How to Setup a Document

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.

Yogan Govender
12 steps
2 minutes

Roomraccoon

Setting up a Document

In your RoomRaccoon account, go to the **Documents** Module **> 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**.

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. This also counts for **grey rooms.**

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.

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

**How the Language Selector Works** The language selector lets you decide in which languages a specific document should be sent. - If a language is enabled and shown in dark grey, it means the language is active in your account. - If that language is enabled but no document version exists for it, the system assumes you do not want to send that specific document in that language. This setting applies per document type. For example: - You may choose to send the Booking Confirmation in Dutch and English. - But only send the Payment Reminder in English. Each document must be created individually per language if you want it to be sent.

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

Document Admin

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

You can change the days here.

The fallback language can be altered here as well.