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New/Edit Document Template

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Location: Setup – Solution – Document Templates – New

Setup – Solution – Document Templates – (Select existing document template)

Required Setup: To view this page, you must have 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 Doc Template Page

From here, you can manage existing document templates and create new document templates. You can use the templates shown here across Kigo when sending e-mail messages. In addition, the Triggers page uses templates to automate common communication tasks.

DocumentTemplateSome common actions that you can perform include:

  • Creating a New Document Template.
  • Modifying an Existing Document Template.
  • Changing the Status of Document Templates.
  • Troubleshooting Document Templates.
  • Deleting Document Templates.

Field Definitions

General

  • Name: This is the name assigned to the document template. This field is required.
  • Type: This is the type of template. This field is required. Possible options include:
    • Lead Communication: Use these templates to send correspondence to leads.
    • E-mail Auto Responder: Use these templates to send correspondence to guests automatically, when specific trigger events occur.
    • Marketing E-mail: Use these templates for marketing campaigns.
    • Notification E-mail: Use these templates 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: Use these templates for policies, disclaimers, rental agreements, digital agreements, and other contracts.
  • Status: This is the status of the template. You can use Active templates, while inactive templates are hidden from automated processes and you cannot use them. If you are building a new document template, we recommend that you set the status as inactive until it is ready to be used.
  • Applies To: This defines the primary purpose for the message created by the template. This field is required. Use the drop-down list to select one of the following options:
    • Bookings: This signifies that the template is used for bookings, and the Available Tags section is updated to include booking-related tags.
    • Leads: This signifies that the message is used for leads, and the Available Tags section is updated to include lead-related tags.
  • Subject: The text entered here is used as the subject line when an e-mail message is generated.
  • Document: This is the body of the message, and typically consists of texts, images, and tags replaced with relevant details when you generate the e-mail message.
  • Notes: You can include any additional clarifying notes or internal information about the template here. This information is not part of the template, and is not sent in e-mail messages. This is for internal use only.

Tags Prefix

This section allows you to change how the tags appear in the document template. This provides a visual indicator in the template editor, and is based on personal preference. Possible options include:
  • #: If you choose this option, then the tags in the template editor use a hash (#). For example, when you select this option the Solution Name tag is {{#solution.Name}} in the Document section of the template editor.
  • /: If you choose this option, then the tags in the template editor using a forward slash (/). For example, when you select this option the Solution Name tag is {{/solution.Name}} in the Document section of the template editor.
  • ^: If you choose this option, then the tags in the template editor using a carat (^). For example, when you select this option the Solution Name tag is {{^solution.Name}} in the Document section of the template editor.
  • None: If you choose this option, then the tags in the template editor without additional formatting. For example, when you select this option the Solution Name tag is {{solution.Name}}  in the Document section of the template editor.

Available Tags

This section lists all of the tags available based on the selection that you made in the Applies To drop-down list. The individual tags are organized into several categories. You can expand a tag category by clicking on the category name. The tags are listed in alphabetical order beneath each category. To insert a tag into your template, set the cursor in the Document section where you want to insert the tag, locate the tag that you want to insert here, and then double-click on the tag name. The tag is inserted into the template at the location that you selected, using the defined Tag Prefix.
The categories available for Bookings templates include:
  • Solution
  • Booking
  • Property
  • Renter
  • Statement
  • Smart Tags
  • Credit Card
  • Site
The categories available for Leads templates include:
  • Solution
  • Lead
  • Property
  • Statement
  • Smart Tags
  • Site
If you are using the optional e-Signature service, and you've selected Agreement as the Type, then an additional category named Digital Agreement appears. This tag category includes objects that allow you to include digital signature capabilities such as signature lines to your templates.

Creating a New Document Template

  1. From the Document Templates page, click New. The Doc Template page opens.
  2. 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.
  3. Select the category Type of the new document. Possible options include:
    • Lead Communication: Use these templates to send correspondence to leads.
    • E-mail Auto Responder: Use these templates to automatically send correspondence to guests, when specific trigger events occur.
    • Marketing E-mail: Use these templates for marketing campaigns.
    • Notification E-mail: Use these templates 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: Use these templates for policies, disclaimers, rental agreements, and other contracts.
  4. 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 using a document template before it is ready.
  5. 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 include only relevant tags. This field is required.
  6. Enter a Subject for the document template. This is used as the subject line when the template is used to generate e-mail messages.
  7. 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.
  8. If you wish to customize the Tag Prefix, select a prefix character. This only affects how the tag appears in the editor. You can choose from a number of tag prefixes including, # (hash), / (forward slash), ^ (carat), or None.
  9. 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 appear.
    • 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. 
  10. 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. Guests and owners cannot view it.
  11. Save your changes by clicking Save.
  12. 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.
  13. When finished, click Save to save your changes, or click Cancel to discard your changes.

Modifying an Existing Document Template

  1. From the Document Templates page, use the search filters to locate the document template that you want to work with.
  2. To make changes to a specific document template, click anywhere on the row where the template appears in the Document Templates List. The Doc Template page opens, and shows detailed information about the template that you've selected.
  3. Make any necessary updates to the fields.
  4. Click Save to save your changes. To discard your changes, click Cancel.

Changing the Status of Document Templates

  1. From the Document Templates page, use the search filters to locate the commission that you want to work with.
  2. Locate the specific template or templates that you wish to change the status of, and select the associated check boxes.
  3. 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.
  4. 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. You cannot regenerate custom templates.

  1. 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.
  2. Choose More Actions, and then click Delete. A confirmation message opens.
  3. Click OK. The template is removed, and the system regenerates it.

Deleting Document Templates

  1. From the Document Templates page, use the search filters to locate the document template that you want to delete.
  2. Locate the specific template or templates that you want to remove and select the associated check boxes.
  3. Click More Actions, and then choose Delete. A confirmation message opens.
  4. 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 Templates

Document Template Reference: Mustache Tags

Document Template Reference: Prebuilt Templates

Triggers

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