How to set up an email template.

Creating and Editing Email Templates

Email templates in ReservationKey allow you to send personalized, automated, or manual messages to your guests. Before sending emails through the system, you’ll need to create or edit your templates under the Website tab.

Step 1: Access the Email Templates Section

Click the Website tab at the top of your ReservationKey account.
Select Email Templates from the dropdown menu.

This will open a list of all your current templates.

Step 2: Add or Edit a Template

To edit an existing template, click the name of the template you wish to modify.
To create a new one, click Add Template.

Step 3: Define Template Details

Each email template includes several key fields:

Subject: The subject line that will appear in the email sent to the guest.
Template Name (optional): Used internally for your own organization. If filled in, this name will appear in dropdowns instead of the subject line.
Body: The main message content. You can include both plain text and HTML formatting (bold, colors, links, etc.).

Step 4: Use Merge Codes

ReservationKey includes merge codes (also called placeholders) that automatically insert data from your system into emails.

Examples include:

{GuestName} – Inserts the guest’s name.
{ArrivalDate} – Inserts the arrival date.
{TotalAmount} – Inserts the total reservation amount.
{PropertyName} – Inserts the name of your property.

You can find a full list of available merge codes in the right-hand panel while editing your template.

Step 5: Save the Template

After entering your subject, name, and message content, scroll to the bottom of the page.
Click Save Changes.

Your template will now be available to use for automated correspondence, manual messages, and queue scheduling.

Example Template

Subject: Thank you for your reservation at {PropertyName}

Dear {GuestName},

Thank you for booking your stay with us from {ArrivalDate} to {DepartureDate}.
We look forward to welcoming you!

If you have any questions, please contact us at {PropertyEmail}.

Sincerely,  
{PropertyName} Team

Summary

Creating email templates is the first step to automating communication in ReservationKey. Once templates are saved, they can be used for confirmations, reminders, payment receipts, and other guest correspondence.

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