ThinkReservations supports adding up to two attachments to emails sent automatically or manually. There are a few ways to add information to emails: Entering the information directly into the emails, adding a link to the information, such as a link to a special page or document on your website, and attaching a file to the email.
In this article, we will cover how to create and attach a document to an email template. The example we will use is adding a credit card authorization form.
Step 1: Create the attachment
Create the attachment using your favorite word-processing application. When done, save or export the file as an MS Word .docx file. Even if you are not using Microsoft Word, most word-processing programs allow you to do this. Attached at the bottom of this article is an example.
Full support for personalized variables!
Add images as you see fit.
Step 2: Add the document to ThinkReservations
Navigate to Settings > Print Templates > New
Select "Create a new document"
Skip to "Upload your document here" and upload the file you created or the example file at the bottom of this article.
Click Save.
Step 3: Create an email template
If you already have an email template you would like to use, you can skip this step!
Navigate to Settings > Email Templates > New
Fill out the New Email Template form as you see fit with an internal name, Subject, and message body.
Immediately below the message body is a dropdown where you can select your attachment(s).
Click to see example email template
Click to see example email template
Suggested Name: Credit Card Authorization
Subject: [Action required] Please fill out the attached authorization form!
Message: Dear ${customer.full_name},
Thank you for choosing ${business.name}. To secure your upcoming reservation with confirmation ID ${reservation.confirmation_id}, we kindly ask you to complete and return the attached Credit Card Authorization Form. This is needed because the cardholder is not an overnight guest present at the property.
Please follow these steps:
<b> 1. Download the attached PDF.
2. Fill out all the required fields carefully.
3. Return the completed form.</b>
Submit the form to our secure Dropbox with <a href="https://www.dropbox.com/request/sample.EXAMPLE.sample/">this link</a>. Feel free to let us know if you have any questions submitting your form.
Your reservation will be confirmed once we have received and processed the form. If you have any questions or need help, please don't hesitate to get in touch with us.
We look forward to hosting you at ${business.name}!
A note about Dropbox File Requests:
Dropbox offers a file-sharing service that allows anyone, even those without a Dropbox account, to securely submit a file to your Dropbox account. It's a one-way system that allows guests to submit files, but not access files submitted by others.
Learn more about it here.
Step 4: Attach the print template to the email template
Navigate to Settings > Email Templates
Select the email template that needs to have the attachment.
Immediately below the message body is a dropdown where you can select your attachment(s).
Select the print template that you would like to attach.
Click Save when done.
Every time this email is sent, the print template will be added as an attachment to the email. The system will replace any personalized variables and convert to a PDF.