Turn repetitive tasks into automatic processes with templates
When managing bookings, contracts, or invoices, repeating the same information can be tedious and time-consuming. With document templates, you can automate much of this task: just define a model, and the system will automatically fill in the data. This saves effort, reduces errors, and ensures consistent communication with customers and owners.
Key Definitions
Automatic fields: data extracted from the database (customer name, booking dates, outstanding amount). They are identified between hashtags, for example: #customer#.
Template: a model that combines predefined text with elements that can be modified and filled in.
What are document templates?
Templates are predefined models that integrate personalized text and automatic fields. This allows for quick and accurate generation of documents and messages.
Main Benefits
Generate emails and documents in seconds.
Maintain consistency in communication.
Save time and reduce manual errors.
Automatically adapt messages to the language of the customer or owner.
How to access templates
Go to VRMS → Configuration and select "Templates" at the top right of the menu.
In "Filters," choose the category you need (bookings, owners, receipts, invoices, etc.).
General Operation
The system includes more than 20 ready-to-use templates. You can:
Customize them: modify the text and add logos, images, or tables.
Duplicate them: create a copy and adapt it without starting from scratch.
Create new ones: recommended only if you need something very specific, as it requires more complexity.
Helpful Tip
Whenever possible, start with a preconfigured template. It's faster and safer than starting from scratch.
Languages
The system automatically selects the appropriate version according to the language of the customer or owner. You only need to customize the text in each language; the automatic fields will fill themselves in.
Web booking templates
They are automatically sent to the tourist after an online booking.
Include variations depending on the chosen payment method.
Cannot be deleted or paused, although they can be modified to adjust the content.
Only allow the use of fields assigned to this category (Web Customer, Web Payment Method, Web Properties, Web Bookings, Others).
Best Practices
When working with templates, answer the following questions:
Have you duplicated an existing template before creating a new one?
Is the personalized text adapted to all the languages you use?
Have you inserted your logo and images where appropriate?
Are the automatic fields correct and do they belong to the chosen category?
Using templates in Harmony allows you to save time, reduce errors, and maintain clear and professional communication.
Customizing them according to your needs ensures consistency in every interaction with customers and owners.
Frequently Asked Questions
How can I duplicate a document template in Harmony?
How can I duplicate a document template in Harmony?
Access Document Templates, select the template you want, and click Duplicate. You can then edit the copy without modifying the original.
Is it possible to insert tables within a document template?
Is it possible to insert tables within a document template?
Yes. The Harmony editor allows you to add tables to structure the information more clearly.
What should I do if I need a completely new template in Harmony?
What should I do if I need a completely new template in Harmony?
You can create it from scratch, although it is recommended to duplicate an existing one to save time and reduce errors.
Can I stop the automatic sending of a web booking template?
Can I stop the automatic sending of a web booking template?
No. These templates are always sent automatically after an online booking, although you can modify their content to suit your needs.