Including Property-Specific Information in Email Templates

In ReservationKey, you can include property- or unit-specific details — such as access codes, directions, or notes — directly in guest emails using merge codes. This allows you to use one shared email template for all properties, rather than maintaining separate templates for each location.

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Overview

Each unit (room, property, or listing) in your account has three customizable text fields available under Room/Unit Settings. These can be used to store property-specific information like:

• Directions to the property
• Keypad or door codes
• Check-in instructions
• Wi-Fi information

You can then reference these fields in your email templates using merge codes — ensuring that each guest automatically receives the correct information for their reserved property.

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Step 1: Combine Your Property Templates

1. If you currently have separate templates for each property (e.g., “Cabin Directions” and “Cottage Directions”), open one of them under Website → Email Templates.
2. Click Copy to duplicate it.
3. Rename the new template something like Property Details Email.
4. Click Save Changes.

We’ll now add merge codes to make this single template work for all properties.

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Step 2: Add Property Information to Each Unit

1. Go to Properties → Rooms/Units.
2. Click into each room or unit you want to customize.
3. Scroll down to Property Manager Options.
4. You’ll see three fields (for example: Details Template 1, Details Template 2, and Details Template 3).
5. In these fields, enter information that applies only to this property, such as:
   • Field 1: Directions
   • Field 2: Keycode or Access Instructions
6. Click Save Changes.

Repeat these steps for all your units or properties.

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Step 3: Insert Merge Codes into Your Email Template

1. Go back to Website → Email Templates.
2. Open your new combined template.
3. In the message body, replace the property-specific text with the appropriate merge codes. For example:

Directions:
{DetailsTemplate1}

Access Code:
{DetailsTemplate2}

These merge codes automatically pull the correct data for each property from your unit setup.

When finished, click Save Changes.

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Step 4: Link the Template to Your Email Schedule

1. Go to Website → Email Schedule.
2. Select or edit the schedule that sends pre-arrival or check-in information.
3. Choose your new Property Details Email template from the dropdown list.
4. Click Save Changes.

Now the correct information will automatically be sent to guests based on the unit they booked.

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Step 5: Test the Template

1. Create a test reservation that includes one or more units.
2. Open the reservation, then click Correspondence → View History and Queue.
3. Open your scheduled email (for example, “3 Days Before Arrival”).

Verify that the directions and key codes appear correctly for each property included in the reservation. If multiple units are included, each one should display its own set of property details.

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Troubleshooting

• If some details do not appear, double-check that the merge codes match the correct field names (e.g., {DetailsTemplate1} and {DetailsTemplate2}).
• If you previously used multiple templates, remove duplicate content and keep only one Details Template field reference in your final template.
• Re-save your email schedule after updating templates to ensure the correct version is used.

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Example Combined Template

Arrival Information for Your Stay

Directions:
{DetailsTemplate1}

Access Code:
{DetailsTemplate2}

We look forward to your visit!  
If you have any questions, please contact us at {PropertyPhone} or {PropertyEmail}.

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Summary

By using property-specific merge codes, you can simplify your email setup — maintaining a single template that automatically includes the correct access instructions and directions for each guest’s reservation.