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Setting up a HTML Template For A Quote, Contract Or BEO

Html templates allow you to customize a template to merge your data into, very similar to how you could in microsoft word. You can set up your template with things like adding in your logo, positioning the data where you wish it to be, and in what order you want it to be in. Remove or add relevant data to your venue, and insert images where you wish as well. This gives you flexibility to change what is the iVvy standard template.

Templates are created for each venue you have, and as a result will need to be created individually for each one.

Editing your HTML templates

To setup a HTML Template for your Venue

  1. Within your venue navigate to Venue Setup > Templates
  2. Click on Add Template and select whether you are creating a template for a Quote, Contract, Booking BEO or a Session BEO. You can go through and create a template for all of these if you wish. 

    If you wish to copy the default templates, then change them to your needs, you can select "Generic Templates", and select the relevant option. 

  3. The screen will open up into a HTML Template screen with sections for the header, content and footer. 
  4. You will see that there is words surrounded by [ ] brackets within the text area. These brackets signify a merge field, where the data will either be merged from your venue information, or the booking information. You can remove or add fields as you see fit through the merge field editor. You cannot edit the data within the fields however, but you can choose whether they appear or not. 

    Each of the header, content and footer can also be amended to have static text that you wish to appear on all templates, or an image of your choice. 
  5. Give the quote a name up the top, and decide the height of the header as you wish it to appear on the PDF version of your document.
  6. Edit the header, content and footer as you see fit. For more information on adding images and merge fields to your document, see the links below. 
    Adding images to HTML templates
    Adding Custom Fields to a HTML Template
  7. Click save and this will save a template for you to use for your future documents.

To have finer control over the templates, you can edit the CSS for each template if you have someone in your team with these skills. You access the CSS by clicking on the “Source” button within the editor.

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