Templates
With templates you can adjust and personalize the view of the following:
- e-mails about reservations (confirmation e-mail, instructions on how to get to the property, "thank you" e-mail etc.)
- Invoices (including receipts, payment receipts, credit invoices)
- Registration card (including similar forms, such as the ones for police authorities)
- Folio
- ...
Contents
Accessing Templates
Accessing templates can be done through:
Options⇒ Settings⇒ Templates
In this list, there are some templates already registered by the system. The type of the template is displayed in the 3rd column ("Type").
New template: Is used for creating a new template.
Show filter: Is used for searching templates in the list, using the available filters.
Creating a New Template
A new template can be created by following these steps:
Options⇒ Settings⇒ Templates⇒ New template
1. Title: The name of the template should be inserted in this field.
2. Template type : It defines what kind of template will be created. Further details are included in the table below.
3. Language: The correct selection of the language ensures that the recipient of the template (invoice, email etc) will understand the content.
4. Subject: It is valid only in case that a template is used for emails, e.g. "thank you for your stay" etc.
5. Content: This is the main part of the template. Formatting is possible using the standard formatting buttons like included in Microsoft Word. If the view is limited, the button "full screen" shows a larger view.
6. Ok: To save the registration.
| Template Types | |
|---|---|
| Reservation | It is related to a reservation and it is used for emails e.g. confirmation of the reservation,"thank you" e-mail,
instructions how to come to the hotel etc. |
| Reservation cancellation | It is related to a reservation and it is used for emails e.g. confirmation of the cancelled reservation, instructions on deposit refunds etc. |
| Invoice | This is a standard layout with fields that should include specific information for invoicing, e.g. the counter,customer's billing
information, various taxes applied etc. |
| Receipt | This is a similar concept to invoice but used only in Greece. It does not apply to other countries. |
| Payment receipt | This is a similar concept to invoice but used only in Greece. It does not apply to other countries. |
| Tax receipt | This is a similar concept to invoice but used only in Greece for issuing tourism taxes (enviromental tax). It does not apply to other countries. |
| Reservation request | This is related to the e-mail that is automatically generated by the booking engine. It is called "request" because the reservations coming from the
booking engine have to be confirmed by the hotelier or the property manager first. |
| Registration card | This is a kind of form given to the customer to sign and accept the terms of the property e.g. any damage takes place, the customer
is liable for. |
| Credit invoice | It belongs to the invoicing documents used to credit or return money to the customer. |
| Credit receipt | This is a similar concept to credit invoice but used only in Greece. It does not apply to other countries. |
| Folio | It is a hotel business term that includes the total amount of the charges that a customer should pay so far. It is like a proforma
invoice. For example, a customer has scheduled to stay in a hotel for 10 nights and the 5th one he wants to know what is the total amount he owes for extra charges, minibar etc. This template will include these charges. |
Use of Templates
Templates Related to Reservations
Reservation
All the "reservation" templates are included in the tab "E-mail" of a reservation window.
When one of them is selected, it is automatically populated by the system with data like the name, address etc.
Registration Card
After clicking the "registration card" button the following window opens.
All the "registration card" templates are included in this drop-down list. When one of them is selected, it is automatically populated by the system with the predefined data.
Folio
After clicking the "folio" button the following window opens.
MISSING PHOTO
All the "folio" templates are included in this drop-down list. When one of them is selected, it is automatically populated by the system with the predefined data.
real folio at the end of the presentation
Reservation request
The "reservation request" template type is used for the e-mails that are sent automatically by the Booking Engine.
They include the reservation information that is useful to the customers.
Options⇒ Booking Engine⇒ E-mail
Every activated language can be connected to various templates. In the example, only the English language is activated, so the respective templates are appeared.
Templates Related to Invoicing
The "invoice", "credit invoice" and "receipt" are related to invoicing.
At this step of the invoicing procedure, the system requests the template to be defined.
When the template is selected from the drop-down list, it is automatically populated by the system with the predefined data.
