How to use templates

In BEX PMS, templates are customizable messages used to send information to guests and/or owners. Most of these templates can be enabled or disabled depending on the needs of your administration, and are automatically sent when triggered.

Find 'Templates' among your administration settings.

The blue checkboxes in the templates index indicate whether a template is being actively used or not. Use these checkboxes to control which templates are used for the administration.

Invoice templates

Invoice templates determine the layout of the various invoices that you send as an email attachment. The customization options here are different from a message template.
Read more: Invoice templates

Message templates

These are emails sent to a guest or owner, for example a booking confirmation, a request to fill in a review after checking out or a rental invoice to an owner. Each of these templates can be customized according to your communication style.
Find out when these templates are triggered/sent: What templates are there and when are they sent out

Special templates

At the bottom of the message template list, there are three elements without a checkbox. These are customizable parts of other templates.

  • Footer: contains a sign-off and sender information by default, and will automatically be added to each of your active templates when sent.

  • Payment info: contains a payment link and payment-related information depending on whether the guest should pay on arrival or not. In other templates, this is shown as
    {{ payment_info }}

  • Summary of reservation: contains the booked type, check-in and check-out dates and times, and the number of guests for the reservation. In other templates, this is shown as {{ reservation_summary }}

Application message templates

Application message templates are used for communication toward guests that is triggered by an installed integration app. For example, if your administration works with the CAT integration for access control, you’ll find an application message template here that sends key card information (pin codes for access to accommodation doors) to your guests by email.

  • More information about application message templates can be found in the installation documentation for the relevant app.

  • Application message templates can be customized as required, just like regular message templates. However, be aware that these templates often contain specific variable tags that should not be removed, otherwise the template will no longer work as intended.

Editing message template content

From the templates overview, open the template to be edited. You’ll first see a preview of the template as is. Click 'Edit' to start editing.

  • The text can be edited to suit your communication style.

  • The template already contains some email variables, these tags personalize the message for each guest and are used to display booking-specific information. These can be edited too, but consider what they are used for before you do so.
    Read more: Email variables for auto emails and templates

  • You can even edit one template to show different content depending on its recipient. This is how you differentiate a booking confirmation template sent to a guest, from a booking confirmation template sent to an owner.
    Read more: If/else tags in Templates

  • The content in footers, payment info, and reservation summaries can be edited separately, as mentioned above under Special templates.

Restore message template

After having edited a template, an additional button appears that you can use to restore the message content to the default. This is useful in case you accidentally removed tags that should be added back.

Did you accidentally click restore? Your edited message content can be rescued by going to the staging environment of this page as soon as possible. Here, the message content has not been changed yet and can be copied, then paste it back into your non-staging template.