How to add information specific to the room or property reserved to an email template (summary).

Creating a Unit-Specific Email Template

ReservationKey allows you to include room- or unit-specific details (such as directions, access codes, or special instructions) directly in your automated emails. This is done using merge codes that pull information from your room or unit setup into your email templates automatically.

Step 1: Add Property-Specific Information to Your Unit

Go to the Properties tab and click Rooms/Units.
Select the room or unit that you want to customize.
Scroll down to the section called Property Manager Options.
There are three available fields where you can enter property-specific information. You can use these for anything you like, such as:
- Directions to the property
- Door or keypad code
- Check-in instructions or Wi-Fi details
Each field has its own merge code — for example:
- {DetailsTemplate1}
- {DetailsTemplate2}
- {DetailsTemplate3}
Click Save Changes when finished.

Example: You might enter your directions in the first field and your key code in the second.

Step 2: Create an Email Template

Go to the Website tab and select Email Templates.
Click Add Template or open an existing one you’d like to update.
Type in your subject line and message content.
Insert your merge codes where you want the property-specific details to appear.

For example:

Arrival Information for Your Stay

Directions:
{DetailsTemplate1}

Key Code:
{DetailsTemplate2}

When this email is sent, ReservationKey automatically replaces the merge codes with the corresponding information from the unit that the guest reserved.

Step 3: Add the Template to Your Email Schedule

Go to the Website tab and select Email Schedule.
Click Add Email or edit an existing scheduled message (for example, “3 Days Before Arrival”).
Choose your new unit-specific email template from the list.
Click Save Changes.

This ensures that the correct email — containing unit details — is sent automatically before each guest’s arrival.

Step 4: Test Your Template

Create a test reservation for one or more units.
Open the reservation and click Correspondence → View History and Queue.
Locate your scheduled email and click View.

You should now see the directions, key codes, or other custom details for each property included in the reservation.

If multiple units are reserved, ReservationKey will include all relevant information for each property within the same email.

Tips

Use {DetailsTemplate1} for directions and {DetailsTemplate2} for access codes for consistency across your account.
You can rename your template something like “Pre-Arrival Instructions (Property-Specific)” to make it easier to find.
Always send yourself a test email before going live with guests.

Summary

By combining merge codes with unit-level details, you can send personalized, automated emails that include directions and key codes for each guest’s specific property — all from a single, reusable template.

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