The below instructions apply to using links in the "legacy" email editor, that is now deprecated. Please use the new email editor.

Summary

Emails sent from the workspace can include links that are used to invite app users to join a workspace, or to point users towards any specific content.

There are two types of links that can be added to the emails sent from your workspace:

• Internal links to web app content (for web app users only).
• External links to online content (for web app and mobile app users).
• Add to calendar links.

In this article we'll explain how you can use these two types of links in your emails.

Adding links to internal web app content

You can use links to internal web app content in your emails.

They can for example be added as the invitation links to access the web app home page for when app users join the web app for the first time, or point to any other specific content in the web app such as a page, a form, a session etc.

Adding an invitation link to access the web app home page

1. Go to Design > Emails in Backstage, and select the relevant invitation email template you wish to add the link to (or create a new one).
2. In the email tool bar, click on {;} Insert placeholder fields > Personalised links > Web app link.
3. Select the Web app link that was added to the email body, and click on the link button in the tool bar to access the link details.
4. Edit the text that you want to display in the email as the link (for example "Access the web app").
5. Click on OK.
6. Save your changes in the email template.
7. Check that the link works by sending yourself an email.

Adding a link to access specific content in the web app

Follow the below two steps to add a link to your email that allows users to directly log-in and access specific content in the web app.

Please note that direct links to documents are not supported.

1 - Get the path to the content you wish to point users to:

1. In Backstage, navigate to the content (agenda, session, page, form, etc.) that you wish to point web app users to. Links to documents are not supported.
2. Click on the Preview in web app button at the bottom of the screen.
3. Select any app user from the dropdown and click Preview again.
4. Copy the "path" part of the URL from your browser, as explained below.
   Here, we will share the path to the agenda:

Example URL:

https://euprod4-webapp.spotme.com/7aa620da64924fd6868092f9e6001f22/agenda

The "path" part of this URL that you need to copy is:

/7aa620da64924fd6868092f9e6001f22/agenda

2- Add the content link to the email:

1. Go to Design > Emails in Backstage, and select the relevant invitation email template you wish to add the link to (or create a new one).
2. In the email tool bar, click on {;} Insert placeholder fields > Personalised links > Web app link.
3. Select the Web app link that was added to the email body, and click on the link button in the tool bar to access the link details.
4. In the URL field, add &redirect=PATH, and replace PATH with the part of the URL you copied previously in step 1.
5. Edit the text that you want to display in the email as the link (for example "Check out the updated session details"):
6. Click on OK.
7. Save your changes in the email template.
8. Check that the link works by sending yourself an email.

Please note that for these types of "redirect" links to specific content, the clicks done by recipients in emails are not tracked in the email logs. Only standard links such as {{_webapp_link}} are tracked.

Adding links to external online content

The same as with any email, you can add links to any type of external online content. These links will work for both web app and mobile app users:

1. Go to Design > Emails in Backstage, and select the relevant invitation email template you wish to add the link to (or create a new one).
2. Click on the link button in the toolbar to insert a link, and add the URL to the external online content.
3. Edit the text that will be displayed as the link, for example "Check out this website".
4. Click on OK.
5. Save your changes in the email template.
6. Check that the link works by sending yourself an email.

Adding Add to calendar links

You can include an Add to calendar link to your emails, to allow your recipients to add the event details directly to their personal calendars upon receiving the email.

Adding the link to your email will insert two links: a link to a Google calendar slot, and a link to downloadable iCal file. Both links are pre-filled automatically with all the necessary event information pulled from the workspace:

• Title: The name of the workspace.
• Start & end time: The start and end time of the workspace.
• Location: The location field of the workspace.
• Description: link to the web app.

Note: iCal files are used to import and synchronize events on various platforms, including smart phones, computer and web applications. Web applications include Microsoft Office 365, Apple Calendar, Google Calendar, and Yahoo Calendar

To insert and Add to calendar link:

1. Go to Design > Emails in Backstage, and select the email template you wish to add the link to (or create a new one).
2. In the email tool bar, click on {;} Insert placeholder fields.
   
3. Select Add calendar links from the dropdown list:
   

These links can also be inserted clicking on the insert link button in the toolbar, and adding {{_calendar_ical_link}} and {{_calendar_google_link}} as the URL.