How to add your LOGO to your emails and to your T&Cs

How to add your logo to your documentation using a token 

STOP! If you haven’t yet done so, you’ll first need to follow this procedure for adding your logo to your booking form by clicking on this link

If you want to put your logo at the top of each email: Go to: Setup > Documentation > Emails. Select the tab you want to work on (general emails/booking emails), then choose a unit and the email you want to upload your logo to. 

If you want to put your logo at the top of of your T&Cs: Go to: Setup > Documentation > T&C 

  • Click on the top left hand corner of the email to place your cursor there.
  • Press return a couple of times to create some space at the top of the email.
  • Put the cursor back into the top left hand corner of the email and then use the ‘centre justification’ tool in the editor to place the cursor in the middle of the top line where your logo will go.

  • Click on the ‘tokens’ icon.


  • Now find the Company Logo token and click on it.

  • Press close  – and your logo will be inserted – it will look like this: #logo# within the email template, when the email is sent, it will display the correct image to your customers.

  • Remember to click SAVE at the bottom of the email page to fix these changes (you may need to scroll down to find the save button!)
  • Repeat for each different email you want to send out.



Email Delivery

There are three options for email delivery: default, email forwarding and dedicated delivery.

Booking Notification

If you would like to be notified by email when a customer has made an online booking or made any further or balance payments, you can switch on Booking Notification by going to Your Account and Account Settings.

Owner/Housekeeping Notifications

Owner/Housekeeping Notifications

If you are an agency, you are likely to have owners and/or housekeepers of the properties you may wish to notify when you’ve received or cancelled a booking. This article explains at which point the owner notification is sent;

Telephone Bookings: you are asked at the end of the booking process with a tick box.
Online Bookings: the owner and housekeeping notifications are never automatically sent. You will check the booking is OK, proceed to the bookings list, click on the booking and click the notify owner or housekeeping button.

Schedule Automatic Arrivals Reports

If you would like a staff member or owner to see an arrivals list on a daily or weekly basis, you can schedule this to automatically send to them by email.

This report also includes the Add-Ons relate to each booking for ease of reference.

Go to Reports > Routine > Arrivals > Scheduled.

Click to make the scheduled report active and then choose between daily or weekly. Then set the day of week you’d like the scheduled to start on.

Choose the recipient(s) you’d like to receive the arrivals report.

Click on Save Settings. 

How to use the Email Tokens

When you are editing the emails you can place a variety of tokens for information that’s automatically generated. Think of this as a mail merge!

For example, you might want to introduce the start of an email with “Dear Mr Smith”, in this case, you the tokens would look like “Dear #title# #last_name#”.

There are a variety to choose from which will relate to the booking information.  Token are grouped by: booking information, Specific Unit information, Customer details (which include their login information), booking cost breakdown and your company details.

Click on the green ‘Token’ button above the editor and then you can select which token you’d like in insert into the editor.

Email logs

The email log enables you to see which emails have been sent to each customer. You can check this by viewing the booking details and selecting the “Email Status & Log” tab at the top of the screen.  Each email that has been sent has a date, time and type saved. The “Email Status” box on the left identifies which emails have been sent.

Custom tokens

A token is the thing that populates your email templates with information that is specific to each booking. For example, in a normal email you would type ‘Dear Mr Smith’ but in a template you would put ‘Dear #title# #first_name# #last_name#’ – the areas between the # will be populated with the information from each booking.

Upload custom PDFs to emails

You have the option to attach the built-in receipt/invoice to all emails, but you can also attach additional documents if you wish. You may want to add a PDF document with directions to your property/site or perhaps you’d like to send out some information about things to do in the area.

All you need to do is create your document and save it as a PDF (this means that it will be read only rather than editable). To add your attachment check the attach additional attachment box on the email page. A box will appear saying click to upload attachment. This will allow you to choose from the files on your computer.

Once you have uploaded your document you need to press the save button at the bottom of the page.