How do I use merge codes with email templates?

Using and Testing Merge Codes in Email Templates

Merge codes allow you to automatically insert information from your ReservationKey system—such as guest names, reservation dates, or property details—into your email templates. This helps personalize messages while saving time and reducing errors.

Step 1: Open or Create a Template

Go to the Website tab at the top of your ReservationKey account.
Select Email Templates.
Click into an existing template, or click Add Template to create a new one.

For this example, we’ll create a test template to see how merge codes work.

Step 2: Add Text and Insert Merge Codes

On the right side of the email template editor, you’ll see a panel listing all available merge codes. Each code pulls specific information from your system when the email is sent.

To use them:

Type your text directly in the message body.
Click or copy a code from the merge code list and paste it where you want the dynamic information to appear.

For example:

Hello {GuestFirstName},

Thank you for your reservation at {PropertyName}.
Your check-in date is {ArrivalDate}.

When sent, the email might look like this:

Hello John,

Thank you for your reservation at Ocean View Resort.
Your check-in date is May 10, 2025.

Step 3: Test What Each Merge Code Displays

If you want to see what all merge codes do, you can easily test them:

Copy all merge codes from the list (select all and press Ctrl+C).
Paste them into your new email template body.
Click Save Changes.

This creates a test template showing the output of every merge code.

Step 4: Preview Merge Codes in a Reservation

Go to your Calendar or Reservations tab and open any reservation.
Click the Correspondence button.
Select your test template from the list and click Edit.

This will open the email preview window showing how each merge code fills with data from the selected reservation.

Note: Some fields may remain blank if the reservation doesn’t have that specific data (for example, if no guest address or payment was entered).

Step 5: Update and Refresh for Testing

While testing, you can easily adjust your template and see updates immediately:

Keep the Correspondence window open.
Go back to the Email Templates section in another browser tab or window.
Edit your template (for example, add numbering or labels to track changes).
Click Save Changes.
Return to your open correspondence window and reload or reselect the template to view your updates.

Tips for Working with Merge Codes

Use clear, descriptive text around your merge codes to make emails easy to read.
Always test your templates with real reservation data before activating automated emails.
Combine merge codes with HTML formatting (such as <strong> or <div>) for a professional look.
Keep a test reservation in your account to experiment with template design and layout safely.

Summary

Merge codes personalize your ReservationKey emails by automatically inserting live data from each reservation. Testing templates with real data ensures that your emails appear correctly before sending them to guests.

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