Templates

🇳🇱 Nederlandse vertaling

In this article you can read everything about the message templates, invoice templates, tags in templates, the envelope layout and self billing.

You can make use of various templates in Booking Experts. The templates are divided into two categories;  Message templates and Invoice templates.

Message templates

There is a default template for all messages sent from Booking Experts. You can edit these templates.

Invoice templates

Rental settlements can be sent using various invoice templates, so you can invoices under a different company name or as self billing if necessary, for example.You can create and design invoice templates yourself.

1. Edit message template
2. Restoring message template
3. Message template tags
4. Avoid SPAM message template
5. Don't send message template
6. When message templates are sent
7. Frequently asked questions message templates
8. Create invoice template
9. Invoicing from another address
10. Set layout and contents invoice templates
11. Frequently asked questions invoice template


Edit message template

1. Click on the gear symbol on the top right;
2. Choose  Templates in the sub-menu on the right-hand side;
3. You are in the  Message templates tab by default;
4. Click on the name of the template you want to adjust and click  Edit;

5. Edit the text;
6. Click on the  flags to edit the text in other languages;
7. Click Add message template to save the changes.

Note: The text between brackets are tags that retrieve information from the system. It is important that you do not make changes to the text between the brackets!


Restoring message template

You can restore an edited message template to the original message drafted by Booking Experts.

1. Click on the  gear symbol on the top right;
2. Choose   Templates in the sub-menu on the right-hand side;
3. You are in the   Message templates tab by default;
4. Click on the name of the template you want to adjust and click   Restore;


Message template tags

The presence of these objects depends on the type of email, so not every tag can be used. They are listed below per item.

Available general tags in message templates


Payment link: {{ payment_info }}
Today's date: {{ locals.current_date }}
You can adjust the text 'click here' to your liking:
Link for questions IBAN and BIC {{ 'Click here' | reservation_deposit }}
Link for questions review: {{ 'Click here' | reservation_review_form }}
Link for access to the Customer portal: {{ 'Customer portal' | customer_customer_portal }}
Add a link yourself, for example for the reference to conditions:
{{ 'Link text' | link_to: 'https://www.google.com' }}

Greetings

Reservations:
Full greeting: Dear Mr. Jansen: {{ reservation.greeting }}
Full greeting: Hi Jan {{ reservation.informal_greeting }}
Custom greeting: Dear Jan Jansen: Dear {{ reservation.name }}
Custom greeting: Dear John: Dear {{ reservation.first_name }}
Custom greeting: Dear family Jansen: Dear family {{ reservation.last_name }}
Owners:
Full greeting: Dear Mr. Jansen {{ owner.greeting }}
Full greeting: Hi Jan {{ owner.informal_greeting }}
Custom greeting: Dear Jan Jansen: Dear {{ owner.full_name }}
Invoices:
Full greeting: Dear Mr. Jansen {{ invoice.greeting }}

Administration (park or organization)

Address {{ park.address }}
BIC {{ park.bic} }
Email {{ park.email }}
IBAN {{ park.iban }}
Country {{ park.country_name }}
Maximum age of adolescents {{ park.max_adolescent_age }}
Maximum age of babies {{ park.max_baby_age }}
Maximum age of children {{ park.max_child_age }}
Minimum age for seniors {{ park.min_senior_age }}
Name {{ park.name }}
Place {{ park.city_name }}
Postalcode {{ park.postalcode }}
Tags {{ park.tags }}
Telephone {{ park.phone }}
Conditions {{ park.terms }}
Website {{ park.website }}

Type

Accommodation type * {{ category.rentable_type }}
Attachment text {{ category.attachment_text_html }}
Invoice details {{ category.invoice_details }}
Do not invoice rent {{ category.rent_is_hidden }}
Country {{ category.country_name }}
Name {{ category.name }}
Place {{ category.city_name }}
Reference {{ category.reference }}
Location - latitude {{ category.lat }} 
Location - longitude {{ category.lon }}

