Universal Search Term: To quickly locate this page, search for Document Templates.
Location: Setup – Solution – Document Templates
Required Setup: In order to view this page, you must be assigned one of the following roles: General Manager, or a custom role that includes the permissions for any of these roles.
Scope: This feature is available in all versions of Kigo.
About the Document Templates Page
From here you can view and manage a list of the document templates available at your property. Document templates are documents that contain all of the structure and information for a specific type of communication, such as a booking inquiry. Instead of including specific details such as a prospective guest's name, and the dates of the stay, the template instead uses variables, which are replaced with specific data when an e-mail message is generated. Once the template is created, you can automate how the template is used at the Triggers page.
The top section of this page includes a variety of search filters that you can use to help find a specific document template. The lower section of the page lists the document templates. Document templates that have been most recently added or modified are listed first. Twenty records are displayed at a time. If there are more than twenty results, you can use the links at the bottom of the page to view more results.
Some common actions that can be performed here include:
- Creating a New Document Template.
- Modifying an Existing Document Template.
- Changing the Status of Document Templates.
- Troubleshooting Document Templates.
Use the search filters at the top of the Document Templates page to quickly locate existing template records that you want to work with. You can use any or all of the following options to locate a specific document template. Once you enter the search criteria, click Search, and the Document Templates List is updated.
- Name: To filter the Document Templates list by name, enter some or all of the document template name here, and then click Search. The Document Templates List is updated.
- Type: To filter the Document Templates list by template type, select the appropriate option from this drop-down list, and then click Search. The Document Templates List is updated.
- [-ALL-]: If this option is selected, all document templates are listed, regardless of type.
- Lead Communication: If this option is selected, only lead communication document templates are displayed.
- E-mail Auto Responder: If this option is selected, only e-mail auto responder document templates are displayed. This can include any e-mail message document templates that automatically are sent to a guest when a specific trigger event occurs, such as a booking inquiry.
- Marketing E-mail: If this option is selected, only marketing e-mail document templates are displayed. This can include any e-mail message document templates related to marketing campaigns.
- Notification E-mail: If this option is selected only notification e-mail document templates are displayed. Notifications are sent to the property manager's notification e-mail address.
- Other: If this option is selected, only other document templates are displayed. This includes any templates that don't fit into any other category.
- Agreement: If this option is selected, only agreement document templates are displayed. This can include policy documents, rental agreements, and similar documents.
- Status: To filter the Document Templates list by status, select the appropriate option from this drop-down list, and then click Search. The Document Templates List is updated.
- Active: This means that the document template is available for use by property staff, as well as automated actions.
- Inactive: This means that the document template is not currently available for use by property staff or automated actions.
Document Templates List
This list displays document templates based on the search criteria entered above. Templates that have been most recently added or modified are listed first.
- ID: This is the unique record identification number for the document template. To the left of the identification number is an indicator that shows the current status of the template. If the indicator is green, then the status is active. If the indicator is red, then the document template is not active.
- Name: This is the name of the document template. If there is an asterisk (*) after the name, this indicates that a custom template has been created by your company.
- Type: This is the document template type.
- Summary: This is the summary field from the document template. This is also the subject line when e-mail messages are generated. This field may be blank.
Creating a New Document Template
- From the Document Templates page, click New. The Doc Template page opens.
- Enter the Name of the document template. This name must be unique. You cannot have two templates with the same name. The best names are short, but provide a clear indication of the contents. This field is required.
- Select the category Type of the new document. Possible options include:
- Lead Communication: These templates are used to send correspondence to leads.
- E-mail Auto Responder: These templates are used to automatically send correspondence to guests, when specific trigger events occur.
- Marketing E-mail: These templates are used for marketing campaigns.
- Notification E-mail: These templates are used to send notifications to the Notification e-mail address that is configured at the Booking Setup page.
- Other: These templates do not fit into any other existing type.
- Agreement: These templates are used for policies, disclaimers, rental agreements, and other contracts.
- Choose the current Status of the document template. By default, the status is active. If you are creating a new document template, we recommend that you set the status as inactive until the template is complete. Once the template is ready for use, change the Status to active. This helps avoid the possible issue of a document template being used before it is ready.
- At the Applies To drop-down list, choose whether the e-mail message applies to Bookings or Leads. This updates the Available Tags section to only include relevant tags. This field is required.
- Enter a Summary for the document template. This summary is used as the subject line when the template is used to generate e-mail messages.
- At the Document field, enter the content of the e-mail message. You can include many types of content, including tables, images, and rich text.
- If you wish to customize the Tag Prefix, select a prefix character. This only affects how the tag is displayed in the editor. You can choose from a number of tag prefixes included, # (hash), / (forward slash), ^ (carat), or None.
- Use tags to replace any content that changes each time the document template is used. For example, if you are creating a template to generate e-mail messages for guests before they arrive, you want to use tags for information such as the guest's name, the property, and the date of arrival. To use tags:
- Place the cursor where you want to insert the tag in the Document section.
- In the Available Tags section, click a category name to select the tag category. All of the tags included in the category are displayed.
- Locate the tag that you want to insert and double-click the tag name. The tag is inserted where you placed your cursor in the Document section.
- If you want to add any additional clarifying information about the template, you can add this in the Notes section. The information that you add here is for internal use only, and does not display to guests or owners.
- Save your changes by clicking Save.
- You can confirm that your template contains complete tags, and that all required fields are complete by clicking the green Click to Verify button at the bottom of the Document section. This checks your entries and confirms that all information is valid.
- Click Save.
Modifying an Existing Document Template
- From the Document Templates page, use the search filters to locate the document template that you want to work with.
- To make changes to a specific document template, click anywhere on the row where the template is displayed in the Document Templates List. The Doc Template page opens, and displays detailed information about the template that you've selected.
- Make any necessary updates to the fields.
- Click Save.
Changing the Status of Document Templates
- From the Document Templates page, use the search filters to locate the commission that you want to work with.
- Locate the specific template or templates that you wish to change the status of, and select the associated check boxes.
- Click Set Status, and then choose one of the options below:
- Set Selected Records to Inactive: Choose this option to change the status of the selected templates to inactive.
- Set Select Records to Active: Choose this option to change the status of the selected templates to active.
- The change is effective immediately.
Troubleshooting Document Templates
If you are having trouble with a document template, here are some troubleshooting techniques that you can try.
If the document template is a default template that was part of your initial Kigo installation, there is not an asterisk (*) after the name in the Document Templates list.
Follow the steps below to revert to a default template:
Make sure that you are working with a default template. Custom templates cannot be regenerated.
- From the Document Templates page, use the search criteria to locate the default template that you are having issues with, and select the associated check box.
- Choose More Actions, and then click Delete. A confirmation message displays.
- Click OK. The template is removed, and the system regenerates the template.
Deleting Document Templates
- From the Document Templates page, use the search filters to locate the document template that you want to delete.
- Locate the specific template or templates that you want to remove and select the associated check boxes.
- Click More Actions, and then choose Delete. A confirmation message displays.
- Click OK to delete the templates, or click Cancel to return to the Document Templates page without deleting any records.
Additional Information/Related Topics
Document Template Reference: Mustache Tags
Document Template Reference: Prebuilt Templates