Submit Response links in email templates

Overview

Submit Response links direct crew members through the current confirmation workflow before their reply is recorded. When a crew member selects the link in their email, they complete the steps in the workflow and their response is only recorded in R2 Labor once that is done.

This replaces the previous accept/decline link model, which recorded a response immediately on click without a guided flow.

Existing templates are updated automatically during upgrade. No manual hashtag replacement is needed for templates already in use.

Submit Response hashtags

Use the hashtags in the right column when creating or editing email templates. The left column shows the previous hashtag for reference.

Previous Hashtag	Use this Instead
`##YESIAMAVAILABLE##`	`##SUBMITRESPONSE##`
`##BOOKINGDETAILSWITHACCEPT-DECLINE##`	`##BOOKINGDETAILSWITHSUBMITRESPONSELINK##`
`##BOOKINGDETAILSWITHOUTACCEPT-DECLINE##`	`##BOOKINGDETAILSWITHOUTSUBMITRESPONSELINK##`
`##ESTIMATEDWORKTIMEWITHACCEPT-DECLINE##`	`##ESTIMATEDWORKTIMEWITHSUBMITRESPONSELINK##`
`##ESTIMATEDWORKTIMEWITHOUTACCEPT-DECLINE##`	`##ESTIMATEDWORKTIMEWITHOUTSUBMITRESPONSELINK##`

Unsupported hashtags

The following hashtags are no longer part of the response workflow. They will not render a link in outgoing emails and must not be used in new templates.

Hashtag	Status
##NOIAMNOTAVAILABLE##	Not supported
##IMAYBEAVAILABLE##	Not supported
##ACCEPTALL##	Not supported
##DECLINEALL##	Not supported

If unsupported hashtags exist in a template, they are removed during upgrade processing. No link is generated in their place.

What happens during upgrade

The following actions are performed automatically on affected templates when you upgrade:

Response hashtags are updated. Each supported previous hashtag is replaced with the corresponding Submit Response hashtag.
Your custom content is preserved. Email body text, wording, and formatting are not changed.
Unsupported hashtags are removed. Hashtags that are no longer part of the workflow are stripped from the template.

No manual migration is required for templates that were in use before the upgrade.

After upgrade: what to review

The hashtag replacement is automatic, but visible wording that referenced the old accept or decline links may need updating. After upgrading, do the following:

Open each affected template in the email template editor.
Read the email body as a crew member would receive it.
Update any text that references "Yes I am available", "Accept", or "Decline" buttons that no longer exist.
Ensure the surrounding text correctly describes the Submit Response action.

Example

A sentence like "Click Yes I am available to confirm your shift" should be updated to reflect that crew members now follow a Submit Response link to complete the confirmation workflow.