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Gazebo Admin: Set up Templates

Learn how to add and edit contracts, invoices, checklists, emails, and custom forms

Updated over 2 years ago

Custom templates help you to both standardize and customize your frequent or repeated communication with your customers.

Gazebo makes it easy to create custom templates—contracts, checklists, emails, invoices, and other documents can all be easily customized in the system.


Contract Templates

  1. Navigate to Setup > Templates.

  2. Select the 'Contract Templates' tab and Scroll to the bottom where the white 'Add Contract Template' button is on the bottom left.

  3. Select which type of template you want to create: a new one to create interactively, or a template file to upload.

  4. Create an HTML template: To create a template that is completely editable within the system, choose HTML Template as your option. Give the template a recognizable name and use the editor to create your template.

    Tip: When naming a template, be specific and clear; you want it to be easy for any user to quickly locate contracts from the dropdown.

  5. Use the Merge Field option in the editor to insert real values for some of the database items you may want to include in your template (e.g., Organization_Name, Primary_Contact_First_Name). Custom fields will also be available as Merge Felds.

    Note: If you haven’t entered values for the merge fields in the details of your booking, organization, or individual, they will show as blank, or zero (if a numeric field) when you use a template to create a document.

  6. When you have finished creating your template, select Save and then Close to move on.

  7. Add a Template from File: as a second option, you can upload a Google (or Word) file to use as a template. This file cannot be edited in the Gazebo application, so make all edits prior to uploading.

    Tip: You may use Merge Fields in a file template by specifying the Merge Field with double curly braces before and after the field name. Example: {{DEPOSIT_AMOUNT}}

  8. The final check before saving is to choose if the contract is 'inactive' by selecting the button at the top of the form. You can additionally manage this in the contract template list by hitting the edit pencil icon to the left of a contract.

  9. When completed, click the purple Save button on the bottom right.


Invoice Templates

Invoice Templates are used to format invoices in a specific way. A default invoice template is available.

  1. Navigate to Setup > Templates > Invoice Templates. Scroll down to the white 'Add Invoice Template' button on the bottom left.

  2. You can copy and paste the contents to a new template and adjust merge fields or formatting as desired.

  3. Invoice templates do not have an option to upload a template file. They are HTML templates that may be rendered in PDF format for printing.

  4. If desired, choose a template as a default at the top of the editor page. You can additionally select any template to be inactive through the pencil edit icon to the left of the invoice.


Checklist Templates

Checklist Templates are specific, customizable checklists for your customers to follow or submit.

  1. Select 'Checklist Template', then select the purple 'Add Checklist Template' button on the bottom right.

  2. Enter the 'Checklist Template Name' and specify any existing Checklist Template that you want to use as a starting point (e.g., Rental Checklist or Wedding Checklist).

  3. Select 'Save', and then select Checklist Items to add or change the individual items on the checklist.

  4. Specify the Sequence, Title, Description, information about when the checklist is due, who in your organization to assign to following up on this information, and which department is affected.

  5. Select 'Save' to add the Checklist Item.


Email Templates

Create a template for emails you send often to streamline your everyday processes.

  1. Select the 'Email Templates' button, then the purple 'Add Email Template' button on the bottom right.

  2. Give your Email Template a name, specify attachments if needed, and enter the Subject, From email address, and Reply to email address values.

  3. create the body of your email using the WSYWIG editor and Merge Fields:

  4. Select 'Save' when editing is complete.

  5. When you are administering a booking (a Scheduled Rental), use these templates in the Notes and Reminders and Forms and Communications sections for the rental.


Form Templates

The Gazebo Forms Feature allows Operators to provide a unique link for attendance sign-up that doesn’t require a login (a *magic link*). Operators can easily build and present custom forms to attendees of rentals and events, while being able to track and download this information as a csv or PDF file.

  1. Navigate to Setup>Templates>Form Templates

    The “edit” button to the left of a form is a quick way to “duplicate”, “archive”, and “edit” current forms.

    NOTE: Forms marked with 'Automatic Add' will automatically be included on new bookings. You can turn this radio button on and off at any time.

  2. To add a new form, click the “Add Form” button on the bottom right.

    EXAMPLE: we will create a form for t-shirt size and color preference.

  3. Add a 'Form Title' and 'Form Type' (Event, Rental, or Event & Rental) from the dropdown menu. Select the first 'Question Type' from the dropdown options.

  4. For this t-shirt form example, we will add a short text “name” question, and two multiple choice questions for T-shirt size and color. As you build the form, a preview populated in the right side of the frame.

  5. Click the purple “Save” button on the bottom of the form builder.

    Note: Question type cannot be changed once it has been saved. You will now see a locked padlock icon to the right of the question type. Delete and recreate the question in order to edit or use a different question type.

  6. Forms are easily added to attendee rental forms through the Scheduled Booking.

    Navigate to Schedule Bookings > the ‘Group Name’ > Attendee Rental Page.

    Below, we are adding the t-shirt form to the ‘Copper Outdoor Education’ Rental Page.

  7. At the bottom of the Rental Page click 'Add/Remove Forms' and select the “t-shirt Size and Color” form.

  8. Review the Rental Form link to test form functionality.

    Note: Once attendees fill out a form it will show up in the 'Attendee Details' tab. Responses are easily downloaded by clicking the “Download Forms CSV”. Each form has the ability to segment into its own individual report.

Video Tutorial: Create a Form Template


Editing Form Templates

If you edit a form that has submissions tied to it, you will receive a "Edit with Caution" message at the top of your form builder:

NOTE: This message is here for awareness purposes—any changes that you make to an existing form will automatically reflect in all of the bookings it’s attached to.

  1. Select the "edit" dropdown to the left of the form.

  2. If there are submissions attached to the form, you will receive the "Edit with Caution" prompt box, along with a list of any bookings that have current submissions on the form.

  3. If you add questions, those submissions will need to refill out the form to capture the new added data.

  4. If you delete questions and there are submissions you will lose that information from those who have already filled out the form.


Removing a Form from Scheduled Bookings

If you decide to remove a form from the Attendee Rental Page, you will lose the form submissions from all attendees who have previously filled it out within that booking.

  1. Navigate to scheduled booking>Attendee Rental Page.

  2. On the bottom of the page, click the "Add/Remove Forms" box, and select the form you want removed. Click "Save".

  3. Refresh the browser and navigate to Attendee Details. The form submissions previously added with the now deleted have been removed from the booking.

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