Documents in Event Temple allow you to generate and share pre-filled Proposals, BEOs, Contracts, and more. Whenever you create a Proposal, Group Resume, or BEO, you are using the Documents feature.
Note: When this article refers to Proposals, it means Document Proposals. Proposals are a separate type of proposal and are not covered here.
Understanding Proposals vs Contracts
A Proposal is typically a preliminary document used to outline key details for a client before a formal agreement. A Contract is a legally binding agreement between two parties outlining specific terms, conditions, and obligations.
If your property chooses to skip the Proposal step and go straight to Contracting, Event Temple allows it. We recommend consulting key stakeholders, as this may affect other workflows.
Creating Document Templates
System Administrators can create Document Templates for all types of Documents, including Document Proposals, BEOs, and Contracts. Templates can be:
Pre-built Standard Templates provided by Event Temple
Custom templates created from scratch
Once a template is created, it can be added to Bookings as a Document. Document Templates automatically populate data using Merge Fields, making Documents ready to use quickly with consistent information and branding.
How to Create a Document
Go to the Booking where you want the document.
Click the Documents tab at the top of the Booking.
Click New Document.
In the popup:
Step 1: Select a Document Template
Choose from your organization’s templates (Document Proposals, Contracts, BEOs, etc.) or select Blank Document.
Step 2: Document Details
Review or adjust the title, associated Booking, or any merge fields.
Click Next or Create to generate the Document.
Once created, you can edit the content, save, and later send or download the Document.
Editing Merge Fields
Double-click anywhere in the editable area to enter edit mode.
Merge fields appear as
{{ contact.first_name }}and automatically pull data from Booking, Contact, or Account records.Adjust text around them or reinsert merge fields using the toolbar.
Click Save and use Preview to confirm fields populate correctly.
Sending a Document via Email
Open the Documents tab within the Booking.
Click the Share button on the Document.
In the Compose Email window:
Recipient and document link are auto-filled
Select an email template or type a custom message
Adjust subject, message, and recipients
Click Send
You can also click Preview → Copy Public Link to share manually outside Event Temple.
If your account is not connected to an email (your own provider or Event Temple email) you will be able to share a document via a noreply@eventtemple.com email address only.
To learn more about this functionality click HERE
Tracking Documents
Track status (Draft, Sent, Completed, Overdue) from the Documents list or the Booking sub-tab.
Export and print Documents in bulk if needed.
Document Statuses:
Draft: Created but not sent
Sent: Sent for review or signature
Completed: Reviewed and/or signed
Overdue: Past the "Due Date"
Locked Documents
When a Document is sent to a customer or submitted/signed, merge fields and Document elements are locked to prevent editing.
PDFs are generated and sent to the Booking’s primary contact, Document creator, and customer.
To make changes to a signed Document, clone it and send as a new Document. Editing the original will remove signatures.
Important Considerations
Changes to Documents in a Booking do not affect the original Document Template. You can, however, create a new template from the Document you're working on.
From the Document Editor, toggle between Web or Print view to see client-facing or printed versions.
Emails and notifications go to the Primary Contact of the Booking and the User assigned to the Booking.
Documents have a Document Type for reporting and batch printing (e.g., BEO).