Link to Google Maps based on location of type:
{% capture google_maps_url %}https://www.google.com/maps?q={{ category.lat }},{{ category.lon }}{% endcapture %} 
{{ 'Klik hier voor de locatie' | link_to: google_maps_url }}
* Accommodation type can contain the following values:
accommodation: Other accommodation
apartment: Apartment
berth: Berth
bungalow: Holiday home
camping: Pitch
hotel room: Room

Accommodation

Name {{ accommodation.name }}
Attachment text {{ accommodation.attachment_text_html }}

Channel

Name {{ channel.name }}
Greeting {{ channel.greeting }}

Payment request

Date of first reminder {{ payment_collector.first_reminder_date }}
Deadline {{ payment_collector.deadline }}
Total outstanding in currency {{ payment_collector.foreign_total_open }}
Total amount in currency {{ payment_collector.foreign_total }}
Postponed till {{ payment_collector.postponed_till }}

Owner

Owner accommodations (comma separated) {{ owner.rentable_names }}
Greeting {{ owner.greeting }}
Agreement end date {{ owner.contract_ends_at }}
Informal greeting {{ owner.informal_greeting }}
Labels {{ owner.label_names }}
Name {{ owner.name }}

Invoice

It is possible to display a different text based on invoice type.
For this you can use the following if / else tag:
{% if invoice.type == 'rent_settlement_invoice' %}
Text 1
{% else%}
Other text
{% endif%}
The different invoice types can be found below:
Cancellation invoice = cancellation_invoice
Credit invoice = credit_invoice
Measurement invoice owner = measurement_invoice
One-time owner invoice = one_off_owner_invoice
Periodic invoice = owner_periodic_invoice
Rent settlement = rent_settlement_invoice
Reservation invoice = reservation_invoice
Todo invoice = todo_invoice
Channel invoice = channel_invoice
Measurement invoice reservation = reservation_measurement_invoice

Greeting {{ invoice.greeting }}
Payment delayed to {{ invoice.postponed_till }}
Total payment deadline {{ invoice.total_payment_deadline }}
First payment deadline {{ invoice.first_payment_deadline }}
Next payment deadline {{ invoice.next_payment_deadline }}
Invoice date {{ invoice.date }}
Invoice number {{ invoice.invoice_nr }}
Current amount to be paid {{ invoice.to_be_paid_right_now }}
Informal greeting {{ invoice.informal_greeting }}
Invoiced name {{ invoice.name }}
Total outstanding in currency {{ invoice.foreign_total_open }}
Total outstanding {{ invoice.total_open }}
Total amount first payment {{ invoice.first_payment_total }}
Total amount in currency {{ invoice.foreign_total }}
Payment link: {{ payment_info }}
Payment log: {{ locals.payment_log }}
Total to be refunded to guest: {{ locals.invoice_total_open_back }}
Down payment scheme overview {{ locals.reservation_downpayment }} 