Templates Related to Payments
In the tab "Payments", a payment should be selected (1) and then the "2. Receipt" button should be clicked.
In this window the system requests the template to be defined.
When a template is selected, it is automatically populated by the system with data like the name, address etc.
This receipt has no legal validity. It is just a proof of receiving money.
How to Edit the Content of a Template
The formatting of the template content is possible by using the tools given by the system.
First of all, there are the standard formatting buttons -like included in Microsoft Word- that allow, for example the letters to be bold, the alignment in the center etc. If a user feels comfortable with HTML code, then he/she can go to View ⇒ Source Code and make any change in the window that opens.
By clicking "Ok" the changes are reflected directly to the template content.
Every template type has its own family or set of fields that allow the system to retrieve the information needed depending on the case.
For example, in a reservation e-mail, if it is typed:
- "Dear Mr. {{firstname}} {{lastname}}, your reservation is confirmed."
the result can be:
- "Dear Mr. Michael Willson, your reservation is confirmed"
Sometimes, a field can have nested fields. If a field is followed by a block surrounded with curly braces ( {...} ), then, it has nested fields.
In order to access a nested field, dot (.) notation should be used, like in the example below:
- "Dear Mr. {{customer.firstname}} {{customer.lastname}}, your reservation is confirmed."
A field can also represent an array. If a field's name is followed by double brackets, then it is an array of set of other fields, which are listed in the following block denoted by curly braces.
In such cases, we have to use the index and access the set of fields. Example is given below for accessing price of reservation for Folio.
- "Price of the reservation is {{reservations[0].price}}"
Note, that every field is followed by a semicolon and the self-description, except for the ones with nested fields.
There are two sets of reservation fields, depending on whether the reservation is single or it's part of a group of reservations:
Reservation (Single)
| field | is populated with |
|---|---|
| {{ reservationId }} | the hoteliga reservation ID, e.g. 2325 |
| {{ lastname }} | the last name of the customer, e.g. "Willson" |
| {{ firstname }} | the first name of the customer, e.g. "Michael" |
| {{ datefrom }} | the arrival date of the reservation, e.g. 24/08/2017. Date formatting will follow regional settings |
| {{ dateto }} | the departure date of the reservation, e.g. 31/08/2017. Date formatting will follow regional settings |
| {{ nights }} | the number of the total nights registered in the reservation, e.g. 7 |
| {{ adults }} | the number of the adults registered in the reservation, e.g. 2 |
| {{ children }} | the number of the children registered in the reservation, e.g. 2 |
| {{ board }} | the localized description of the board, based on the template language |
| {{ totalprice }} | the total price of the reservation in the property's currency, e.g. 448,00 EUR |
| {{ balance }} | the balance of the reservation in the property's currency, e.g. 368,00 EUR |
| {{ roomtype }} | the title of the room type, based on the template language |
| {{ roomtitle }} | the title of the room |
| {{ notes }} | notes about the reservation |
| {{ customernotes }} | notes about the customer |
| {{ bookingagencytitle }} | the title of the booking agency |
| {{ bookingagencycode }} | the booking agency code |
| {{ allPlannedPayments }} | the list of all planned payments in the reservation |
| {{ totalPlannedPayments }} | the total amount of the planned payments in the reservation |
Reservation (Group)
| field | is populated with |
|---|---|
