Meet, Discuss (for video)

Behavior Flags:

  • Auto-Fill Address — Populate address from opportunity/partner (enable for site visits)

  • Auto-Apply Preference Alarms — Set SMS/Email reminders based on lead’s preference

  • Manual Confirmation Only — Require explicit button click to notify customer (recommended)

  • Use Lead-Only Reminders — Send reminders only to the lead contact, not all attendees

  • Require Address — Make address fields mandatory

  • Hide Invite Buttons — Hide Progrid’s native Email/SMS/Invite buttons (use custom notifications instead)

  • Hide Videocall — Hide Progrid’s native videocall field

Tip

Enable Hide Invite Buttons on templates that use the custom notification system. This prevents users from accidentally sending Progrid’s default calendar invitations alongside the custom confirmations.

Title Configuration

Title Template:

A pattern using field codes that generates the event title dynamically.

{status} - Estimate - {customer} - {street}, {city}

See Dynamic Titles for all available field codes.

Customer-Facing Name:

A separate title shown to customers in notifications and landing pages (e.g., “Your Appointment with Progrid”). If blank, the generated title is used.

Status Labels:

Customize the status prefix text:

  • Booked Label — Default: “BOOKED”

  • Invited Label — Default: “INVITED”

  • Confirmed Label — Default: “CONFIRMED”

  • Declined Label — Default: “DECLINED”

  • Rescheduling Label — Default: “RESCHEDULING”

Attendee Rules

Configure who gets automatically added when a meeting uses this template:

  1. In the Attendee Rules section, click Add a line

  2. Configure the rule:

    • Name — Rule description (e.g., “Add Salesperson”)

    • Lead Field — Which CRM lead field to resolve: - user_id — The lead’s salesperson - partner_id — The lead’s customer/contact - team_id.user_id — The sales team leader

    • Partner Resolution — How to get the partner: - user_partner — For user fields (gets their partner record) - direct — For partner fields (uses the partner directly)

    • Sync on Change — Auto-update attendees when the lead field changes

Tip

The default template includes three rules: Add Salesperson, Add Customer, and Add Team Leader. Adjust or remove rules based on your team’s needs.

Notification Configs

Each template can have multiple notification configs, one per event type:

  1. In the Notifications tab, click Add a line

  2. Select the Event Type:

    • Confirmation

    • Confirmation Request

    • Reminder

    • Update

    • Cancellation

  3. Configure the Channel Mode:

    • Follow Preference — Use lead’s preferred channel

    • Email Only

    • SMS Only

    • Both

  4. Configure Email Template:

    • The system auto-creates a child template from the parent blueprint

    • Edit the subject, body, and styling inline

    • Toggle action buttons: Accept, Decline, Reschedule, View, Add to Calendar

    • Customize button labels and order

  5. Configure SMS Template:

    • Edit the SMS body inline

    • Toggle landing page buttons

    • Enable SMS reply codes (1=confirm, 2=reschedule, 3=decline)

    • Monitor character count (160 chars per SMS part)

    Note

    SMS messages over 160 characters are split into multiple parts, which increases cost. The character counter updates in real time as you edit.

  6. Configure Landing Page (for SMS recipients):

    • Customize labels, messages, and button text

    • Set result page content (confirmed, declined, rescheduled)

Email Styling

Control the look of notification emails:

Template-Level Colors:

  • Use Global Email Colors — Pull from the Progrid theme

  • Or set custom colors for: calendar block, accept button, decline button, reschedule button, view button, cancelled banner, add-to-calendar button

Per-Notification Overrides:

Each notification config can override the template colors by enabling Use Custom Colors and setting its own values.

Fixed Reminder Triggers

Schedule automatic reminders before events:

  1. In the Reminders section, click Add a line

  2. Configure:

    • Notification Config — Which reminder config to send

    • Duration — Number (e.g., 24)

    • Interval — minutes, hours, or days

Example: “24 hours before” sends the 24h reminder config.

A cron job processes pending reminders and sends them at the scheduled time.

Important

Reminders only fire for events that already have a confirmation sent. If the event’s notification state is still not_sent, reminders are skipped.

Notification Triggers

Configure which field changes trigger an update notification:

  1. In the Update Triggers section, review the defaults

  2. For each field:

    • Trigger Update — Send update notification when this field changes

    • Trigger Reminder Resend — Resend reminders when this field changes

Default significant fields: start time, end time, location, description.

Internal Notifications

Configure what happens when customers respond:

Follower Notifications:

  • Notify on Accept — Email followers when customer accepts

  • Notify on Decline — Email followers when customer declines

  • Notify on Reschedule — Email followers when customer requests reschedule

  • Notify on Inbound SMS — Email followers when customer sends an SMS

  • Notify on Inbound Email — Email followers when customer sends an email

Auto-Follow:

  • Auto-Follow Organizer — Subscribe the event organizer to notifications

  • Auto-Follow Salesperson — Subscribe the lead’s salesperson

Internal Templates:

Custom email templates for internal notifications (accept, decline, reschedule).

Template Inheritance

Email and SMS templates use a parent-child architecture:

  • Parent templates are the master blueprints stored in Technical Settings

  • When you add a notification config, a child template is auto-created

  • Editing the child template only affects that specific notification config

  • Other configs using the same parent are unaffected

Reset Options:

  • Reset to Parent — Restore child to match the current parent content

  • Reset to Factory — Restore the parent template to its original content

  • Reset Landing Page — Clear landing page customizations to defaults

Best Practices

  1. Start with the defaults. The module ships with pre-configured templates. Test them before creating new ones.

  2. One template per meeting type. Create separate templates for site visits, phone calls, video meetings, etc. rather than one generic template.

  3. Keep titles informative. Include {status}, {customer}, and {venue} in title templates so the calendar is scannable at a glance.

  4. Enable manual confirmation. Let sales reps verify details before the customer is notified. Disable only if your workflow requires instant notification.

  5. Test notification delivery. Use the Test Notification wizard to send a dry-run before going live with a new template.

Next Steps