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Document Types

Create and manage document types with templates for automatically generated documents like contracts, confirmations, and badges.

Available in

Resource Starter Professional Business Enterprise
Document Templates 5 15 30 Unlimited
docs.limits.document_categories 5 15 30 Unlimited

Document templates enable automatic creation of professional documents with dynamic content from participant, event, and application data. Templates use placeholders that are replaced with actual values during generation.

Create Template

Navigate to Settings → Document Templates → New Template:

  • Template Name - Internal name for identification (e.g., "Standard Participation Contract")
  • Document Type - Contract, Confirmation, Badge, Booth Card, Other
  • Usage - For Participants, Applications, or Events
  • Output Format - PDF (default) or HTML
  • Active - Only active templates appear in lists

Content with WYSIWYG Editor

Create document content visually:

  • Formatting - Bold, Italic, Underline, Strikethrough
  • Headings - H1 to H6 for structure
  • Lists - Numbered and bullet lists
  • Tables - Insert tables for structured data
  • Images - Embed logo and images
  • Links - Hyperlinks to websites

Placeholder Syntax

Placeholders are replaced with actual values during document generation:

  • {{variable}} - Simple placeholder for a value (e.g., {{company_name}})
  • {{formula:key}} - Formula placeholder (e.g., {{formula:booth_total_cost}})
  • {{#condition}}...{{/condition}} - Conditional blocks - only if value exists
  • {{^condition}}...{{/condition}} - Inverted condition - only if value does NOT exist

Available Placeholders - Participant

Placeholders for participant and contact data:

  • {{company_name}} - Company name
  • {{contact_name}} - Contact person name (first + last)
  • {{first_name}} - First name
  • {{last_name}} - Last name
  • {{email}} - Email address
  • {{phone}} - Phone number
  • {{address}} - Full address
  • {{category_title}} - Participant category
  • {{is_confirmed}} - Confirmation status
  • {{customer_number}} - Customer number

Available Placeholders - Event

Placeholders for event data:

  • {{event_name}} - Event name
  • {{event_date_from}} - Start date (formatted)
  • {{event_date_to}} - End date (formatted)
  • {{event_location}} - Venue/location
  • {{event_city}} - Event city
  • {{event_country}} - Event country
  • {{event_year}} - Event year

Available Placeholders - Booth

Placeholders for booth data:

  • {{booth_number}} - Booth number
  • {{booth_type_name}} - Booth type name
  • {{booth_area}} - Booth area in m²
  • {{booth_width}} - Booth width in m
  • {{booth_depth}} - Booth depth in m
  • {{booth_area_name}} - Area/Hall name
  • {{booth_price}} - Booth price

Custom Fields

Insert values from custom fields using their internal identifier:

  • {{field_key}} - Participant custom field (uses internal identifier directly)
  • {{application_field_key}} - Application custom field (prefixed with application_)
  • {{event_field_key}} - Event custom field (prefixed with event_)
  • {{booth_field_key}} - Booth custom field (prefixed with booth_)

System Placeholders

Automatically generated values:

  • {{today}} - Current date
  • {{current_year}} - Current year
  • {{document_number}} - Document number
  • {{document_date}} - Document date
  • {{document_amount}} - Document amount
  • {{business_name}} - Your organization name
  • {{business_email}} - Your organization email

Conditional Sections

Show content only under certain conditions:

  • {{#has_booths}}...{{/has_booths}} - Only show if booth is assigned
  • {{#tax_id}}...{{/tax_id}} - Only if VAT ID exists
  • {{^has_booths}}...{{/has_booths}} - Only if NO booth is assigned
  • {{#has_service_orders}}...{{/has_service_orders}} - Only if service orders exist

PDF Settings

Configure the PDF output format:

  • Page Format - A4, A5, Letter, or custom
  • Orientation - Portrait or Landscape
  • Margins - Top, Bottom, Left, Right in mm
  • Header - Text or logo at top of each page
  • Footer - Text or page numbers at bottom

Badge Templates

Special settings for name badges:

  • Badge Size - Standard (86×54mm), A7, or custom
  • Multi-Layout - Multiple badges per A4 page
  • QR Code - {{qr_code}} inserts check-in QR code
  • Category Color - Use participant_type for category-based color coding
  • Crop Marks - Guide lines for cutting

Set Up E-Signature

Prepare documents for electronic signature:

  • Insert Signature Field - Place {{signature}} where signing should occur
  • Signature Workflow - Enable "Requires Signature" in template settings
  • Signer - Participant, Administrator, or both
  • Validity - Deadline for signing in days

Testing Templates

Test templates before production use:

  • Preview - Click "Preview" with sample data
  • Test Document - Generate a document for a test participant
  • Check Placeholders - Unreplaced placeholders are displayed
  • Check PDF - Download and review the generated PDF

Tips

  • Use the preview function to see how the finished document looks
  • Test all placeholders with real participant data
  • Copy existing templates as a starting point for new ones
  • For badges: Print a test on regular paper before using expensive badge cards
  • Use conditional sections to use one template for different scenarios

Notes

  • Placeholders are case-insensitive but must use the exact key name (e.g., {{event_name}}, {{company_name}})
  • Images in templates should not exceed 500KB for fast PDF generation
  • For e-signature: The participant receives an email with a signing link
  • Generated documents are saved in the participant's document history
Custom Fields Trash
API Version v1.0
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