| {{ lastname }} | the last name of the customer, e.g. "Willson" |
| {{ firstname }} | the first name of the customer, e.g. "Michael" |
| {{ customernotes }} | ... |
| {{ bookingagencytitle }} | ... |
| {{ bookingagencycode }} | ... |
| {{ totalpricegroup }} | ... |
| {{ balancegroup }} | ... |
| {{ reservations }} | ... |
| {{ allPlannedPayments }} | the list of all planned payments in the group |
| {{ totalPlannedPayments }} | the total amount of the planned payments in the group |
Invoice
| parent object | parent object | field | it is populated with |
|---|---|---|---|
| lines | {{ netSubtotal }} | the net amount of the subtotal formatted with currency code | |
| lines | {{ netSubtotalCurrency }} | ||
| lines | {{ grossSubtotal }} | the gross amount of the subtotal formatted with currency code | |
| lines | {{ grossSubtotalCurrency }} | ||
| lines | {{ serviceStart }} | starting day of reservation for that particular line of invoice | |
| lines | {{ serviceEnd }} | ending day of reservation for that particular line of invoice | |
| lines | {{ serviceDuration }} | duration of reservation for that particular line of invoice | |
| lines | {{ itemType }} | ||
| lines | {{ numAdults }} | number of adults for this particular line of invoice | |
| lines | {{ numChildren }} | number of children for this particular line of invoice | |
| lines | {{ quantity }} | number of days or items for this particular line of invoice | |
| lines | {{ itemDescription }} | ||
| lines | {{ grossUnitPrice }} | gross price of the item | |
| lines | {{ grossUnitPriceCurrency }} | ||
| lines | {{ netUnitPrice }} | net price of the item | |
| lines | {{ netUnitPriceCurrency }} | ||
| lines | taxes | {{ percentage }} | amount of tax in percentage |
| lines | taxes | {{ amount}} | |
| lines | taxes | {{ amountCurrency }} | |
| lines | taxes | {{ breakdown }} | |
| lines | taxes | {{ rawAmount }} | |
| lines | {{ netSubtotalRaw }} | ||
| lines | {{ reservationId }} | Id of the reservation | |
| {{ totalNumAdults }} | the total number of adults in the reservation | ||
| {{ totalNumChildren }} | the total number of children in the reservation | ||
| {{ totalNumPersons }} | the total number of persons in the reservation | ||
| {{ totalNet }} | net amount of reservation | ||
| {{ totalNetCurrency }} | |||
| {{ totalGross }} | gross amount of reservation | ||
| {{ totalGrossCurrency }} | |||
| {{ totalGrossBefore }} | |||
| {{ totalGrossBeforeCurrency }} | |||
| {{ totalUninvoicedPayments }} | |||
| {{ totalUninvoicedPaymentsCurrency }} | |||
| {{ remainingBalance }} | |||
| {{ remainingBalanceCurrency }} | |||
| {{ extraTaxes }} | |||
| totalTaxes | {{ percentage }} | ||
| totalTaxes | {{ amount }} | ||
| totalTaxes | {{ amountCurrency }} | ||
| totalTaxes | {{ title }} | ||
| totalTaxes | {{ breakdown }} | ||
| totalTaxes | {{ rawAmount }} | ||
| {{ totalTax }} | |||
| {{ totalTaxCurrency }} | |||
| {{ date }} | |||
| {{ number }} | |||
| {{ numbervalue }} | |||
| {{ series }} | |||
| {{ lastname }} | |||
| {{ firstname }} | |||
| {{ taxid }} | |||
| {{ taxid2 }} | |||
| {{ occupation }} | |||
| {{ address1 }} | |||
| {{ address2 }} | |||
| {{ city }} | |||
| {{ zip }} | |||
| {{ country }} | |||
| {{ rooms }} | |||
| {{ notes }} | |||
| {{ bookingAgencyReferenceCodes }} | |||
| {{ guests }} | |||
| {{ stayFrom }} | |||
| {{ stayTo }} |
Registration Card
| parent object | field | it is populated with |
|---|---|---|
| {{ todayDateEspanol }} | ||
| {{ todayHourEspanol }} | ||
| {{ hotelInternationalTitle }} | ||
| {{ hotelDomesticTitle }} | ||
| {{ reservationId }} | Id of the reservation | |
| {{ arrivalDate }} | date of arrival | |
| {{ departureDate }} | date of departure | |
| {{ numAdults }} | number of adults | |
| {{ numChildren }} | number of children | |
| {{ boardTitle }} | ||
