Administration - Templates

This is where you can add your email and SMS templates for reservation confirmations, pre-stay and follow-up emails, event confirmations, Group Reservations and Invoices. 

To create a new template, go to Administration > Templates and click on the +Add button in the top left corner of the screen. You will then be presented with this page:

Give your template a name (this is for your internal reference only), select the template type (e.g. Reservation Confirmation) and provide an email subject line. There is a tab for Email and another one for SMS, however you will only be able to set up SMS templates if this feature has been activated on your account. 

To pull through specific information from reservations such as names and dates, please use the Custom Fields section and insert them within your copy. Please note that the options available in the Custom Fields drop-down menu will change depending on the type of template that you are creating.

Certain template types will also allow you to use Snippets as well. These are pre-formatted tables or lists that include several Custom Fields at once so that you can include a number of different pieces of information. 

If you add the NotesForGuests custom field to your reservation confirmation template, this will create a space in the email to pull through the 'Notes for guests' that you fill in when you manually create a reservation on the reservation Summary page:

If you wish to include guest or booker title (Mr, Mrs etc.) this will be pulled through automatically if you use either the BookerName or GuestName custom field.

Images

The Custom Images section is a drop-down menu that will allow you to insert images into your email templates. The images that are available here come from two places:

• Your Property Logo and Property Image that have been uploaded to the Administration > Property page
• Any additional frequently-used images that you wish to keep in HOP, which can be uploaded by going to Administration > Email Config

You can also use the text editor to insert images as well/instead.

You can set up multiple confirmation emails (e.g. individuals, corporates, etc.) here and select them at the final stage of creating a new reservation, depending on the specific circumstances of the reservation, or attach them directly to your rate plans (e.g. individuals, corporates, etc.)

You can preview your template at any stage by clicking the show preview button at the bottom of the page, just above the Save and Cancel buttons.

Confirmation, prestay and follow up templates can be added to a rate plan. Simply create a rate plan specific template, once created go into the rate plan and at the bottom of the details tab, select the template from the drop down list and then save.