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How To: Create Messaging Templates for Email/Guest Portal

Ben
  • Updated

How To: Create Messaging Templates for Email/Guest Portal

 

This article details the steps to create a new Template in your Lynx Messaging configuration.

Templates are the blueprint for your customized guest messages. You can create a Template to customize the message(s) that you want to send to guests, and add Tags to dynamically include reservation-specific information unique to each stay. Lynx Messaging also now enables users to select a Template type from our pre-built Template gallery and customize settings for the optimum guest experience.

 

  1. When to Use This Guide

  2. Benefits of Using This Guide

  3. Steps to Create Messaging Templates:

  4. Related Articles

 

When to use this guide:

  • When setting up Lynx Messaging for the first time
  • When adding new properties/markets/listings that require unique Messaging options
  • When bringing on new property owners who want personalized Messaging for their unit(s)

 

Benefits:

  • Create and customize messages for guest communications using SMS, email, and/or the Lynx Guest Portal
  • Personalize each Template using Tags to dynamically add information specific to a guest's stay, including access details, property information, value-added service, nearby attractions, and more, all without having to type out each message individually
  • Schedule when and how each Template is sent to the guest using Automations - send a quick reminder of check-out times via SMS, detailed arrival information via email, or any combination
  • Drag-and-drop functionality to easily customize your Template layout
  • Real-time Template preview - see changes to the Template as they're updated

 

Steps to Create Messaging Templates: First Steps

Step Actions
Step 1: Click to select "Messaging Templates" in the left-side menu of the Lynx portal.
Step 2: Click the "Add a New Template" button to open the "Template Setup" window.
Screenshot 2026-05-20 020738.png
Step 3:

Select whether you want to create an Email/Guest Portal Template or an SMS Template.

  • Email/Guest Portal Template: allows unlimited character counts, images, and Rich Text formatting. You cannot send an Email/Guest Portal Template via text-messaging.
  • SMS Template: limited to 300 characters or fewer, with no images or custom formatting. You can send an SMS Template via text message or email.
NOTE: Communication Type is fixed once selected. You cannot convert an email template into an SMS template after setup.
Step 4:

Complete the following required fields to configure your template:

  • Category: Assign your template to an existing category from the drop-down menu (e.g., Booking Confirmation, Arrival Instructions, Guidebook). If needed, click "Add a New Category" to create a custom one with an icon or image.
  • Template Name: Enter a descriptive, unique name that reflects the template’s purpose.
  • Link to Group(s): Select "Shared Across all Groups" to apply the template to all groups, or "Group(s) Access to" to restrict access to specific user groups.
NOTE: The Template Category is locked once selected. However, you can update the Template Name and Linked Group settings during setup by clicking the edit icon in the green breadcrumb bar.
Step 5:

Choose how you want to build your new template. Proceed to the relevant section below based on your choice:

  • Start from Scratch (Completely custom design)
  • Copy from Email or Guest Portal (Combine one or more of your existing templates
  • Lynx Default Templates (Use our pre-defined layouts)

 

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Steps to Create Messaging Templates: Start a New Template from Scratch

Step Actions
Step 1: On the Template Setup Page, select "Start from Scratch."
Step 2:

The system will provide a blank canvas with basic elements (One Image, One Text Element). Click "Edit Template" to begin customization.
Step 3:

To add more elements, open the Widgets Panel. Drag and drop elements onto the blank canvas:

  • Text fields – Add descriptions, titles, or detailed information.
  • Images – Upload logos, product photos, or banners.
  • Buttons – Include call-to-action buttons (e.g., "Register Now," "Learn More").
  • Tables – Organize structured data.
Step 4: Customize the template by clicking on elements to change the font, color, text size, and update images/icons. Re-order elements using drag-and-drop, and delete unnecessary ones using the delete icon. Proceed to the Previewing steps below once customized.

 

Steps to Create Messaging Templates: Copy from an Existing Template

Step Actions
Step 1: On the template selection page, click on template gallery and then My templates.
Step 2:

The system displays a list of your existing categories and templates. Select one or multiple templates from this list to combine into your single new template (e.g., adding "Reservation Confirmation" and "Welcome Letter" together).
Step 3: All selected templates will appear in the Template Pane (left side). If you added multiple templates, you can reorder them to ensure content flows logically. Simply click and drag a template to its new position. Use the Delete icon to remove any added template.
Step 4: Click "Edit Template" to enter edit mode. Modify widget components within each individual template section, update headlines, images, add new widgets from the panel, or delete unnecessary blocks. Proceed to the Previewing steps below once complete.

 

Steps to Create Messaging Templates: Copy from a Lynx Default Template

Step Actions
Step 1: On the template selection page, select "Lynx Default Templates."
Step 2: Browse the pre-defined default templates provided by Lynx. These offer structured layouts optimized for specific communications.
Step 3: Select one or more of these default templates to add to your list. Just like existing templates, you can combine multiple defaults to build an informative, multi-part message. Drag-and-drop the selected templates to rearrange their order on the left pane.
Step 4: Click "Edit Template" to customize the default layout. Add your branding, adjust the widgets, and modify text as required. Proceed to the Previewing steps below to finalize.

 

Steps to Create Messaging Templates: Previewing and Finalizing Templates

Step Actions
Step 1: Cross-Device Validation: Lynx automatically displays the mobile device preview by default. Click on the desktop preview icon within the template editor to see how your email will appear on larger screens. Review alignment and spacing across both views.
Step 2: Select Accurate Stay Information: Click the edit icon next to the "Stay Information" section on the preview page. Choose a specific Group, Property, and Stay Details (reservation) from the pop-up. The preview instantly refreshes, populating actual guest and property data.
Step 3: Verify Personalization & Dynamic Tags: Ensure that all Property AI Field tags and guest tags are mapped correctly and pulling relevant details (e.g., check-in dates, property name, nearby attractions).
Step 4: Save Template: Once you've confirmed the layout and content flow are accurate, click "Save Template." The finalized template will now be available in your Template List for future use or automations.

 

 

Lynx_Logo.png Learn/ Read List of Lynx Compatible Smart Locks & Access Devices here.

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