| {{ bookingAgencyReferenceCode }} | reference code of the booking agency | |
| {{ bookingAgencyTitle }} | title of the booking agency | |
| {{ roomTitle }} | title of the room | |
| {{ roomTypeTitle }} | title of the room type | |
| {{ customerFirstName }} | first name of the customer | |
| {{ customerLastName }} | last name of the customer | |
| {{ reservationNotes }} | notes about reservation | |
| {{ customerTaxId }} | tax id of the customer | |
| {{ customerEmail }} | email of the customer | |
| {{ customerPhone }} | phone number of the customer | |
| {{ customerAddress }} | address of the customer | |
| {{ customerZipCode }} | zip code of the customer | |
| {{ customerCity }} | city of the customer | |
| {{ totalExtraTaxes }} | total amount of extra taxes | |
| {{ totalWithoutExtraTaxes }} | total amount without extra taxes | |
| {{ totalAgreedPrice }} | ||
| {{ totalPayments }} | ||
| {{ totalWithExtraTaxes }} | total amount with extra taxes | |
| {{ balance }} | ||
| {{ customerCountry }} | country of the customer | |
| {{ numGuests }} | number of guests | |
| {{ totalWithoutExtraTaxes }} | total amount without extra taxes | |
| idDocTypes | {{ id }} | document type id |
| idDocTypes | {{ title }} | document type title |
| sexes | {{ id }} | sex id |
| sexes | {{ title }} | sex title |
| guests | {{ salutationId }} | salutation type id |
| guests | {{ salutation }} | salutation type |
| guests | {{ customerLastName }} | last name of the customer |
| guests | {{ customerLastName2 }} | middle name of the customer |
| guests | {{ customerFirstName }} | first name of the customer |
| guests | {{ lastName }} | last name |
| guests | {{ lastName2 }} | middle name |
| guests | {{ firstName }} | first name |
| guests | {{ dateOfBirth }} | date of birth |
| guests | {{ dateOfBirth2 }} | |
| guests | {{ nationalityCountryName }} | |
| guests | {{ idDocType }} | document type |
| guests | {{ idDocTypeEspana }} | |
| guests | {{ idDocNumber }} | document number |
| guests | {{ idDocTitle }} | document title |
| guests | {{ idDocIssueDate }} | document issue date |
| guests | {{ idDocIssueDate2 }} | |
| guests | {{ provinceName }} | name of the province |
| guests | {{ sex }} | sex |
| guests | {{ sex2 }} | |
| guests | {{ checkinDate }} | date of checking in |
| guests | {{ checkinDate2 }} | |
| guestPairs | {{ salutationId }} | salutation type id |
| guestPairs | {{ salutation }} | salutation type |
| guestPairs | {{ customerLastName }} | last name of the customer |
| guestPairs | {{ customerLastName2 }} | middle name of the customer |
| guestPairs | {{ customerFirstName }} | first name of the customer |
| guestPairs | {{ lastName }} | last name |
| guestPairs | {{ lastName2 }} | middle name |
| guestPairs | {{ firstName }} | first name |
| guestPairs | {{ dateOfBirth }} | date of birth |
| guestPairs | {{ dateOfBirth2 }} | |
| guestPairs | {{ nationalityCountryName }} | |
| guestPairs | {{ idDocType }} | document type |
| guestPairs | {{ idDocTypeEspana }} | |
| guestPairs | {{ idDocNumber }} | document number |
| guestPairs | {{ idDocTitle }} | document title |
| guestPairs | {{ idDocIssueDate }} | document issue date |
| guestPairs | {{ idDocIssueDate2 }} | |
| guestPairs | {{ provinceName }} | name of the province |
| guestPairs | {{ sex }} | sex |
| guestPairs | {{ sex2 }} | |
| guestPairs | {{ checkinDate }} | date of checking in |
| guestPairs | {{ checkinDate2 }} | |
| {{ customerNotes }} | customer notes |
Folio
{
- "printdate",
- "customer" : {
- "lastname" : "last name of the customer",
- "firstname" : "first name of the customer",
- "phone" : " ",
- "mobile" : " ",
- "email" : " ",
- "address" : " "
- },
- "reservations" [ ] : {
- "id" : " ",
- "promocode" : " ",
- "datefrom" : " ",
- "dateto" : " ",
- "roomtype" : " ",
- "room" : " ",
