Using pre-built templates elevates productivity and efficiency by allowing your team to focus on content instead of formatting. These templates use merge fields to automatically pull data from your Bookings and other components in Event Temple, keeping your documents consistent and accurate.
💡 Note: Templates must be created using Event Temple’s Document Creator. Files from other systems (like Word or PDF) cannot be imported as templates.
Why Use Document Templates
Building templates takes some initial setup time but greatly improves day-to-day operations:
Save time: Templates reduce repetitive formatting work.
Maintain consistency: Merge fields automatically populate with accurate data from Event Temple.
Enhance professionalism: Ensure all outgoing documents follow your organization’s branding.
We recommend creating templates for the documents your team uses most often — such as proposals, contracts, and BEOs — and adding as many merge fields as possible. This ensures that details from your Booking, Account, and Contact records automatically appear in the document, leaving users to simply review and send.
💡 Note: You can use the Document Type field (e.g., “BEO,” “Contract,” “Proposal”) to organize templates for reporting and batch printing.
Template Categories
At the top of the page, you’ll find two main sections:
Organization Templates: Templates visible across your specific organization.
Event Temple Standard Templates: Sample templates provided by Event Temple that you can copy and customize.
🗂 Tip: You can drag and drop templates to rearrange their order. For example, move your most frequently used documents to the top or group related templates together.
Event Temple Standard Templates
Event Temple provides pre-built examples for common documents such as proposals, contracts, and resumes.
How to Use a Standard Template:
Go to Settings → Templates & Files → Document Templates.
Click Event Temple Standard Templates at the top of the page.
Hover over a template and click the Preview (eye) icon.
To use it, click Copy and Use at the top of the preview.
The template will now appear under your Organization Templates list, ready to edit.
📄 Note: Standard Templates are provided as a starting point. You can customize them for your property’s branding and workflow but should not modify chain-wide templates unless it’s to suit a global organizational need.
How to Edit a Document Template
Document Templates can only be edited by Admin Users or the template owner.
Go to Settings → Templates & Files → Document Templates.
Under Organization Templates, find the template you wish to edit.
Click the Edit icon on the right-hand side.
Make the desired changes in the editor.
Click Save when finished.
⚠️ Tip: Paste text without formatting to maintain clean document styles:
Mac: Shift + Command + V
Windows: Alt + Shift + V
💡 Tip: Build templates in smaller sections to make editing quicker and more manageable.
How to Clone a Document Template
Cloning allows you to duplicate an existing document for easy modification.
Go to Settings → Templates & Files → Document Templates.
Under Organization Templates, find the template you want to copy.
Click the Clone icon.
Enter a new name for your cloned template.
Click Clone — you’ll be redirected to the editor.
Make any required changes and click Save.
💡 Note: The user who clones a template automatically becomes its owner and has editing rights.
Document Permissions
Document Templates have two visibility levels:
Organization: Visible to users within your organization.
Chain: Visible across all organizations in a multi-property setup.
Permission Levels:
Regular users can create or clone templates but only edit or delete their own.
Organization admins can create, edit, and delete templates for their property.
Chain admins can create, edit, and delete templates across all connected organizations. They can also convert templates between organization and chain level.
🔒 Tip: Chain-level templates help ensure brand consistency across multiple properties. Only Chain Admins can modify or reassign these templates.
Best Practices for Building Templates
Use merge fields to automatically populate data from Bookings, Contacts, and Accounts.
Build templates in sections to simplify future edits.
Keep a consistent style and font across all documents for a professional appearance.
Use the preview feature to check your layout before saving.
💡 Note: Uploaded documents (such as Word or PDF files) can be attached to Email Templates, but they cannot be used as Document Templates.
Example Use
A hotel can create templates for common documents such as:
Contracts: Pulling in client names, event dates, and payment details.
Banquet Event Orders: Automatically listing menus, room setups, and times.
Proposals: Prefilled with pricing and package options.
Once created, the documents can be generated directly from a booking, automatically populated with the correct data.
Navigation:
Go to Settings → Templates & Files → Document Templates to access this page.