Document Templates

Purpose: This article explains how Document Templates work in Administrate, when to use them, and how they differ from other communication tools such as Communication Templates and Email Templates.

Document Templates allow you to create reusable, customer-facing documents that can be generated and sent manually. These templates are typically used in booking and sales workflows where structured documents (such as quotes or forms) are required.

Document Templates are primarily used in the Bookings workflow.

When to use Document Templates

Document Templates are best used when you need to:

• generate structured documents such as quotations or forms
• send one-off (ad hoc) communications with consistent formatting
• include dynamic booking data using template variables

They are commonly used for sending documents to booking contacts or customers during a sales or booking process.

What Document Templates can do

• Generate documents for Bookings
  Create quotations, forms, and other structured documents.
• Send via Ad-hoc Emailer
  Use templates when manually emailing prospects or clients.
• Use dynamic content (Jinja)
  Insert booking and customer data into templates.

Limitations of Document Templates

Document Templates are intentionally limited compared to Communication Templates.

• No triggers: cannot be sent automatically
• No multi-language support: one template per language required
• Manual use only: sent via UI or API

If you need automated or event-driven communication, use Communication Templates instead.

Document Templates vs Communication Templates

A simple rule:

• use Document Templates for manual documents
• use Communication Templates for automated emails

Create a Document Template

1. Click Add.
2. Select the Category (Bookings).
3. Enter a name for the template.
4. Create your content using the WYSIWYG editor or HTML view.
5. Click Create to save the template.
6. Click Save to save all changes.

Your template will be added to the list.

Edit a Document Template

1. Select the template.
2. Click Edit.
3. Make your changes.
4. Click Update.
5. Click Save.

Your template is now updated.

Delete a Document Template

1. Select the template.
2. Click Delete.
3. Confirm the action.

The template will be permanently removed.