Email Template Merge Tags Guide

Mariia Korostashevych

Updated December 15, 2025 19:48

Merge tags allow you to dynamically insert data from a reservation, guest profile, or property settings directly into your automated emails (like confirmation, cancellation, or pre-stay messages).

⚠️ Important Distinction:

PMS Merge Tags (used in Email > Templates) are typically enclosed in brackets (e.g., [guest_name]).
Guest Marketing/Whistle Tags (used in Campaigns/Automations) are enclosed in braces (e.g., {{first_name}}).

1. Essential Guest & Booking Information

These are the most commonly used tags for personalizing messages.

Merge Tag	Data Pulled	Example Data
`[guest_first_name]`	First name of the Primary Guest.	Jane
`[guest_last_name]`	Last name of the Primary Guest.	Doe
`[guest_full_name]`	Full name of the Primary Guest.	Jane Doe
`[reservation_number]`	The unique Cloudbeds Reservation ID.	2025-1014
`[booking_reference]`	The original third-party booking reference (e.g., Expedia, Booking.com).	123456789
`[arrival_date]`	Guest Check-in Date.	December 25, 2025
`[arrival_time]`	Guest Check-in Time (Based on Property Settings).	3:00 PM
`[departure_date]`	Guest Check-out Date.	December 27, 2025
`[phone_number]`	Phone number provided by the guest.	(555) 555-1234
`[guest_email]`	Email address provided by the guest.	jane.doe@email.com

2. Property & Account Information

These tags ensure your guests know who is sending the message and how to contact you.

Merge Tag	Data Pulled	Notes
`[property_name]`	The name of your property as configured in Settings.
`[property_phone]`	The property's main phone number.
`[property_address]`	The full street address of your property.
`[property_email]`	The property's main contact email address.
`[user_signature]`	The name of the user who is set as the sender (if applicable).	Primarily used for direct messages.

3. Financial & Folio Details

These tags are critical for transactional emails like confirmations.

Merge Tag	Data Pulled	Notes
`[currency_symbol]`	The symbol for the property's default currency.	e.g., $ or €
`[total_price]`	The total amount of the booking (Room Charges + Add-ons + Taxes/Fees).
`[deposit_required]`	The amount required for the deposit.
`[deposit_paid]`	The amount of the deposit already paid.
`[total_remaining]`	The amount remaining due.

4. Special & Conditional Tags (Tables)

These tags are unique as they automatically generate a block of HTML/text based on the reservation data.

Merge Tag	Output Description	Notes
`[table]`	The Folio Table: Generates a detailed table showing room charges, add-ons, taxes/fees, and payments/deposits for the reservation.	This is the most critical tag for confirmation emails. It is a mandatory inclusion for financial transparency.
`[guest_list]`	Generates a list of all guests (including secondary guests) attached to the reservation.	Useful for group bookings.
`[room_list]`	Generates a list of all rooms/units booked under the reservation.	Useful for multi-room bookings.
`[cancellation_link]`	Generates a direct link the guest can click to self-cancel the reservation (if enabled).	Warning: Use this only in the appropriate email templates.

5. How to Find Property-Specific Tags

While this list is comprehensive, some properties may have unique custom tags or specific details that only appear in the template editor.

Navigate to Account > Settings > Email.
Open or create an email template.
Place your cursor where you want to insert the data.
Click the "Insert Merge Tag" button in the editor toolbar.
A pop-up will display all available tags that the system can populate for that specific email type.