- "price" : " ",
- "tax" : " ",
- "pricewithtax" : " ",
- "numnights" : " ",
- "numadults" : " ",
- "numchildren" : " ",
- "numadultschildren" : " ",
- "reservationdate" : " "
- },
- "roomcharges" [ ] : {
- "date" : " ",
- "description" : " ",
- "reservationid" : " ",
- "price" : " ",
- "tax" : " ",
- "pricewithtax" : " "
- },
- "roomchargestotals" : {
- "price" : " ",
- "tax" : " ",
- "pricewithtax" : " "
- },
- "extrachargestotals" : {
- "price" : " ",
- "tax" : " ",
- "pricewithtax" : " "
- },
- "paymentstotal" : " ",
- "extracharges" [ ] : {
- "date" : " ",
- "description" : " ",
- "Quantity" : " ",
- "reservationid" : " ",
- "price" : " ",
- "tax" : " ",
- "pricewithtax" : " ",
- "notes" : " "
- },
- "payments" [ ] : {
- "date" : " ",
- "method" : " ",
- "reservationid" : " ",
- "amount" : " ",
- "amountCurrency" : " ",
- "notes" : " "
- },
- "balance" : " "
}
Tax Receipt
| parent object | parent object | field | it is populated with |
|---|---|---|---|
| lines | {{ netSubtotal }} | the net amount of the subtotal formatted with currency code | |
| lines | {{ netSubtotalCurrency }} | currency of the net subtotal | |
| lines | {{ grossSubtotal }} | the gross amount of the subtotal formatted with currency code | |
| lines | {{ grossSubtotalCurrency }} | currency of the gross subtotal | |
| lines | {{ serviceStart }} | starting day of reservation for that particular line of invoice | |
| lines | {{ serviceEnd }} | ending day of reservation for that particular line of invoice | |
| lines | {{ serviceDuration }} | duration of reservation for that particular line of invoice | |
| lines | {{ itemType }} | ||
| lines | {{ numAdults }} | number of adults | |
| lines | {{ numChildren }} | number of children | |
| lines | {{ quantity }} | number of days or items | |
| lines | {{ itemDescription }} | ||
| lines | {{ grossUnitPrice }} | gross price of the item | |
| lines | {{ grossUnitPriceCurrency }} | currency of the gross price | |
| lines | {{ netUnitPrice }} | net price of the item | |
| lines | {{ netUnitPriceCurrency }} | currency of the net price | |
| lines | {{ taxes }} | ||
| lines | {{ netSubtotalRaw }} | ||
| lines | {{ reservationId }} | Id of the reservation | |
| lines | {{ extraChargesNotes }} | notes about extra charges | |
| {{ totalNumAdults }} | the total number of adults in the reservation | ||
| {{ totalNumChildren }} | the total number of children in the reservation | ||
| {{ totalNumPersons }} | the total number of persons in the reservation | ||
| {{ totalNet }} | net amount of reservation | ||
| {{ totalNetCurrency }} | currency of net amount of reservation | ||
| {{ totalGross }} | gross amount of reservation | ||
| {{ totalGrossCurrency }} | currency of the gross amount of reservation | ||
| {{ totalGrossBefore }} | |||
| {{ totalGrossBeforeCurrency }} | |||
| {{ totalUninvoicedPayments }} | |||
| {{ totalUninvoicedPaymentsCurrency }} | |||
| {{ remainingBalance }} | remaining balance | ||
| {{ remainingBalanceCurrency }} | currency of the remaining balance | ||
| {{ extraTaxes }} | extra amount of taxes | ||
| {{ totalTaxes }} | total amount of taxes | ||
| {{ totalTax }} | total amount of tax | ||
| {{ totalTaxCurrency }} | currency of the total amount of tax | ||
| {{ date }} | |||
| {{ number }} | |||
| {{ numbervalue }} | |||
| {{ series }} | |||
| {{ lastname }} | |||
| {{ firstname }} | |||
| {{ taxid }} | |||
| {{ taxid2 }} | |||
| {{ occupation }} | |||
| {{ address1 }} | |||
| {{ address2 }} | |||
| {{ city }} | |||
| {{ zip }} | |||
| {{ country }} | |||
| {{ rooms }} | |||
| {{ notes }} | |||
| {{ bookingAgencyReferenceCodes }} | |||
| {{ guests }} | |||
| {{ stayFrom }} | |||
| {{ stayTo }} | |||
| {{ referenceInvoiceNumber }} | |||
| {{ referenceInvoiceIssueDate }} | |||
| {{ invoiceNotes }} | |||
| {{ paymentMethod }} | |||
