Creating Templates
New template, name, type, scope, languages, placeholders, preview.
An email template defines the subject and body of an email that can be sent automatically by message rules. This article explains how to create a template and what options you have.
How to Create a Template
- Go to Settings → Messages (or Email / Templates).
- Open the Templates section and click New Template (or Create template).
- Fill in the form:
Name
A short name for the template (e.g. "Booking Confirmation", "Check-in Instructions"). This name is used when you choose the template in a message rule. It is not sent to the guest.
Type or Category
Choose the category that best fits the purpose (e.g. Booking Confirmation, Check-in Details, Cleaning Request). Categories help you organize templates and pick the right one in rules. See Template Categories.
Scope (if available)
Some apps let you set scope: all properties or a specific property. If you have multiple properties and want different wording per property, create one template per property or use placeholders that pull in property-specific data.
Languages
Templates can have multiple languages (e.g. Portuguese, English, Spanish). Add a tab or section for each language and write the subject and body in that language. The system sends the version that matches the guest’s preferred language (see Locale Resolution). If a language is missing, the system may fall back to another language (e.g. English).
Subject and Body
- Subject – The email subject line. Use placeholders (e.g. guest name, property name) so each email is personalized.
- Body – The email body. Use the WYSIWYG editor (if available) to format text (bold, lists, links). Insert placeholders (e.g.
{{guestName}},{{checkInDate}}) so the system fills in guest and reservation data. See Placeholders.
Preview
Use the preview (if available) to see how the email looks with sample data. Check that placeholders resolve correctly and that the text is clear in each language.
- Click Save. The template appears in the template list and can be used in message rules.
After Creating
- Use in a rule – Create or edit a message rule and select this template as the email to send. See Message Rules.
- Duplicate – If the app supports it, duplicate the template to create a variation (e.g. a second confirmation template for a different property) and then edit the copy.