1. The Document Is Dynamic Once Created before being sent
Group notes, which use current booking information, can require additional configuration to display properly. Missing custom fields in your templates may result in such data being invisible. To ensure the successful integration of group notes, templates must include all associated custom fields.
When a document (like a BEO, Contract, or Group Resume) is generated, it uses current booking information
After creation, it will automatically refresh changes — including updates to notes, guest details, or pricing.
Fix:
Double check that information is in the booking
2. Notes Field Not Linked Properly
If the notes section in your document template isn’t connected to the correct merge field (for example,
{{event.notes}}), new notes in the booking won’t appear.
If you encounter an 'unavailable' message in notes, it is likely due to unsupported or misconfigured merge fields. Ensure the merge field being used corresponds appropriately to the intended note type and contains valid data in the event setup.
Fix:
Go to Settings → Document Templates → [Your Template].
Open the notes section and ensure it uses the correct merge field for the type of note you want (e.g., Event Notes, Booking Name).
Save the template and test by generating a new document.
Double-check that all necessary custom fields for displaying the notes are present and correctly configured.
OR
Update current document with the required merge field and save the document as a new template
3. Issues with Group Notes and Custom Fields
Certain group notes may not display because templates lack the necessary custom fields to pull and represent these notes correctly. These fields are crucial for ensuring group note visibility in relevant views. Fix:
Open your document template in the Event Temple platform.
Check whether the required custom fields for group notes are included.
Add any missing fields corresponding to the booking data you need.
3. Edits Made to Notes After Submission
If you edit booking or event notes after the document has been submitted, Event Temple does not retroactively update the existing file.
The system assumes that once submitted, the document represents a finalized version.
Fix:
4. Document Cached or Not Refreshed
In some cases, the document preview might be cached, showing an outdated version.
Fix:
Try refreshing the browser page.
Reopen the document and check the content under “Web” or “Print” view to confirm the latest data.
Best Practices for Configuring Notes
To avoid recurring issues or errors when managing group or booking notes:
Verify all templates include the required custom fields before generating documents.
Only use supported merge fields such as #{{event.notes}} to prevent compatibility issues.
Refresh and update templates regularly to align with system and event changes.