Multiday SendGrid Email Variables

Soundcheck emails are SendGrid dynamic templates — the HTML lives in SendGrid, not in the repo. api-events supplies the dynamicData map. This page is the contract for the day-aware variables added for the multiday per-day staffing feature so a template editor knows exactly what keys arrive and how to render them. All variables here are additive and backward compatible: single-day engagements send exactly what they always did. eventDate is upgraded to a formatted range string only for multiday engagements; performanceFee always stays the offer-level fee. A template that ignores the new keys keeps working.

The API sets a key only when it has a value. Always guard with {{#if …}} / {{#each …}}. Never assume a key is present.

Event title vs offer / request title

eventName is the offer or availability-request title (often the role, e.g. Front-of-House Engineer). eventTitle is the linked gig title (e.g. Saturday Night Headliner). The API sends eventTitle only when it is present and different from eventName, so templates can show both without duplicating the same line.

<div>{{eventName}}</div>
{{#if eventTitle}}
<div>{{eventTitle}}</div>
{{/if}}

Subject lines can append the gig the same way:

{{eventName}}{{#if eventTitle}} — {{eventTitle}}{{/if}}

Invitation emails already use the gig title as eventName and do not send a separate eventTitle.

The shared day array

Every offer/availability recipient email (and the offer acceptance email) carries these keys when the engagement spans more than one day:

Variable	Type	When present	Notes
`isMultiDay`	bool	offers & availability requests with day rows	`false` for single-day
`dayCount`	int	same	number of scheduled days
`days`	array	same	one object per day (see below)
`rateCardTotal`	string	per-day-rated offers only	formatted Σ of effective day rates, e.g. `$750.00`
`eventDate`	string	always	single day: `Friday, August 14, 2026`; multiday: `Friday, August 14 – Sunday, August 16, 2026`

Each object in days:

Field	Example	Notes
`date`	`2026-08-14`	machine date (`YYYY-MM-DD`)
`dateFormatted`	`Fri, Aug 14`	short display date
`time`	`2:00 PM – 11:00 PM`	empty string when the day has no call times
`fee`	`$350.00`	empty string unless the offer is per-day-rated

An offer is per-day-rated when any of its days sets its own fee override; then every day’s fee shows its effective rate (day.fee ?? offer.fee) and rateCardTotal is the sum. Availability requests never carry a fee, so their day objects always have an empty fee and no rateCardTotal.

Paste-ready day list

{{#if isMultiDay}}
  <p>{{dayCount}} days</p>
  <ul>
    {{#each days}}
      <li>
        {{dateFormatted}}{{#if time}} · {{time}}{{/if}}{{#if fee}} · {{fee}}{{/if}}
      </li>
    {{/each}}
  </ul>
  {{#if rateCardTotal}}<p><strong>Total: {{rateCardTotal}}</strong></p>{{/if}}
{{else}}
  <p>{{eventDate}}{{#if eventTime}} · {{eventTime}}{{/if}}</p>
{{/if}}

Offer acceptance confirmation — accepted days

SENDGRID_TEMPLATE_FOR_CREW_OFFER_ACCEPTANCE additionally receives the recipient’s accepted day subset, plus an .ics file attachment (gig.ics) covering those days:

Variable	Type	When present	Notes
`acceptedDays`	array	≥1 accepted day	same object shape as `days`
`acceptedDayCount`	int	same
`acceptedTotal`	string	per-day-rated offers only	formatted Σ of accepted effective rates

Paste-ready accepted-days block

{{#if acceptedDays}}
  <p>You're confirmed for {{acceptedDayCount}} day{{#if acceptedTotal}} ({{acceptedTotal}}){{/if}}:</p>
  <ul>
    {{#each acceptedDays}}
      <li>{{dateFormatted}}{{#if time}} · {{time}}{{/if}}{{#if fee}} · {{fee}}{{/if}}</li>
    {{/each}}
  </ul>
{{/if}}

Requester response emails — structured summary

The response-to-requester templates now receive the day summary as its own variables instead of it being glued into responseNotes. responseNotes is once again the responder’s free-text notes only.

Variable	Type	Offer / invitation template	Availability template
`responseNotes`	string	responder’s free-text notes ONLY	same
`responseSummary`	string	`Accepted Fri, Jul 10 · Declined Sun, Jul 12`	`Available … · Unavailable …`
`acceptedDays`	string[]	✅ (`["Fri, Jul 10"]`)	—
`declinedDays`	string[]	✅	—
`availableDays`	string[]	—	✅
`unavailableDays`	string[]	—	✅

Affected templates: SENDGRID_TEMPLATE_FOR_CREW_OFFER_RESPONSE_TO_REQUESTER, SENDGRID_TEMPLATE_FOR_AVAILABILITY_RESPONSE_TO_REQUESTER, SENDGRID_TEMPLATE_FOR_INVITATION_RESPONSE_TO_REQUESTER.

