By Val, Director of Customer Success, North America West
Event Temple provides a powerful, flexible way to create and manage documents for every booking. In this masterclass, we’ll walk through the key steps and best practices for creating, customizing, and using documents effectively.
1. Accessing Documents
Every booking in Event Temple has a Documents tab, where you can generate documents using either your own templates or Event Temple’s standard templates. For beginners, it’s recommended to explore the Event Temple Standard Templates in Settings → Templates and Files → Document Templates. You can preview any template, copy it, and make it part of your organization’s template library.
Permissions can be set per hotel or across an entire chain. Merge fields are used to pull booking information directly into documents, ensuring accuracy and consistency.
2. Using Custom Fields
Custom fields allow you to add specialized information to bookings that can then appear in documents.
Navigate to Settings → Fields → Custom Fields to create a new field for contacts, accounts, bookings, events, or groups.
Example: a pick list for parking options (Paid, Complimentary, etc.).
Assign a merge field name to connect the custom field to your documents.
Once set up, any updates to the booking will automatically update the document draft.
3. Creating and Editing Documents
You can generate documents from bookings, even if you don’t have a pre-existing template:
Select the booking and link relevant events.
Add elements such as text boxes, images, columns, dividers, pick lists, and checklists.
Customize styles—font, size, color, alignment, page orientation, and margins.
Use merge fields to populate client, booking, and user information automatically.
Pro tips:
Separate large blocks of text into multiple text boxes for better readability and printing.
Use page breaks to control document flow.
Add dividers to visually separate sections.
4. Event Details, Menus, and Line Items
Event spaces, menus, and line items can be pulled directly from the booking.
You can filter which events or menu categories appear, display items horizontally or vertically, and include subtotals and totals.
Revenue categories help organize sections like Food & Beverage, AV/Rental, or other charges.
Columns can be added to condense information and improve readability.
5. Signatures and Client Interaction
Documents can include client and vendor signatures or initials:
Add signature fields and set client vs. vendor.
Customize labels and font styles.
When sent, documents highlight the appropriate signature area for each party.
Notifications are sent automatically when a signature is completed.
6. Saving and Managing Templates
Once a document is finalized, it can be saved as a template for future use.
Templates preserve merge fields without including actual booking data, making them reusable.
Completed documents are locked but can be cloned for updates or new versions.
7. Exporting and Sharing
Documents can be batch-created and exported as PDFs.
Filters help view documents by status, type, or booking date.
Highlight important details (like allergies or special requests) using PDF tools before sharing with teams.
8. Best Practices
Pre-populate templates with common elements, concessions, or clauses to save time.
Separate content into multiple text boxes and use page breaks for better formatting.
Spend 30 minutes creating a template now to save hours in the future.
Event Temple’s document system is designed to streamline booking management, improve accuracy, and make client communication seamless. Once you create your templates and merge fields, generating professional, consistent documents becomes fast and efficient.