| reservationNotes | {{ --- }} | ||
| payments | {{ --- }} | ||
| {{ nights }} |
Payment Receipt
| Field | it is populated with |
|---|---|
| {{date}} | the current date |
| {{number}} | the next available number of the payment receipt |
| {{numbervalue}} | |
| {{series}} | |
| {{lastname}} | the last name of the customer included in the reservation |
| {{firstname}} | the first name of the customer included in the reservation |
| {{reservation.datefrom}} | the first date of the specific reservation. |
| {{reservation.dateto}} | the last date of the specific reservation. |
| {{reservation.nights}} | the nights included in the specific reservation |
| {{reservation.adults}} | the number of adults included in the specific reservation. |
| {{reservation.children}} | the number of children included in the specific reservation. |
| {{reservation.board}} | |
| {{reservation.notes}} | the reservation notes. |
| {{reservation.customernotes}} | the customer's notes included in the reservation. |
| {{reservation.totalprice}} | the total amount of the reservation. |
| {{reservation.roomtype}} | the type of the room, according to the types that are registered in the system. |
| {{amount}} | the amount of the payment. |
| {{paymentmethod}} | the payment method of the specific payment |
| {{notes}} | notes included in the payment |
| {{paymentdate}} | the date that the payment is registered |
How to add your logo & company info to a template
Open the template you want to update by clicking on it and set it in full screen from the following button (so you can edit it easier):
To add the logo, you will need to click inside the document where you want to insert the logo.
Then select Insert ⇒ Insert Image
In the Image list field, select the option Logo and press Ok.
In case you haven't uploaded the logo in the field Basic data click here for more information [Property Setup]
On the right of the content you can add your business details.
You will need to repeat the above settings for each template you want to use.
For Greek customers do not forget to include the QR code on your billing templates
For more information regarding the QR code please click here [QR code myData]
How to delete a template
The templates you don't need can be deleted and the ones you want to use you can simply update the template Title to distinguish them from the rest.
OLD CONTENT
You can easily create beautiful email templates in minutes.
You can create as many templates as you need e.g. 'Confirmation reservation' email, 'Thank you' email etc. and use these from inside the reservation to send dynamic emails to your customers. By using the dynamic emails feature you will save a lot of time in communications with your customers and you will improve customer loyalty.
Below you will find a range of variables that you can use inside the template. By using the variables, you can send relevant and personalized emails to your customers without the need of typing anything manually again and at the same time your emails look personalized as they dynamically generate all information related to your customers’ reservation.
We don't impose any design restrictions. Got the skills to roll your own email designs? You can create your own HTML template and paste it in templates. You do not know HTML or how to design an email? No worries, you can use the provided simple to use editor and just type in the text you want. To create dynamic email templates go to Settings-Templates and click the New template button.
NOTICE: Variables are case sensitive and should be used exactly as they are defined in the system. e.g. Template:Firstname. Below you will find all variables that can be used in email templates. Copy and paste them in your email templates.
HOW-TO's
- How to make a small change in an existing template
