Editing email texts
Updated on 2026-04-26
Every automatic email is sent from a template with a title, a subject line and a body text per language (NL / EN / FR / DE). You manage those texts centrally via Manage → Email texts.
What is on this page?
A list of all templates BedFlow knows — booking-created, booking-confirmed, booking-fully-paid, booking-pre-arrival, booking-reminder, booking-cancelled, wellness-created, …
For each template you see:
- Key (technical identifier, do not change)
- Subject per language (the subject line in the inbox)
- Body per language (the actual email content, with variables)
- Preview — open the test preview to see what a real email looks like
Editing a template
- Open Manage → Email texts in the sidebar
- Click the template you want to adjust
- At the top there are tabs for NL · EN · FR · DE — each language has its own subject and body
- Adjust the text. Keep variables between curly braces, e.g.
{guest_first_name},{arrival_date},{total_amount},{guest_portal_url},{payment_link} - Click Save — active immediately, no restart needed
Which variables are available?
| Variable | What it fills in |
|---|---|
| {guest_first_name} | "Jan" |
| {guest_last_name} | "Jansen" |
| {arrival_date} | "Friday 24 May 2026" |
| {departure_date} | "Sunday 26 May 2026" |
| {nights} | 2 |
| {room_name} | "The Grand Suite" |
| {total_amount} | "€396.00" |
| {deposit_amount} | "€118.80" |
| {balance_amount} | "€277.20" |
| {payment_link} | Stripe checkout URL |
| {guest_portal_url} | Magic link to the guest portal |
| {cancellation_deadline} | "up to 7 days before arrival" |
| {property_name} | "B&B Burgemeestershof" |
| {property_phone} | "+32 470 00 99" |
Non-existent variables are replaced by an empty string — the email stays readable but it is best to avoid that.
Frequently asked questions
Can I add my own template? No, the set of templates is bound to triggers. You can adjust an existing template or, via Email automations, create a rule that uses an existing template for a new situation.
How do I test an email before it goes to guests? Click Preview at the top right in the template editor. BedFlow generates a live email with dummy data. You can also view real sent emails in Mail log.
What if a guest speaks NL but the OTA passes through EN?
Then the NL version is sent, because BedFlow takes guest_language from the booking. Channex passes that field along with every OTA booking.
Related
- Guest journey overview — when which template is sent
- Mail log — review all sent emails