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.
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
How to Create A Document
From the Booking Detail Screen, Click on the Documents Sub-Tab
Select New Document
Select the relevant Template
Customize the Document by renaming it, selecting the relevant Linked Events, adding a due date, and more
Select Save
The Document editor will now open. This is where you can make one-off changes to the Document before sending it to the Customer. On this screen, you will see yellow squares within the Document, these are Merge Fields pulling data automatically from Event Temple.
Once the Document has been initially generated:
Make any required changes to the Document
Select Save
How to Send a Document via Email
How to Send a Document via Email
Open the Document you wish to send
Select Share
The Compose Email screen will now open. Customize the email as needed, or select a pre-built Email Template
3. When you are ready, click Send.
Tracking Documents
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
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 locked, an 'Edit' button appears. Pressing the 'Edit' button will allow you to make any additional changes and pull through any updates from the Booking. Pressing 'Edit' will also remove all signatures from the document. Please note this cannot be reversed and our team is not able to retrieve any previous versions of the Document.
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. A saved version of the PDF contract is available on the document page.
If a Document is edited, the URL remains the same. An alternative to unlocking a Document is to create an additional one or clone the existing Document. This will ensure you have the original Document with the original signature intact for record-keeping purposes.
Training Video
Training Video
Important Considerations about Documents
Important Considerations about Documents
Changes made to Documents within a Booking will not affect the original Document Template. If you wish to make permanent changes, it should be done on the Document 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
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)
Additional Information