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Letters & document templates

The operator-editable templates behind every guest-facing letter and document — organised by category, previewed per language, and test-sent before they go live.

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Who this is for: Owner, Manager for reach — core.documents.read; editing, previewing and test-sending require core.documents.manage. Where: Settings → Output & Operations → Letters & Documents

This is distinct from Notifications and documents, which previews the system-sent transactional messages (booking confirmations, receipts). Letters & Documents is where the templates themselves are authored and organised — the confirmation letter, a welcome note, a registration card — grouped under a category vocabulary your property controls.

The list#

Every template shows its Name, Category, Scope and whether it is Active. A template scoped Org-wide default applies to every property in the organisation unless a property has its own override; a property-scoped template overrides the default for that property only.

Categories#

Categories are a reference list, the same convention as any other in the product (see Reference data) — built-in categories like Confirmation ship out of the box, and a house can add or rename its own.

Edit a template#

Select Add template, or open an existing row, to reach the editor:

  • Name and Category.
  • Org-wide default — toggle whether this template is the organisation's fallback or scoped to one property.
  • Available merge fields — a palette of tokens ({{guest.name}}, {{reservation.checkIn}}, {{folio.balance}}, and more) you insert into the subject or body; each resolves from the real record when the letter is actually generated.
  • Per-language tabs — English, Bahasa Indonesia, and العربية (rendered right-to-left). Each language carries its own Subject and Body; a language you leave blank falls back to the source per the i18n contract, exactly like every other user-facing catalog entry.

Preview and test-send#

The Preview panel at the bottom of the editor renders the template with sample data, in the language tab currently selected — the same discipline Notifications and documents uses for system messages: what you see is what the rendering pipeline produces.

Send test to myself delivers a real, rendered copy to your own account email, so you can check a template on an actual device and inbox before switching it live. This is the one write this screen makes outside of Save — it never touches a guest.

What's next#