E-mail templates are the pages that will generate the actual mails send to the customer. On the templates all required fields are set, these fields will be filled with the data from the reservation and/or guest.

We identify five different template categories, which will be used at their respective moment in the guest journey:

  1. Confirmation
  2. Cancellation
  3. Pre-arrival
  4. post-departure
  5. Invoice email

  • when opened, the right (main) screen is empty as no template has been selected yet.
  • The ‘plus sign / add template will open a new Invoice template form in the right screen.

Template fields

Name Name for the (new) template Required field, can be changed at any time
Email type Sets the type for the email template One of the five options has to be selected
Subject Sets the default subject for the email The subject is pre-filled when the template is used to generate an email, but can be edited upon sending
Layout Actual contents of the Template Formatting, adding fields and all editing is done directly in the Layout
Add Elements – PMS data Dropdown selection for all Data fields available in the PMS, for invoicing Multiple fields can be added after each other. The fields will be inserted as ‘ bookmarks’, if needed the actual label that is visible when printed needs to be added by typing it in
Add Elements – Context block Inserts a block into the template For email templates only ‘Rooms’ is available. After inserting, a dropdown list is added, this menu will enable adding fields
Add Elements – Add file or image Use to insert images into the template Use the browse button to search for the image
Add Elements – Add Recursive Table Inserts a table Only ‘Rooms’ is available for email templates. the selected field names will be used as header, the data is in the columns
Send copy to hotel email address Checkbox that makes that all emails also will be send as a copy to the hotel email address the address set under Hotel information is used

Setting up a template

For all five different types of email templates, the setup is the same. Therefor only one general set up is explained, the settings per type are discussed under ‘Communication Settings’.

Starting a new template:

  1. Click the + icon / add template
    1. A blank form is loaded in the right screen
  2. Set the Name
  3. Select the Email type, by using the dropdown
  4. Set the subject line to use on the email
  5. The layout is completely flexible, so either:
    1. Start typing in the desired text in the ‘Layout’
    2. add PMS data fields
    3. add a ‘Rooms’ Context block
    4. add image(s)
    5. add recursive table(s)
  6. Click the ‘Save’ button when finished
    1. The template is saved
    2. The green bar on top appears, stating saving was successful
    3. the new template is closed and added to the list

Typing in the Layout

The Layout screen works like many other editors:

  1. Start typing the desired text
    1. Format the text as needed (use the format menu or the buttons)
  2. Insert a table or link

Adding PMS data fields

  1. Use the dropdown to open the list of all fields (see the list with it’s explanation)
  2. Select the desired field
    1. the ‘add’ button will be enabled
  3. click ‘add’
    1. the PMS data field is inserted into the ‘Layout’
    2. it is inserted where the cursor was
  4. if desired add a label for the inserted field, by typing in the desired text (the field itself will be replaced by the actual data, so a label could be informative on the content)
    1. don’t change the inserted field as it will not work anymore
  5. repeat as needed

Add Context block

A Context block is a dedicated block, in which the data of the category is clustered. For email templates only the ‘Rooms’ category is available. The data fields are the same as under the recursive table, but categorized for ease of use.

  1. Select the place in the layout where the context block needs to be inserted
  2. Use the dropdown to select the category
    1. when selected, the ‘add’ button will be enabled
  3. click ‘add’
    1. the context block is inserted into the ‘Layout’
  4. A dropdown menu for the selected category is added (here: ‘Rooms’)
    1. From that dropdown the fields per category are selected
      1. Select the field
      2. use the enabled ‘add’ button to add the field to the context block
      3. if desired add a label for the inserted field, by typing in the desired text
      4. don’t change the inserted field as it will not work anymore
    2. repeat as needed
  5. Add another Context Block, for another category, if needed

Add image(s)

On the template, images like the Hotel Logo can be inserted.

  1. Select the place in the layout where the image needs to be inserted
  2. Click ‘Browse’ under ‘Add file or image’
    1. A browse field opens to select an image from your computer
  3. add the file
    1. the image is inserted into the layout
  4. repeat as needed

Add recursive table(s)

Recursive tables are very flexible and can be used to present the overview desired.

  1. Under ‘add recursive table’ use the dropdown to select a Category (for email templates only Rooms is available)
    1. After selection of the Category. the second dropdown will display the available fields for the category (see the list for total overview)
  2. Select the desired field
    1. The ‘Select Column’ button is enabled
  3. Click ‘Select Column’
    1. An overview is displayed with the selected Column(s)
    2. Per selected Column a ‘trashcan’ is shown, clicking it will remove the column
    3. The ‘Add table’ button is enabled
  4. When done adding columns, click ‘Add table’
    1. The table is inserted into the layout
  5. Repeat as needed


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