Organisation - Document tempates

View the virtual tour below to learn how to use Document templates in MeetingPackage.

💡 If you need visual proposals or custom contract templates are the perfect way to use them.

Document templates can be used to send tailored and customized documents to your customers, utilizing the booking data automatically. For example, you can send proposals with images and branding as a response to RFPs or contracts, invoices, etc. to be viewed and signed if necessary.

How to use the tokens?

Log in and go to your Document template page in MeetingPackage, click the Upload button, and copy the token with the double-curly braces { (see screenshot below). Paste the copied token to your document.

Once your document with all the relevant tokens is ready, upload it back to MeetingPackage and select the venues to whom you want to grant access to that document.

If you have multiple breakfast items and you need to use the same token twice or more (e.g., Food & Beverage name token), you need to add each individual token to a table format.

An example image below.

Supported document format: Doc, Docx.

Below are the variable tokens and their meanings. Click the links to view the selected token data directly.

Booking
Venue
Account
Account contact
Private contact
Price
Payment
Billing info
Content
The content tokens mean table format data that can be printed to documents with Accommodation and Booking data included in the booking.

Booking

The token and the explanation of the token are below

ID	The booking ID number
StartDate	Start date of the event
EndDate	End date of the event
EventName	Name of the event
ProvisionalHoldDate	Date until the booking is reserved
Delegates	Count of attendees in the event
EventType	Type of the event (defined by the venue)
BookingType	Type of the booking (defined by the venue)
DiscountCode	Discount or corporate negotiated rate code
DiscountPercentage:Rooms	The % of the discount on the meeting room
DiscountPercentage:Packages	The % of the discount on the package
DiscountPercentage:Catalogs	The % of the discount on the catalog
Commission	The commission % (e.g. if a booking is made by an agent)
MarketSegment	Market segments are defined by the venue
LeadSource	Lead sources are defined by the venue

InternalNotes	Internal notes associated to the booking
HousingMethod	Housing methods are defined by the venue
CutoffDate	Date when group booking needs to be confirmed
LostReason	A reason why the customer does not confirm RFP. This can be defined by the venue.
Competitor	The venue defines competitors
TurnDownReason	A reason why the venue needs to turn down a booking. Defined by the venue.
CancelledReason	Cancellation reasons for confirmed bookings. Defined by the venue.
CreatedBy	Who created the booking/RFP for the venue?
LastModifiedBy	Who has last modified the booking/RFP
Attrition	The attrition % of the booking that needs to be covered from the total booking.
Rebate	The rebate % paid back to the customer.
Status	The status of the booking
Owner:Name	Who is the owner of the booking within the venue
Owner:Phone	Phone number of the owner (venue staff)
Owner:Email	Email of the owner (venue staff)

Venue

Token	Explanation
Venue:ID	The ID of the venue profile
Venue:Name	Venue name
Venue:CustomerContactEmail	Email of the venue to which customers can reply when they reply to emails
Venue:PhoneNumber	Phone number of the venue
Venue:Description	Description of the venue
Venue:CurrencyCode	Currency code of the venue
Venue:Street	The street address of the venue
Venue:City	City of the venue
Venue:State	State of the venue
Venue:PostalCode	Postal code of the venue
Venue:Country	Country of the venue

Account

Token	Explanation
Account:Name	Customers company name
Account:Street	Customer company street address
Account:PostalCode	Customer company postal code
Account:City	Customer company city
Account:State	Customer company state
Account:Country	Customer company country
Account:Phone	Customer company main phone number
Account:Email	Customer company main email address
Account:VAT	VAT number of the customer company
Account:LeadSource	From where did this customer originate? Lead sources are defined by the venue admin.
Account:Industry	The venue admin defines customer company industries.
Account:MarketSegment	Market segment of the customer
Account:CreatedBy	Who created the account within the venue?
Account:LastModifiedBy	Who has last modified the customer company profile?

Account:DiscountCode	Discount codes applicable for the customer company
Account:GSOBTSales	Colleague in your global sales office organisation with an agreed role.
Account:OrgNumber	The internal ID of the customer company
Account:GSOGMSales	Colleague in your global sales office organisation with an agreed role.
Account:ReferenceID	Any ID you want to use (e.g. external CRM company ID)
Account:WebsiteAddress	the website of the customer company

Account contact

Token	Explanation
Account:Contact:FirstName	First name of the customer contact
Account:Contact:LastName	Last name of the customer contact
Account:Contact:Street	The street address of the customer contact
Account:Contact:PostalCode	Postal code of the customer contact
Account:Contact:City	City of the customer contact
Account:Contact:State	State of the customer contact
Account:Contact:Country	Country of the customer contact
Account:Contact:Email	Email of the customer contact
Account:Contact:Phone	Phone of the customer's contact
Account:Contact:Role	Job title of the customer contact
Account:Contact:Title	Is the customer contact Mr/Mrs/Dr, etc. The venue admin can define the values.
Account:Contact:PreferredContactMethod	What is your customer's preferred contact method?
Account:Contact:Marketing	Customers consent to marketing
Account:Contact:MembershipNumber	The ID of your e.g. loyalty program

Account:Contact:CreatedBy	Who created the customer contact in your MeetingPackage account
Account:Contact:LastModifiedBy	Who has modified the customer contact data?

Private contact

Token	Explanation
Contact:FirstName	Private customer's first name
Contact:LastName	Private customer's last name
Contact:Phone	Private customer's phone number
Contact:Email	Private customer's email

Price

Token	Explanation
Price:Accommodation	Total price of the accommodation services
Price:MeetingRoom	Total price of the meeting rooms
Price:FoodAndBeverage	Total price of Food & Beverage services
Price:Equipment	Total price of the equipment
Price:Package	The total price of the packages
Price:Total	The total price of the booking

Payment

Token	Explanation
PaymentMethod	The selected payment method
PaymentStatus	The status of the payment

Billing info

Token	Explanation
BillingInfo:Company	Company name for billing
BillingInfo:Suite	Billing suite if applicable
BillingInfo:Phone	Phone number related to billing issues with the customer
BillingInfo:Street	Billing street address
BillingInfo:PostalCode	Billing postal code
BillingInfo:City	Billing city
BillingInfo:State	Billing state, if applicable
BillingInfo:Country	Billing country
BillingInfo:BusinessReason	Business reason for the booking, if applicable
BillingInfo:CostCenter	Cost center information
BillingInfo:EInvoicingAddress	E-invoice address
BillingInfo:VATNumber	VAT number for the invoice
BillingInfo:ReferenceNumber	Reference number for the invoice, if applicable

Content

Token	Explanation
BookingItemsTable	This is a useful token for printing out all meeting rooms, packages, equipment, and Food and beverage items included in the booking in table format and attaching them to the document. The table includes the following service data: name, start & end date, amount, space/event room, seating order, delegate amount, category, revenue and price (incl. and excl. tax). View an example from below.
AccommodationTable	This is a useful token for printing out all bedroom-related items included in the booking in table format and attaching them to the document. The table includes room type, quantity, day, breakfast (yes/no), rate, excl. tax, and revenue information. see screenshot below

An example of the accommodation table token values

An example of the booking items table.