Multi-Day Visit Date & Time Email Template Parameters

Overview

This enhancement introduces two new template parameters for Visit Email Templates and Invitation Templates that provide a more flexible way to display visit dates and date/time ranges in outbound communications.

Today, administrators must rely on existing visit date and time parameters that may not provide a clean representation for single-day versus multi-day visits.

The enhancement introduces:

<Visit-Start-Date-And-End-Date>
<Visit-Start-DateTime-And-End-DateTime>

These parameters automatically adjust their output based on whether a visit spans a single day or multiple days while continuing to respect site date preferences and existing time zone handling logic.

What's New

New Date Range Parameter

A new parameter:

<Visit-Start-Date-And-End-Date>

is available for use in supported templates.

This parameter:

Displays a single date for single-day visits.
Displays a start date and end date for multi-day visits.
Does not display time values.
Uses the site's configured date format.

New Date-Time Range Parameter

A new parameter:

<Visit-Start-DateTime-And-End-DateTime>

is available for use in supported templates.

This parameter:

Displays a single date with start and end times for single-day visits.
Displays full start date/time and end date/time for multi-day visits.
Uses the site's configured date format.
Applies existing time zone offsetting logic.

Template Parameter Picker Support

Both parameters are available in:

Existing supported templates
Newly created templates
Email templates
Invitation templates

Administrators can insert them using the existing parameter picker experience.

Functional Summary

Administrators can now include flexible visit date information in outbound communications without needing separate tokens for different visit scenarios.

The system automatically determines:

Single-day visits
Multi-day visits
Cross-midnight visits

and renders the parameter accordingly.

The enhancement supports both date-only and date-time use cases while preserving existing template behavior.

Key Capabilities

Flexible visit date range display
Flexible visit date/time range display
Automatic single-day and multi-day handling
Cross-midnight visit support
Site date preference support
Existing time zone offset support
Parameter availability across all supported visit communication templates
Backward compatibility with existing templates
Safe handling of missing visit data

Flexible Visit Date Parameters – Overview

Area	What this means for users
Email Templates	Admins can insert flexible visit date parameters into email templates
Invitation Templates	Admins can insert flexible visit date parameters into invitation templates
Single-Day Visits	Parameters display simplified date information
Multi-Day Visits	Parameters display complete date ranges
Date Formatting	Dates follow the site's configured date preference
Time Zones	Existing visit and site time zone logic continues to apply
Existing Templates	Templates not using the new parameters remain unchanged

Configuration & Administration

Admin Navigation

Administrators can access the functionality through:

Administration → Global Settings → Email Invitation Template

The enhancement follows the existing template management experience and does not introduce a new configuration area.

New Parameters

Visit Date Range

Parameter	Purpose
<Visit-Start-Date-And-End-Date>	Displays visit dates without time values

Visit Date-Time Range

Parameter	Purpose
<Visit-Start-DateTime-And-End-DateTime>	Displays visit dates and times

Parameter Availability

Both parameters:

Appear in the parameter picker.
Follow the existing parameter grouping pattern.
Can be copied and pasted into templates.
Resolve during template generation.

Suggested display order:

<Visit-Start-Date-And-End-Date>
<Visit-Start-DateTime-And-End-DateTime>

Templates Supported

Visit / Notification Templates

The parameters are available in:

Hold Date Acknowledgement
Hold-Date Expiration Notice
Global Acknowledgement Template
Global Confirmation Template
Visit Declined
Visit Cancellation
Visit Reschedule
Visit Approval Request
Visit Approval
Sales Tracking
Incomplete Visit Expiration Notice Email
Post-Visit Customer Follow Up
Post-Visit Internal Follow Up
Pre-Visit Customer Email
Pre-Visit Internal Email

Invitation Templates

The parameters are available in:

Invitation Template
Speaker Invitation
Customer Attendee Invitation
Internal Attendee Invitation
Owner Invitation
Host Invitation
Room Invitation

How It Works

Single-Day Visit Rendering

Date Range Parameter

For visits that start and end on the same calendar day:

June 10, 2026

The date is displayed only once.

Date-Time Range Parameter

For visits that start and end on the same calendar day:

June 10, 2026 | 9:00 AM – 4:00 PM

The date is displayed once with both times.

Multi-Day Visit Rendering

Date Range Parameter

For visits spanning multiple calendar days:

June 10, 2026 – June 12, 2026

Both start and end dates are displayed.

Date-Time Range Parameter

For visits spanning multiple calendar days:

June 10, 2026 9:00 AM – June 12, 2026 4:00 PM

Full start and end date/time values are displayed.

Cross-Midnight Visits

If a visit crosses midnight and the calendar day changes:

Example:

June 10 10:00 PM

June 11 1:00 AM

The visit is treated as a multi-day visit.

Date & Time Resolution Rules

Site Date Preference

All rendered dates must use:

The site's configured date preference.
Existing formatting logic.

Time Zone Handling

Date and date/time values are determined using:

Visit time zone (if available)
Site default time zone (fallback)

Existing time zone offset logic remains unchanged.

Single-Day Detection

A visit is considered single-day when:

Visit start date and end date fall on the same calendar day relative to the site date basis.

Multi-Day Detection

A visit is considered multi-day when:

Visit start date and end date fall on different calendar days relative to the site date basis.

Multi-Day End Date

For multi-day visits:

The rendered end date must reflect the final day of the visit.

Functional Scope

The enhancement applies when:

An Admin edits an existing template.
An Admin creates a new template from a base template.
A visit is created.
A visit is edited.
A visit is rescheduled.
A workflow sends a template containing one of the new parameters.

Important Considerations & Limitations

Date-only parameters must not display time values.
Date-time parameters must display both date and time values.
Existing templates that do not use the new parameters remain unchanged.
Existing template functionality remains unchanged.
Existing time zone handling remains unchanged.
Existing date formatting behavior remains unchanged.
New templates inherit support automatically.
Updated visit information must be used at send time.

Missing Data Handling

If a template contains one of the new parameters and the underlying visit value is unavailable:

The system must not expose raw token text.
The email must render safely.
Existing email generation behavior should continue.

Backward Compatibility

This enhancement is additive only.

Existing Templates

Templates that do not use the new parameters:

Continue to function normally.
Require no updates.
Produce unchanged output.

Existing Workflows

Current email and invitation workflows:

Continue to function normally.
Automatically support the new parameters when inserted.

FAQs

Why are new visit date parameters needed?

They simplify template creation by automatically handling single-day and multi-day visits without requiring different template logic.

What happens when a visit spans multiple days?

The parameters automatically render a start date and end date (or start date/time and end date/time).

What happens when a visit crosses midnight?

The visit is treated as a multi-day visit.

Do the new parameters follow site date preferences?

Yes. All rendered dates follow the configured site date preference.

Which time zone is used?

The visit time zone is used when available. Otherwise, the site default time zone is used.

Will existing templates break?

No. Existing templates remain unchanged unless the new parameters are added.

Support & Troubleshooting

If parameter values are not rendering correctly, verify:

Visit start date exists.
Visit end date exists.
Site date preferences are configured correctly.
Visit time zone is configured correctly.
Template contains the correct parameter.
The workflow provides visit context at send time.

When contacting support, provide:

Template name
Visit ID
Visit dates
Time zone configuration
Workflow used
Example email output
Screenshot of template configuration