Reservation

Arrival date {{ reservation.start_date }}
Number of babies {{ reservation.number_of_babies }}
Number of pets {{ reservation.number_of_pets }}
Number of adolescents {{ reservation.number_of_adolescents }}
Number of children {{ reservation.number_of_children }}
Number of people {{ reservation.number_of_people }}
Number of people incl. Babies {{ reservation.number_of_people_including_babies }}
Number of adults {{ reservation.number_of_adults }}
Number of seniors {{ reservation.number_of_seniors }}
Option creation date: {{ locals.reservation_created_at_date }}
Accommodation name {{ reservation.rentable_identity_name }}
Accommodation type name {{ reservation.category_name }}
Comment left {{ reservation.note }}
Last name {{ reservation.last_name }}
Address {{ reservation.address }}
Cancellation reason {{ reservation.cancel_reason }}
Company name {{ reservation.company }}
Greeting {{ reservation.greeting }}
Email {{ reservation.email }}
End date option {{ reservation.option_expires_at }}
External reservation number {{ reservation.remote_booking_nr }}
Date of birth {{ reservation.date_of_birth }}
Check-in time {{ reservation.checkin_time }}
Informal greeting {{ reservation.informal_greeting }}
Costs {{ reservation.costs }} List of additional costs
Possible values: additional_bed, airco, bath_linen, bed_linen,
cancellation_insurance, childs_bed, childs_chair, cleaning, deposit, drinking_water, early_checkin, electricity, energy, environmental_charges, food, gas, heating, internet, labor, late_checkout, laundry, other, parking, pets preference_costs, provision, sauna, toiletries, tourist_taxes, transportation, water, wood
Reserver name {{ reservation.name }}
Option (yes / no) {{ reservation.is_option? }}
City {{ reservation.city }}
Postalcode {{ reservation.postalcode }}
Reservation number {{ reservation.booking_nr }}
Telephone number {{ reservation.phone }}
Access Code (CAT) {{ reservation.gate_card_code }}
Total paid in currency {{ reservation.foreign_total_paid }}
Total amount of deposit {{ reservation.deposit_total }}
Total amount of preference costs {{
reservation.preference_costs_total }}
Check-out time {{ reservation.checkout_time }}
Pinned to accommodation (yes / no) {{ reservation.fixed_rentable?  }}
Departure date {{ reservation.end_date }}
First name {{ reservation.first_name }}
House code / reference code: {{ reservation.rentable.category.reference }}
Invoice line overview: {{ locals.reservation_invoice_items_overview }}

Access cards

Door / room name {{ card.door_name }}
Door numbers (comma separated) {{ card.door_codes }}
Effective date {{ card.valid_from }}
License plate numbers (comma separated) {{ card.license_plates }}
Expiry date {{ card.valid_till }}

Access cards print text

Door / room name {{ card.door_name }}
Door numbers (comma separated) {{ card.door_codes }}
Effective date {{ card.valid_from }}
License plate numbers (comma separated) {{ card.license_plates }}
Expiry date {{ card.valid_till }}
Card ID {{ card.card_id }}

In addition, all tags of Reservation, Owner and Administration are available for this.

If / else tag in templates

With an if / else tag you can determine 2 types of text, of which the tag determines when which text should be displayed. For example, you can display different text in your booking confirmation for reservations of a particular channel than when it comes in via your own website or all other channels.

{% if channel.name == 'Belvilla' -%}

This is the text I want to send to reservations through Belvilla

{% else %}

And this is the text I want to send to all other channels.

{% endif %}


Avoid SPAM message template

Sending emails

Bookingexperts sends emails to the email address you have entered in the settings.

Creating an SPF dns record

To make sure your email does not end up in the spam folder, you will want to add a SPF record to your domain.

The SPF record is a text record indicated in the DNS settings of your domain name (for example, bookingexperts.nl).

Email servers (for example gmail, hotmail, etc) use this to check if your emails are sent from a trustworthy domain.

Add the following TXT record to your domain:

v=spf1 include:spf.bookingexperts.nl ~all

In most cases, it is recommended to discuss this article with the company (hosting provider) with which your domain name is registered.


Don't send message template

For each template, you can decide whether to send it from Booking Experts or not.

1. Click on the   gear symbol on the top right;
2. Choose  Templates in the sub-menu on the right-hand side;
3. You are in the  Message templates tab by default;
4. Click on the green slider of the template you want to disable, this will then turn grey


When message templates are sent

Access cards: Notification of door code: This is sent when working with KABA door codes.

Access to 'Customer portal': Sent when the guest enters his/her e-mail address in the 'Customer portal' widget on the site. Or when a login request is sent from the guest card.

Account created for contractor: An account is created for an external party. This party will receive an email to create a login.

Reservation invoice (adjusted reservation): Sending a (mutation) invoice with a reservation where it is possible for a guest to receive a refund, must pay whether the invoice has been paid in full.

