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You can customize the text that your users will send to other users when they invite them to Vidyo meetings. You can customize the text in the boilerplate invitation using the Settings tab Invite Text page in the Admin interface.

There are three parts to the invitation text:

  • Email Content text is sent to participants attending the meeting with video via a Vidyo endpoint.
  • Voice Only text is sent to participants attending the meeting in voice-only mode via telephone.
  • Webcast text is sent to participants accessing a webcast.

You can choose to use the text as it is on the Invite Text page or you can modify it as you wish. If you decide to delete the default text and replace it with new text, you must refer to the table below that describes how to use the green buttons in the upper right corner of the page.

Some browsers may not support email invitation generation due to a limitation on the number of characters in the invite text. Vidyo recommends that you generate the email invitation prior to making it the default to ensure that it generates correctly. If it does not, you can reduce the number of characters as needed.


To customize the invite text
:

  1. Log in to the Admin portal using your Admin account.

    For more information, see Logging in to the Super Admin Portal.

    The Components page displays by default.

  2. Click the Settings tab.

    The Upload System License page displays by default.

  3. Click  to the left of Customization on the left menu.

  4. Click Invite Text from the submenu.

    The Invite Text page displays by default.

    Customizing_InviteText.png

  5. Change the text in the Email Content (Text), Voice Only, Webcast, and Email Subject sections as desired.

  6. Change the HTML variables from the Email Content (HTML) section as desired.

    The following system variables (uppercase text inside of brackets) display and can be inserted in sections of your invite text and HTML using the following buttons:


    Key Summary
    Invite_Text_1.png Available in the Email Content (Text), Email Content (HTML), and Voice Only sections, the [DIALIN_NUMBER] variable inserts the dial-in number of your room into your invite text and HTML.
    Invite_Text_2.png Available in the Email Content (Text), Email Content (HTML), and Voice Only sections, the [PIN_ONLY] variable inserts the PIN (if one is configured) of your room into your invite text and HTML.
    Invite_Text_3.png Available in the Email Content (Text), Email Content (HTML), and Voice Only sections, the [EXTENSION_ONLY] variable inserts the room extension (if one is configured) into your invite text and HTML.
    Invite_Text_4.png

    Required in the Email Content section, the [ROOMLINK] variable inserts a hyperlink to your room into your invite text and HTML.

    When accessed from a tablet, room links may be used to join a conference, annotate, or manage a meeting.

    Invite_Text_5.png Available in the Email Content Email Content (HTML) section, the [LEGACY_URI] variable inserts the URI participants will use to access your room from Legacy endpoints.
    Avatar_Icon.png Available in the Email Content (HTML) section, the [AVATAR] variable inserts the avatar link, which points to the specific user’s profile thumbnail, into your invite HTML.
    UserTitle_Icon.png Available in the Email Content (HTML) section, the [USER_TITLE) variable inserts the specific user’s title into your invite HTML.
     UserDisplayName_Icon.png Available in the Email Content (HTML) section, the [USER_DISPLAYNAME] variable inserts the specific user’s display name as it was entered in to the system into your invite HTML.
     RoomName_Icon.png Available in the Email Content (HTML) section, the [ROOMNAME] variable inserts name of the room for which the invite was issued into your invite HTML.
    TenantLogo_Icon.png Available in the Email Content (HTML) section, the [TENANT_LOGO] variable inserts the tenant’s logo into your invite HTML.
    icon.png Available in the Email Content (HTML) section, the [INTERNATIONAL_DIALIN] variable inserts the specific dial-in number that is defined in the Dial In Numbers section below.
    Invite_Text_6.png Available in the Email Content section, the [DIALSTRING] variable inserts the phone number participants will use to access your room using voice-only telephones.
    Invite_Text_7.png Required in the Webcast section, the [WEBCASTURL] variable inserts the URL participants can use to access your webcast.

    Some additional variables that do not have buttons or icons are also available. These include the following:

    • The [DISPLAYNAME] variable inserts the specific user’s display name as it was entered in to the system in the Email Content section.
    • The [EXTENSION] variable inserts the room extension (if one is configured) along with the room PIN (if one is configured) into your invite text.
    • The [PIN] variable inserts the room PIN (if one is configured) in the Email Content section.
    • The [ROOMNAME] variable inserts name of the room for which the invite was issued.
    • The [TENANTURL] variable inserts the name of the tenant in the Email Content section.

  7. Add a new dial-in number by navigating to the Dial In Numbers section and performing the following steps if necessary:

    • Click Add.
    • Enter the number in the Dial-in Number
    • Enter a label for the number in the Dial-in Number Label field if necessary.
    • Click Update.
      The Country Code field auto-populates upon clicking Update.
      Click Remove to delete the dial-in number if necessary.

  8. Click Save to save the invitations.

For more information about the invite text, refer to Making Common Changes to the Invite Text and Reverting to Default Text on the Invite Text Page.

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