Custom text for default merge templates

The information in this topic applies to version R42 and higher.

When you create your property, if you select Create Contract and Proposal Templates, some merge templates are created for you automatically. These include BEOs, banquet checks, a proposal, and a variety of contracts. Use the following information to help customize these documents based on your brand, property, and unique business practices.

On the Property page, click Edit and complete all applicable fields in the Document Merge section. The information in these fields is used in your document templates. Use the below guide to decide which fields to fill in.

Proposal

In the Long Description field, enter the text for your proposal. Include information about your property's amenities, location, and unique selling points.

Booking contracts

You have three types of group contracts: Catering Only, Rooms Only, and Rooms & Events. Full and Express versions are available for each type.

• Full contracts are for large groups that require more terms and details.
• Express contracts are a shorter contract for small groups or social business.

When you view those documents, headers display 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 under each header is entered in the corresponding fields labeled Room Information, Rate Information, Method of Reservation, and Cutoff Date.

BEO header and footer

Enter any statements that you want to display in the header or footer of your BEO. For example, you can include information about your taxes and service fees or your policy about guaranteed number of attendees.

Volume contracts

Similar to the booking contract, the volume contract sections are marked with headers that match the field names. The exception is the Introduction, which displays at the top.

All the fields pull into both the full and express versions of the contract.

Property logo

Upload the file for your property logo. The maximum size is 1 MB, and it must be either a PNG, GIF, or JPEG.

Before you upload the logo, make sure the logo is the exact size that you want it to display in merge documents. The easiest way to do this is to open a Word document and insert the image. If the logo is not your preferred size, use an image editing application to resize it. When you are ready, click Image () to upload your file.

Select your templates

If you do not want to use all provided document templates, clear the Active checkbox on the Document Template page. This deactivates the templates you do not want to see. For example, if your property only wants to use the express contracts, you can deactivate the full contracts. When you open the Print page, the inactive templates do not display. As you decide which templates to use, consider the following:

• All templates display exclusive prices except the template names that end with 'inclusive.' Those templates display inclusive prices only.

• The template names that contain 'No ROH' remove the Run of House (ROH) row from the guestrooms table. These templates can be used for booking contracts with guestrooms if your property does not use the ROH room type.

• You have two templates for volume contracts. They are both the same, except that the full version includes a table for rates, and the express version does not.

  Volume contract templates have a different template type than your booking contracts. Refer to the Template Type column to find these templates.