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Templates

A template is your rental agreement with tokens where the details go. When a contract is prepared, SignBreezy fills every token from the reservation, the property, and the guest's answers, and places the signature where you marked it.

Open Templates under Set up in the side navigation.

Two kinds of template​

Google Docs is recommended. The wording lives in a Google Doc in your Drive, and you edit it there any time. Guests read it as text that reflows to fit their phone, and sign in place. Choose this for most agreements.

PDF keeps the exact layout of an agreement you already have. You upload the PDF once and place fields on it. Guests see the pages as they are, so they may need to zoom on a phone. Choose this when preserving a professionally designed layout matters.

The templates list​

Each row shows the kind, when it was added, the name, the page count, and the number of tokens or placed fields. Used by default marks the template new contracts use when a property has none of its own. Row actions:

  • Set up or Edit fields opens the editor.
  • Make default (the star) makes this the account default and clears it from every other template.
  • Archive hides a template from lists and pickers. Contracts already using it keep working. Archiving also removes its default flag. Archived templates appear under the Archived filter, where you can Restore them.
  • Delete removes a template that no contract has used. Once contracts have been prepared from it, deletion is refused. Archive it instead. Deleting a Google Docs template leaves the document in your Drive.

Create a Google Docs template​

Tap Create new template and choose the Google Docs card. If your Google account is not connected yet, Create with Google Docs takes you to Google to grant access and brings you back. SignBreezy can only see documents it creates in your Drive, never the rest of it.

  • New Google Doc creates a document in a SignBreezy folder in your Drive, already containing a working sample agreement that shows how the tokens work. Write or paste your own agreement over it. Delete the "How this works" section before you use the template.
  • Choose from my Drive opens Google's file picker. SignBreezy copies the document you choose into its own folder. Your original is never changed.

Tokens in a Google Doc​

A token is plain text typed into the document, such as {{guest_full_name}} or {{total}}. Spaces inside the braces and capital letters are fine. Tokens are found anywhere in the document, including tables, headers, and footers.

The template's Document tab has three parts:

  • Document check. Tap Re-scan the doc whenever you change the document. The check lists every token it found, grouped by where the value comes from, and flags any token that has no source. It also lists tokens you could use but have not.
  • Insert tokens into your Google Doc. Every available token with its label and a copy button. Copy one at a time, a whole section, or everything, then paste into your document. A copied section pastes as a list of labels and tokens you can use as a reference while writing, then delete.
  • Add signing fields to your Google Doc. Choose who signs: Primary guest only, All adult guests, or Other adults only. Each signer gets a signing block with Printed name, Signature, and Date signed tokens. Tap Copy signing block and paste it where that person signs. Format it however you like in Google Docs.
Every adult signs their own copy

The primary guest's block uses {{signer_name}}, {{signature}}, and {{signature_date}}. The second adult's block uses {{guest_2_name}}, {{guest_2_signature}}, and {{guest_2_signature_date}}, and so on. A signature field is filled only on that person's copy.

When a contract is prepared, SignBreezy copies the document, fills the tokens in the copy, and exports both the PDF the guest signs and the text they read on a phone, at the same moment so they cannot differ. Your master document keeps its tokens.

Create a PDF template​

Tap Create new template and drop a PDF onto the PDF card, up to 25 MB. The template takes its name from the file, and you can rename it in the editor. You land in the field editor straight away.

Placing fields​

The left rail lists fields. The right column shows the PDF pages. Placement is two clicks: click a field to arm it, then click the page where it goes.

  • Signing fields are completed when the agreement is signed. Choose a Signer, then place Signature, Date, or Printed name. Tap Add another signer for Guest 2, Guest 3, and so on, up to the property's maximum guests.
  • Add a field holds every other token, grouped into Reservation, Property, Guest provided, and Formulas, with a search box. These are filled when the contract is prepared. A dot on a chip means it is already placed.

Your click sets the lower-left corner of a text field. The rule along the bottom of the box is the baseline the text sits on, and the box's height is the type size. A signature box centres on the click instead.

  • Move a box by dragging it. Arrow keys nudge it, and Shift with an arrow nudges further.
  • Resize with the handle at the top-right. Width grows right, height grows up, and the height sets the type size.
  • Text size in the rail sets the size for new fields. Apply to all text fields makes every text field the same size without moving any baseline.
  • Selected field shows the field's key and lets you set its Signer, what it Maps to, its type size, and an optional Label. Delete or Backspace removes it.
  • Zoom with the pill above the pages, from 50% to 250%.

Save with the Save button or Ctrl+S. If you arrived from setup, the button reads Save and continue setup.

The editor tabs​

Both kinds of template share the same tabs. The Document tab is the one described above. The other tabs list every token you can use, with an example value worked out from a sample stay:

  • Reservation. What arrives with the booking and the figures worked out from it: dates, nights, pricing, and taxes.
  • Property. The house the guest is staying in, from the property's own page.
  • Guest provided. What the guest types when they sign, and the questions you add.
  • Formulas. Values you calculate from other numbers.

See Tokens for the complete list, and Formulas for the formula language. In a PDF template each row has a Place button. In a Google Docs template you copy the token and paste it into the document.

Guest questions​

The Guest provided tab shows what the guest is asked when they open their signing link. It has two parts.

System questions are asked because the document needs them, and cannot be reordered. Using {{guest_full_name}} asks for the guest's full legal name. Using {{guest_address}} asks for the five parts of their address. Email and mobile phone are always asked, whether or not the document prints them, so you can reach whoever signed. Other adults are asked for under a "Who else is staying" heading, up to the property's maximum guests.

Your questions come after the system questions. Tap Add question and fill in:

  • What do you want to ask? The wording the guest sees.
  • Answer type. Short text, Long text, Email, Phone, Number, Date, or Yes / no.
  • Heading. Optional. Questions with the same heading are shown together as a section.
  • Make this question required.

Each question gets a token made from its wording, such as {{dog_name}} for "What is your dog called?". Tap Change to pick your own. The answer fills that token wherever the document uses it, and is recorded on the contract either way. In a Google Docs template you can also drag questions to reorder them and add section headings with Add section.

You can add questions for one reservation only from the contract page. The template is untouched.

Tokens without a data source​

If the document contains a token nothing fills, an amber Tokens in template without a data source panel lists it. That matters because a token with no source prints on the guest's contract exactly as written, braces and all. For each one you can:

  • Add to survey. Turn it into a question the guest answers. The answer fills the token.
  • Add as formula. Calculate it from other values. Google Docs templates only.
  • Remove it from the template. The panel offers the list to copy so you can find and replace in your document.

Pasting an agreement from Word can bring merge fields written as <<LIKE_THIS>>. SignBreezy does not fill those. Replace them with the real tokens.

Signing rules live on the property​

The template only holds where the marks go. Who signs, whether they may type their name instead of drawing, whether they upload or verify an ID, and how many adults a reservation allows are all set per property under Guest Requirements. See Properties.