Merge fields are powerful placeholders that automatically pull information from your system into emails or documents. They help you maintain a standard template layout while personalizing content for each client, booking, or group.
For example, a merge field like {{client.firstName}} will automatically display the client’s actual first name when the document is generated. Merge fields appear in curly brackets (e.g., {{group.name}}) and cover categories such as Client, Booking, Group, Account, and User.
What Merge Fields Are
Definition: Snippets of text in curly brackets that pull data from your system.
Purpose: Allows templates to remain structured and standardized while displaying personalized information.
Examples:
{{client.firstName}}→ displays the client’s first name{{group.name}}→ displays the group’s name{{booking.arrivalDate}}→ displays the booking’s arrival date
How to Add Merge Fields to Your Document
Open Your Template
Go to the Document Templates page and select the template you want to edit (e.g., Group Resume).Edit the Desired Section
Click the text box or area where you want to insert a merge field.Use the Merge Field Toolbar
At the top of the text editor, you’ll see menus like Client, Account, Booking, Group, and User. These represent the data categories in your system.
Select the Appropriate Category
Client: Pulls contact information (name, email, phone)
Group: Pulls room block information (name, arrival date, status)
Account: Pulls company or account data
User: Pulls Sales Assignee information
Choose the Specific Merge Field
Select the field you want (e.g.,group.nameorgroup.arrivalDate). It will appear in the text editor like this:{{group.name}}Place it anywhere in your layout where you want the data to appear.
Save and Apply
Click Apply in the top-right corner. Preview the document to ensure the fields populate correctly.
Example
To display a client’s contact info in a document:
Contact: {{client.firstName}} {{client.lastName}} Email: {{client.email}} Phone: {{client.phoneNumber}}When the document is generated, each placeholder will automatically be replaced with the client’s actual details.
How to Add Merge Fields to Your Emails
Open Your Email Template
Go to the Email Templates page in Settings and select the template you want to edit (e.g., Proposal Follow-up).
Edit the Desired Section You can add merge fields to both the Subject line and the Email Body:
Inserting into the Subject Line: At the end of the subject line field, you'll see a + icon that allows you to quickly add merge fields directly into the subject line. Common examples include Booking Name or Booking Start Date.
Inserting email body: The "Insert Merge Field" button is now visible on all email toolbars, so editing looks and feels the same whether you're working on a template or a direct email. This button allows you to select from all merge fields, including custom ones. Simply click the button and either use the search bar or scroll through the list manually.
Save Your Changes Don't forget to click Save.
Tip: You can also add merge fields directly when replying or starting a new email thread from a Booking or the main Emails page.
Managing Merge fields in Emails
Hovering & Removing: Hovering over any merge field will now display what it represents. Clicking the bin icon removes that merge field from the email (body or subject line). Pressing the Backspace or Delete key on your keyboard does the same thing.
Orange Fields: Orange merge fields usually signal an issue. If you come across an orange field, it's always a good idea to double-check if that record actually exists in the system.
Hyperlinks: There are multiple ways to display hyperlinks in your emails. You can use URL or HTML URL-specific merge fields. Please make sure your Document, Proposal, or Invoice is linked to the email (via the dropdowns on the right-hand side); otherwise, the merge field will not pull the required data. By default, your link text will display "View + [Document/Proposal/Invoice Name]" in your organization's primary language. If you'd like to create custom display text instead, use the Hyperlink button in the email toolbar.
⚠️ Tips and Best Practices
Double-check field placement: Ensure merge fields are in the correct sections to avoid errors.
Preview before sending: Always preview the document to confirm fields populate correctly.
Maintain template backups: Save copies of your templates to prevent accidental loss of merge fields or other components
Notes: Information located under the Bookings/Contacts/Account Notes sub-tabs is not possible to display in Documents, Emails. We recommend using Custom Fields instead.