Template Editor can be used to create email templates to send to guests or bookers, which can be manually sent or automatically scheduled for sending using Template Automation. You can also add additional design features to the templates.
Template Editor
Template Editor is used to create custom templates, and are organised into different groups to keep similar templates together. Each group will only show in certain areas of the system, it is important to ensure that you are building your template, in the appropriate group. The first template you create in a group will be the first to be shown when viewing from this page. Templates display in alphabetical order in the rest of the system. Templates can be removed, changed or renamed at any point by selecting them from the group. You cannot make new groups. Once a template is deleted, it is no longer available or recoverable.
Each template is made up of different sections that will each work in a different way, enabling you to add in data field tags, tables and images loaded into the media manager.
Template Editor does allow HTML although it is quite strict in what will be allowed. Guestline does not provide CSS/HTML training or support- you'll need to consult an external web developer for these customisations.
Step 1: Create a new template
Prior to creating your template, load any images you require into Media Manager and draft your email.
To create a template, follow the steps below:
Navigate to System, System, Template Editor.
Select Add New Template.
Choose a Type or group, add a template Name and select a Language
📌 Note: The types of templates include: Enquiry Followup Internal, Enquiry Confirmation, Reservation Confirmation, Reservation Cancellation, Statements. More templates are available at CRS level, and within Advanced C&B.
A new blank template will load on-screen. You should complete each of the sections, including:
Overview - No information needs to be completed in this section as this is simply for previewing your completed template.
Subject - Create a clear subject line like "Your booking confirmation at..." to avoid spam filters. Use data tags from the right panel to automatically insert information such as hotel name or booking reference. Format text using the drop-down menu and style options as needed.
Header - The header section introduces your email and won't duplicate for multi-room bookings. Use available tags for hotel details, creation date/time, and booker information. Type directly in the template rather than copying from word processors to avoid formatting issues. Insert images by selecting them from the images tab and dragging into the template; alignment tools are available.
Body - The body section contains reservation details and duplicates for each room in multi-bookings. It offers the most data tags, including various date format options that should be previewed before use. Remember to use Room ID Description for room types rather than Room ID numbers, add currency symbols before monetary value tags, and include package/rate plan notes for specific booking information as required.
Footer - Sign-off section which doesn't duplicate for multiple reservations or groups and is therefore usually used for additional information such as check-in times, directions, etc.
Header Style - The head style section uses CSS coding to control the visual formatting of your email templates. CSS allows for consistent styling across multiple pages, defining text styles, layouts, and other design elements that would otherwise require HTML. Guestline does not provide CSS/HTML training or support- you'll need to consult an external web developer for these customisations.
Each tab should be completed with the required information. This information can be formatted using the following settings:
🤓 Tip: When entering text within template editor, pressing Enter will produce a carriage return - a new line with space in-between. Pressing Shift + Enter will produce a new line with no space in-between.
Insert images as required, by dragging them from the image tab on the right of the screen. Additional template design options can also be added to your template.
📌Note: If you try to copy and paste an image into template editor, although it will display on the screen you are viewing, when emailed it will display as a box with an X in it. Therefore all images must be loaded into Rezlynx via the Media Manager for use in the templates.
Once you have completed the template as required, select the Overview tab to preview the template. When ready, click Save Template in the top right of the screen.
Step 2: Test a new template
To test your template, enter a booking reference into Sample Ref in the top right of the screen then select Options and View. This will update the data tags so you can check and amend before using. We also suggest sending yourself a test email using a test booking to ensure that all content displays correctly.
⚠️ Important: Please remember that different email clients render their emails in different ways and Guestline cannot control this.
Step 3: Send a template
Template Editor templates can be send in the following ways:
Manually: by selecting 3-dot menu in the bottom right of a reservation, then select Templates.
Automatically: by setting up Template Automation.