Update forms for hybrid job locations

The November 6, 2023 RB9 update included a couple of new features that require some setup on your part if you are going to use them. This article details our recommendations for updating forms that are affected by the new ability to schedule both in-person and Zoom meetings for the same job.

If you schedule Zoom meetings via RB you must update forms

RB 9.44 has separated in-person location information and Zoom meeting information so you can schedule hybrid jobs that will have both in-person and remote participants. To include Zoom meeting information in notifications to clients and resources — even if you won’t schedule hybrid meetings — you must update:

• Job Confirmations
• Job Cancellations
• Assignment Notifications
• Assignment Cancellations

Complete setup includes inserting merge fields and adding subheads.

1. Add necessary merge fields to correspondence

At a minimum you must include the new URL and URLNotes Data Fields in both the email and PDF templates of these 4 notices to share that information.

In System Preferences

Insert these merge data fields in the Email Message for all of these notices.

1. Setup > System Preferences
2. Click Calendar then click Assignment Cancellation.
3. Click Edit.
4. Click in the Email Message section where you want to insert Zoom meeting information.
5. Click , then JobLocation > URL.
6. Repeat steps 4 & 5 for URLNotes.
7. Click Save.
8. Repeat for Assignment Notification, Job Cancellation, and Job Confirmation.

In Form Templates

Insert these merge data fields in the PDF forms for all of these notice types.

1. Tools > Form Templates
2. Click Assignment Cancellation.
3. Click > Edit next to the first template. Or click the template name then click Edit in the View Form screen.
4. Click in the form’s Location section where you want to insert Zoom meeting information.
5. Click Data Fields above the form.
6. Click Insert Data Field then JobLocation >URL.
7. Repeat steps 4–6 for URLNotes.
8. Click Save.
9. Repeat for Assignment Notification, Job Cancellation, and Job Confirmation.

2. Add headers to form templates

Help your clients and resources navigate this new setup by adding designation headers for in-person and remote attendees on the 4 types of templates.

1. If not already in the Edit Form screen follow steps 1–3 above.
2. Click in the form’s Location section where you want to insert the “For In-Person Attendees:” header.
3. Enter the header text and style it as desired using the formatting tools in the Home tab above the form. (For styling instructions see Editing form templates: Home options in the user guide.)
4. Repeat steps 2–3 for the “For Remote Attendees:” header.
5. Click Save.
6. Repeat for Assignment Notification, Job Cancellation, and Job Confirmation.

NOTE: If you have more than one version of any of the 4 notices be sure to insert the data fields and subheads into all versions that could be used for Zoom meetings.