Whenever you create a Proposal, Group Resume, or BEO in Event Temple, you are using Documents. No matter the type of Document, they all work the same way within Event Temple.
A Proposal and a Contract serve different purposes in the sales process, and businesses may choose to use one or both depending on their approach. A Proposal is typically a preliminary document used to outline the key details of an offer before committing to a formal agreement. A Contract is a legally binding agreement between two parties that outlines specific terms, conditions, obligations, and commitments.
If your business prefers to skip the Proposal step and go straight to Contracting, Event Temple does not restrict you from doing so. We recommend consulting with any key stakeholders, as this decision may impact other standard operating procedures.
System Administrators can build Document Templates to meet your property's needs. There are pre-built Standard Templates which System Administrators can then customize; conversely, Document Templates can be built from scratch.
Once your System Admin has created Document Templates, they can be added to Bookings as a Document. The magic of Documents is they fill in data automatically using Merge Fields. Using Document Templates, Documents are ready to be used quickly with consistent information and branding to share with a guest or team members!
Even though the Document Templates are set up by the System Admin, users can still make any necessary changes to individual Documents before sending them to the customer.
How to Create A Document
Go to the Booking where you want the document to live.
Click the “Documents” tab at the top of the booking.
Click the “New Document” button.
In the popup:
Step 1: Select a Document Template.
Choose from your organization’s templates (e.g., Hotel Proposal, Contract, Banquet Event Order, etc.) or select Blank Document to start from scratch.Step 2: Document Details.
Review or adjust details such as the title, associated booking, or any merge fields if applicable.
Click “Next” or “Create” to generate the document.
Once created, you can edit the content, save, and later send or download it.
To edit merge fields, double click anywhere in the editable area to enter edit mode. Merge fields appear between double brackets like {{ contact.first_name }} and automatically pull data from your booking, contact, or account. You can adjust the text around them or delete and reinsert fields by choosing merge field from the bar. Once your changes are made, click Save in the top right corner and use Preview to confirm the fields populate correctly before sending or sharing the document.
How to Send a Document via Email
To share a document in Event Temple, open the Documents tab within your booking and click the Share button on the document you want to send. This opens the Compose Email window, where the recipient and document link are automatically filled in. You can choose an email template from the “Template” field to quickly apply a prewritten message, or type your own. Adjust the subject, message, and recipients as needed, then click Send to share the document.
You can also click Preview → Copy Public Link if you prefer to share the document manually outside Event Temple.
Tracking Documents
Since you can send a lot of Documents to customers right from our system, you’ll want to track them. For example, is the Document in draft? Has it been sent? If it was an e-contract, has it been signed?
To track all Documents, click on Documents from the main menu. Here you can view all of the Documents created, export them, and more.
It is also possible to see all Documents associated with a specific Booking by looking at the Documents sub-tab on the Booking Summary.
Document Status
When tracking your documents you will be able to see four different statuses
Draft - You have created a Document but you haven't sent it to your client.
Sent - You have sent a document to your client to be reviewed or/and signed. The system will display the date and time the document was sent.
Completed - The document has been reviewed or/and signed. The system will display the date and time the document was signed and submitted or marked as complete.
Overdue - If you have given your document a "Due Date" it will show as overdue if the date has passed.
Locked Documents
When a Document is sent to a customer or is submitted/signed, the merge fields and Document elements are locked to prevent any editing.
When a document is submitted, a PDF version is generated and sent to the user assigned to the Booking, the Document creator User, and the customer.
If you need to adjust signed document, please make a clone of the document and send it as a new document.
You can edit the original document that has been signed, however, signatures will be removed.
Important Considerations about Documents
Changes made to Documents within a Booking will not affect the original Document Template. You can however make the current booking you are working on a template.
From the Document Editor, you can toggle between the ‘web’ or ‘print’ display mode. The Web view will give you a preview of how the customer will see the document online. The Print display how it's printed.
From the Documents List, Documents can be exported and then printed in bulk as needed. This is helpful if you print weekly internal Documents for an Events team.
The Primary Contact of the Booking & User assigned to the Booking will get an email notification when the Document is submitted.
Documents have a Document Type, this can be used for reporting & batch printing by filtering the applicable Document Type (Eg BEO)