In your RoomRaccoon account, go to the **Documents** Module **&gt; Set Up**

Under the document you would like to setup, please click + Add new document.

In this example we will use the **pre-stay document**.

No document of this type  Add new document

In the **name** field you can add the name of the document, which will also be the subject line of the email.

We advise you to use the automatic templates.

If you wish to add a custom document using your own html you can select in this dropdown, however be aware we cannot provide support on a custom document.

Our automatic templates are optimised to send out all the reservation data we pull from the reservation. When a custom template is used, we cannot control or guarantee the format in which the document will send.

If you would like to create a unique document for your different room categories, you can do so by using this dropdown.

For every room
Apply to the following categories or units

If you would like to add any custom content to this document, please add in the text box.

Use replace tags to personalise documents.

**What is a replace tag?** The value in the tag will be replaced by the actual information guests & bookers have put in. For example, when you use: %guest_firstname% the guests name will pop up in the email sent.

The available replace tags that can be used in the document you can find on in the key on the right side of the screen.

Available replace tags:



General tags:
%onlinecheckinlink%
%onlinecheckoutlink%
%booker%
%bookerID%
%booker_firstname%
%booker_lastname%
%bookerdetails%
%booker_street_2%
%rooms%
%addons%
%provisionaladdonsnames%
%category%
%rate%
%usp%
%roomnr%
%dateofarrival%
%dateofdeparture%
%estimatedarrivaltime%
%bookingdetails%
%provisionalbookingdetails%
%reservationnumber%
%grandtotal%
%grandtotalwithtax%
%discount%
%citytax%
%due%
%weeknumberarrival%
%daynumberarrival%
%monthnumberarrival%
%yearnumberarrival%
%yearnumberarrivalfull%
%dateofbooking%
%booker_gender%
%booker_salutation%
%booker_salutation_full%
%numberofguests%
%numberofadults%
%numberofchildren%
%numberofnights%
%paymentrequestlink%

Guest tags:
%guest_roomnr%
%guest_company%
%guest_firstname%
%guest_lastname%
%guest_email%
%guest_gender%
%guest_salutation%
%guest_salutation_full%
%guest_street%
%guest_house_number%
%guest_postalcode%
%guest_city%
%guest_country%
%guest_phonenumber%
%guest_dateofbirth%
%guest_passportnumber%
%guest_passporttype%
%guest_passportorigin%
%guest_passportissued%
%guest_passportexpiration%
%guest_nationality%
%numberofadditionalguests%
%listguests%
%listguestsbday%
%guest_signature%


Please note that if the information in the replace tag is not available in the reservation, this will be left blank. For example: if the replace tag %guest_firstname% is used in your template, but the guest has not filled out this information, there will be no data to be shown in the email.

The image shown in the document, will always be the first photo uploaded in **my categories.**

 To add an additional image to your document, simply drag and drop it into the text field, or copy/paste it.

Click "SAVE" once you are finished setting up the document.

Make sure you set up your documents in all the languages you'd like to communicate in with your guests.

Setting up Documents in Multiple Languages

To set up documents in other languages, go to **Documents &gt; Setup** and click on the different language tabs. You will have to go through the same process for each document.

To adjust the date on which the pre-stay and post-stay documents are sent, please go to **Settings &gt;** scroll down to the **email** section.

The fallback language can be altered here as well.

Roomraccoon

This guide provides step-by-step instructions on how to set up documents in a RoomRaccoon account. It covers creating and customizing documents, using replace tags for personalization, adding images, and setting up documents in multiple languages. Anyone looking to effectively communicate with guests and customize their documents should view this guide.

How to Setup a Document

Setting up a Document

Setting up Documents in Multiple Languages

Document Admin