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Email Templates - Default Email Templates in Cloudbeds PMS

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Once your Cloudbeds  account is created, there will be 5 or 8* email templates created by default in the system. Click on each one for more details:

  1. Reservation Invoice
  2. Reservation Folio
  3. Reservation Credit Note (Advanced Invoicing feature)
  4. Reservation Confirmed
  5. Reservation Canceled
  6. Pending Confirmation

*If you have Groups feature enabled:

  1. Group Profile Folio
  2. Group Profile Invoice

Default emails can be edited but they cannot be disabled, deleted or scheduled. To edit the email content, click the gear icon, and then click Edit.

1. Reservation Invoice

Reservation invoice is the message which is sent together with guest invoice attached as PDF. It can be sent directly from reservation.

Check further details about it on the following article: How to email invoices?

Here's an example of what the guest will receive:

The language of the invoice template depends on the selected option in Invoice setup page. Check the following article for further details about Invoicing Settings.

2. Reservation Folio

By default, reservation folio contains merge tag [table] which auto-populates reservation rates, deposit, sub-total etc. It can be sent from reservation page directly:

Here is how the folio template may look like in Cloudbeds PMS and as sent email:

3. Reservation Credit Note

With Advanced Invoicing feature, you can void and issue a credit note if an error had been made or there are changes need to be done to the invoice.

When issuing the credit note you can choose to send an email to your guest. They will receive an email (Reservation Credit Note template) with the credit note attached. Learn more: How to Void an invoice and issue a Credit Note

4. Reservation Confirmed

The Reservation Confirmed email can only be sent automatically for direct reservations (created within Cloudbeds and Cloudbeds booking engine) if configured correctly. More information: Email Templates - How to send automatic confirmation emails to my Cloudbeds Booking Engine guests

This email won't be sent automatically to the guest if the reservation was made on a channel (OTA). The OTA is responsible in sending out confirmation emails. You may still use the Compose Message feature to send Reservation Confirmed to your guest if needed. Follow steps: Sending Email From Reservation.

This email will be sent:

  • When changing the reservations status to Confirmed
  • When creating reservation (last step):
5. Reservation Canceled

You will be asked whether to send this email when changing the status of booking to Canceled:

Email won't be sent automatically to the guest if the reservation was canceled from the channels (OTAs).

6. Pending Confirmation

Will be sent out when new direct reservation is created and you have this option selected on the Confirmation Pending tab of the Policies page. Learn more: Confirmation Pending tab.

7. Group Profile Folio

If you have Groups feature enabled, you can use this template to email the folio from within the Group Profile by using the Actions drop-down.

At the moment, it's not possible to use Group Profile Folio template via the Compose Message feature.

8. Group Profile Invoice

If you have Groups feature enabled, you can use this template to email the Invoice from within the Group Profile by using the Actions drop-down. Learn more: Groups - Invoicing.

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