Custom text for default merge templates
The information in this topic is applicable to R42 and higher.
When you add a property to your org (Properties tab > New), if you select the Create Contract and Proposal Templates option we provide you with a suite of default merge document templates that you can use from day one. Of course, you'll want to customize these documents based on your brand, property, and unique business practices.
On the Property page, click Edit and complete the fields in the Document Merge section. If you don't have all of these fields on your property page, ask your corporate administrator to follow the steps in the Add merge fields to Property page layout topic.
Proposal
In the Long Description field, enter the text for your proposal. This is your chance to sell your property to a potential customer. Maybe you can copy and paste your marketing paragraph from your website, or write something new that will speak to the group customers. Include information about your property's amenities, location, and tell them why they should stay with you.
Booking contracts
You have three different kinds of group contracts - Catering Only, Rooms Only, and Rooms & Events. There are also Full and Express versions:
- Full - for large groups that require more terms and details.
- Express - a short contract for small groups or social business.
When you view those documents, there are headers that match these field names to make it easy to understand where this information goes. For example, in this image of a merged contract, the text displaying under each header is entered in the corresponding fields labeled Room Information, Rate Information, Method of Reservation, and Cutoff Date.
Enter your property's contractual information about each topic such as cancellation and billing.
BEO header and footer
Enter any statements that you want to display in the header or footer of your BEO—for example, information about your taxes and service fees or your policy about guaranteed number of attendees.
Here is where the header and footer display on the BEO:
Volume contracts
Similar to the booking contract, the volume contract sections are clearly marked with headers that match the field names. The exception is the Introduction, which displays at the top.
All of the fields pull into both the full and express versions of the contract.
Each section is identified here:
Property logo
Upload your property logo file. The maximum size is 1 MB and it must be either a PNG, GIF or JPEG.
Before uploading, make sure the logo is the exact size that you want it to display in merge documents. The easiest way we've found is to open a Word document and insert the image. If it's not your preferred size, use an image editing application (like Microsoft Paint) to resize it to the appropriate size.
- Click the Image
button to attach your property's logo for use in merge documents. - Select your image file.
- Click Save.
Select your templates
We want you to have options, but we don't want you to be annoyed by the things you don't need. In the Document Templates section of the Property page, use the Active check box to select which templates you want to use. For example, if your property only wants to use the express contracts, you can make the full contracts inactive. When you open the Print page, the inactive templates won't display—goodbye clutter.
If you see templates that end with "inclusive", these only show inclusive prices for guestroom rates, function room rental, etc. All other templates display exclusive prices.
You have an additional format option for the booking contracts with guestrooms:
- No ROH - if your property does not use the Run of House (ROH) guestroom type, these documents remove the ROH row from the guestrooms table.
And you have two different formats for volume contracts:
- Full - includes a table where users can enter rates that are based on length of stay after opening the document in Word.
- Express - exactly the same as the full contract except for the table.
Decide which version of these contracts your property will use, and make sure you enter the terms for each one in the corresponding text section.