Ask for IBAN number of guest: If SEPA is used, the guest will receive an email 2 days before arrival with the request to fill in the IBAN number.

Reservation Confirmation: The confirmation to the guest when making a new reservation where the guest may still have to pay or where the reservation has already been paid in full.

Credit invoice: When you credit an invoice, a credit invoice is made. If you only send the credit invoice, the guest will receive this template. It is possible that the guest has to pay money, that no payment is required or that the customer gets money back.

First payment reminder: The reminder sent to an owner / guest.

Guest list update request: If the guest list module has been taken, the guest will be given the opportunity to immediately fill in a guest list when making the reservation. If this does not happen, he will receive an email 1 day after making the reservation with the request to fill in the information about the guests. Does it still not happen? Than the guest will receive an email 2 days before arrival with the request to fill it in before arrival.

Inform owner about the acceptance of the option by the guest: The owner has the rights to accept reservations and will receive an email if the guest converts an option into a reservation.

Inform owner about cancellation of a reservation that was accepted by them: If an owner has the rights to accept reservations, he will receive this email if the owner accepts the option but the guest still cancels the reservation.

Inform owner about cancellation of an option that was accepted by them: If an owner has the rights to accept reservations, he will receive this email if the owner accepts the option but the guest still cancels the option.

Invoice summon: The summation sent to an owner / guest.

Option: The confirmation to the customer for making an option.

Option accepted: Notifies guest if an option approved by owner is converted to a reservation.

Option reminder: The guest has an option for an x number of days but has not yet responded to this option. The guest will receive a reminder one day before the option expires.

Option to be checked by owner: When the owner has the right to accept a reservation, he will receive this email if an option is placed on his / her accommodation.

Owner account created: A new owner has been created, the owner is active and an email address has been entered.

Owner invoice: The owner receives a meter reading invoice, periodic cost items invoice or a separate owner invoice. It is possible that no payment is required, another payment is required or the owner gets money back.

Owner notification of failed direct debit: When a payment cannot be collected by direct debit.

Payment notification when no payment is required: When you manually post a payment, you can choose to send a payment notification. When the full amount has been paid by this payment, this template will be sent.

Payment notification when a payment is required: When you manually post a payment, you can choose to send a payment notification. If there is still an outstanding amount after this payment, this template will be sent.

Payment reminder: The reminder sent to an owner / guest.

Reminder before expiration of payment: When a guest pays the reservation in installments, the guest will receive an e-mail with a reminder of the expiry of the payment term one day before the expiry date.

Request to answer questions for reservation: If questions have been set for after the reservation, you will be given the opportunity to fill in the questions immediately after booking. Handy if you want to know, for example, what time the flight landing takes place. If the guest does not answer the question, he will receive an email 7 days before arrival with the request to do so before arrival. If the question is not answered 2 days before arrival, he will receive one last e-mail with the request to answer the questions.

Request to fill in license plate numbers: If the license plate registration module has been taken, the guest will be given the option to enter license plates directly when making the reservation. If this does not happen, he will receive an email 7 days before arrival with the request to do so before arrival. If the registration number has not been filled in 2 days before arrival, he will receive one last e-mail with the request to fill in the registration numbers.

Reservation accepted: If the owner has the rights to accept a reservation, he will receive this e-mail if a reservation accepted by him is placed by the guest.

Reservation canceled: When a reservation is canceled, the guest will receive this template where the guest may not have to pay anything, get money back or pay a part.

Reservation confirmation: The confirmation to the guest when making a new reservation where the guest may still have to pay or where the reservation has already been paid in full.

Reservation invoice: Sending a (mutation) invoice with a reservation where it is possible for a guest to receive a refund, must pay whether the invoice has been paid in full.

Reservation invoice which can be paid in park: If the park has set-up that all costs of a reservation are paid on arrival, this template will be used as a booking confirmation.

Reservation to be accepted by owner: The confirmation that the guest receives if the reservation is yet to be accepted by the owner.