Requester card layout

Keep the card short: rollup badge + per-day datetime rows with action status + optional notes. Prefer days[].status over responseSummary (summary is still sent for SMS / legacy). Each days[] item may include:

Field	Example
`dateFormatted`	`Thu, Jul 16`
`time`	`1:00 PM – 3:10 PM`
`status`	`Accepted` / `Declined` / `Available` / `Unavailable`
`statusKey`	`ACCEPTED` / `DECLINED` / `AVAILABLE` / `UNAVAILABLE`

Badge (API never sends PARTIAL; derive it in the template):

Offer: both acceptedDays + declinedDays → Partial (amber); only accepted → Accepted; only declined → Declined
Availability: both availableDays + unavailableDays → Partial; otherwise Available / Unavailable

{{#each days}}
  <div>
    <strong>{{dateFormatted}}</strong>{{#if time}} · {{time}}{{/if}}
    {{#if status}} · {{status}}{{/if}}
  </div>
{{/each}}

{{#if responseNotes}}<blockquote>{{responseNotes}}</blockquote>{{/if}}

Invitation emails

Invitation templates key their date variables off the event, not off offer day rows. They now also receive the span:

Variable	Type	When present	Notes
`eventDate`	string	always	range form for multiday events (same format as above)
`eventEndDate`	string	event has an end date	`Sunday, August 16, 2026`
`isMultiDay`	bool	event has an event date	`false` for single-day
`dayCount`	int	same	inclusive day span

daysUntilEvent and responseDeadline remain keyed to the event start. Affected templates: SENDGRID_TEMPLATE_FOR_ORG_INVITATION, SENDGRID_TEMPLATE_FOR_NON_ORG_INVITATION, SENDGRID_TEMPLATE_FOR_INVITATION_UPDATE, SENDGRID_TEMPLATE_FOR_INVITATION_REMINDER, SENDGRID_TEMPLATE_FOR_INVITATION_ACCEPTANCE. The acceptance email attaches a multiday .ics (one VEVENT per event day) for multiday events.

<p>
  {{eventDate}}
  {{#if isMultiDay}}<span class="badge">{{dayCount}}-day event</span>{{/if}}
</p>

Which template gets which variables

Template env var	day array (`isMultiDay`/`dayCount`/`days`/`rateCardTotal`)	accepted-day vars	requester summary vars	invitation span vars
`SENDGRID_TEMPLATE_FOR_CREW_OFFER`	✅
`SENDGRID_TEMPLATE_FOR_CREW_OFFER_REMINDER`	✅
`SENDGRID_TEMPLATE_FOR_CREW_OFFER_UPDATE`	✅
`SENDGRID_TEMPLATE_FOR_CREW_OFFER_CANCELLED`	✅
`SENDGRID_TEMPLATE_FOR_CREW_OFFER_ACCEPTANCE`	✅	✅ (+ `gig.ics`)
`SENDGRID_TEMPLATE_FOR_CREW_OFFER_RESPONSE_TO_REQUESTER`			✅ (accepted/declined)
`SENDGRID_TEMPLATE_FOR_AVAILABILITY_REQUEST`	✅ (no fees)
`SENDGRID_TEMPLATE_FOR_AVAILABILITY_REQUEST_REMINDER`	✅ (no fees)
`SENDGRID_TEMPLATE_FOR_AVAILABILITY_REQUEST_UPDATE`	✅ (no fees)
`SENDGRID_TEMPLATE_FOR_AVAILABILITY_REQUEST_CANCELLED`	✅ (no fees)
`SENDGRID_TEMPLATE_FOR_AVAILABILITY_RESPONSE_CONFIRMATION`	✅ (no fees)
`SENDGRID_TEMPLATE_FOR_AVAILABILITY_RESPONSE_TO_REQUESTER`			✅ (available/unavailable)
`SENDGRID_TEMPLATE_FOR_ORG_INVITATION` / `…_NON_ORG_INVITATION`				✅
`SENDGRID_TEMPLATE_FOR_INVITATION_UPDATE` / `…_REMINDER`				✅
`SENDGRID_TEMPLATE_FOR_INVITATION_ACCEPTANCE`				✅ (+ multiday `.ics`)
`SENDGRID_TEMPLATE_FOR_INVITATION_RESPONSE_TO_REQUESTER`			✅ (accepted/declined)

Where this is built (for engineers)

Shared day-var builder: api-events/src/systems/crew-offers/engagementEmailDays.ts (DayEmailVars, AcceptedDayVars, date-range + money formatting).
Offer/availability renderers that emit the vars: api-events/src/systems/crew-offers/crewOfferNotificationRenderer.ts, api-events/src/systems/availability-requests/availabilityRequestResponseRenderer.ts.
Requester response vars + attachment plumbing: api-events/src/systems/crew-offers/crewOfferResponseNotificationProcessor.ts.
Invitation span vars: api-events/src/systems/invitations/invitationNotificationRenderer.ts.
ICS generation (multiday event + offer accepted-days segments): api-events/src/systems/crew-offers/crewOfferAcceptedIcs.ts, api-events/src/utils/ics.ts.

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Multiday SendGrid Email Variables

Event title vs offer / request title

The shared day array

Paste-ready day list

Offer acceptance confirmation — accepted days

Paste-ready accepted-days block

Requester response emails — structured summary

Requester card layout

Invitation emails

Which template gets which variables

Where this is built (for engineers)

​Event title vs offer / request title

​The shared day array

​Paste-ready day list

​Offer acceptance confirmation — accepted days

​Paste-ready accepted-days block

​Requester response emails — structured summary

​Requester card layout

​Invitation emails

​Which template gets which variables

​Where this is built (for engineers)

Event title vs offer / request title

The shared day array

Paste-ready day list

Offer acceptance confirmation — accepted days

Paste-ready accepted-days block

Requester response emails — structured summary

Requester card layout

Invitation emails

Which template gets which variables

Where this is built (for engineers)