Reservation to be checked by owner: When an owner has the right to accept a reservation, he will receive this template when a new reservation is placed that he / she must accept.

Review form after checkout: At check-out, the guest will receive an email to fill out a review form.

Voucher issued: Sent when a refundable amount is converted into a voucher, and when the voucher is sent again.

Welcome letter: this is not sent but can be printed to be given to the guest upon arrival.

Footer: The closing under each email.

Payment info: If the invoice is sent by email, the 'Direct online payment' link will be generated in the email. If the invoice is sent manually, the payment details will be shown.

Frequently asked questions message template

Can I choose for myself when certain emails are sent?

At the moment, it is not possible to choose your own times for sending emails. 

I have set the guest's sex as male, but when I try and send the reservation, the email uses the 'unknown' greeting. How do I change this?

When sending message templates about a reservation, it uses the details entered during the reservation. It is possible that you have edited the guest card but the reservation still uses other details, like the sex for the greeting.

Are names and photos of employees sent automatically with a message template?

Message templates are not personally sent by employees but by the park or organization. Information from the 'footer' is used as the message's signature and a logo is added.


Create invoice template

1. Click on the  gear symbol on the top right;
2. Choose  Templates in the sub-menu on the right-hand side;
3. You are in the  Message templates tab by default, navigate to the Invoice templates tab;
4. Click on New button;

Booking Experts New invoice template

5. Decide on the footer of the invoice (the variables are taken from the system. These are the company details found in the  other settings);
6. Give the template a name;
7. Make a choice for:

  • Self Billing, when you want to create an invoice on behalve of the owner for the administration;
  • Group invoice items; if you want to create an invoice rule to group invoice items for rent and commissions
  • Use logo of organization; when you want to use to logo of your own administration or want to use a different logo.

8. Choose on which side you want the window of the envelope layout;
9. Save the changes.

Booking Experts Create new invoice template

Invoicing from another address

By default, the invoicing will take place using the details of the organization as they have been processed at the general settings.

It is possible to deviate from this. At the template in question, do not choose to apply  Use the contact details of the administration. Next, you can enter the deviating details here.

Please note! If you want to deviate from this for the default invoice template, you will have to replace {{contact.name}} in the footer with {% if contact.is_company? %}{{ contact.company }}{% else %}{{ contact.name }}{% endif %}

Invoice template with deviating contact details

Set layout and contents invoice template

It is not possible to edit the layout or contents of invoices because this is a generic form. This means that the forms of all users of Booking Experts are the same.


Frequently asked questions invoice templates

I would like to send other information regarding a berth than a reservation in a bungalow. How can I include this in the Reservation Confirmation with Request for Payment template?

It is possible to use tags in a template for multiple types of accommodation. The following types of accommodation can be distinguished:

  • accommodation: other accommodation
  • apartment: apartment
  • berth: berth
  • bungalow: bungalow
  • camping: camping spot
  • Hotel room: hotel room

Below is the example of accommodation types in bungalows, berths and other accommodations in combination with liquid tags.

{% if category.rentable_type == ' bungalow' -%}
For the  bungalows type the text here.
{%- elsif category.rentable_type == ' berth' -%}
For the  berths, type the text here.
{%- else -%}
And for the  other accommodation, type the text here.
{%- endif %}

The structure is designed so that when a reservation is made for a bungalow, the tag  {% if category.rentable_type == 'bungalow' -%} is used. The text you use under this tag will then be included in the template in which you set this tag.

When a visitor makes a reservation for the accommodation type berth, the tag  {%- elsif category.rentable_type == 'berth'-%} will be used. Again, the text used under the tag will be included in the template in which you have set this tag.

When making a reservation at another accommodation, the tag will be  {%- else -%}. Then enter the text you want to send with this tag and place the tag {%- endif %} below it as shown above.

Attention! When using the liquid tags, you need to specify the types of accommodation in English.

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