Template Variables

Template variables are dynamic placeholders that get replaced with real data when an automated email is sent. They allow you to write a single template that automatically personalizes itself for every guest, every listing, and every booking -- no manual editing needed.

Variables use the format {variable_name} with curly braces. You can type them directly into the template editor or insert them using the Insert Variable button in the toolbar.

How variables work

When hejGuide processes an outgoing email, it scans the template for any {variable_name} tags, looks up the corresponding data from the booking, listing, or host record, and replaces each tag with the actual value. If a supported variable has no data available (for example, no door code is set), the tag is replaced with an empty string so the guest never sees raw placeholder text. A variable that is not in the reference below is left in place unchanged, so always type variable names exactly as documented.

Example template:

Hi {guest_first_name},

Thank you for booking {property_name}! Your stay is confirmed
for {nights} nights, checking in on {checkin_date} at {checkin_time}.

Looking forward to hosting you,
{host_name}

What the guest receives:

Hi Maria,

Thank you for booking Seaside Villa! Your stay is confirmed
for 4 nights, checking in on 15 March 2026 at 15:00.

Looking forward to hosting you,
Anna Lindqvist

Complete variable reference

Guest variables

Variable	Description	Example output
`{guest_name}`	Full name of the guest	Maria Santos
`{guest_first_name}`	First name only	Maria
`{guest_count}`	Number of guests in the booking	3

Booking variables

Variable	Description	Example output
`{checkin_date}`	Check-in date, formatted according to the listing's language setting	15 March 2026
`{checkout_date}`	Check-out date, formatted according to the listing's language setting	19 March 2026
`{checkin_time}`	The guest's arrival time when provided, otherwise blank	15:00
`{checkout_time}`	Standard check-out time configured on the listing	11:00
`{nights}`	Number of nights in the stay	4

TIP

The {checkin_date} and {checkout_date} variables automatically format the date according to the language set on your listing. A listing set to Swedish will output "15 mars 2026", while one set to English will output "15 March 2026". No extra configuration is needed.

Property variables

Variable	Description	Example output
`{property_name}`	The listing name	Seaside Villa
`{property_address}`	Full address (street + postal code + city)	Strandvagen 12, 11456 Stockholm
`{wifi_ssid}`	WiFi network name from the listing settings	SeaVilla-Guest
`{wifi_password}`	WiFi password from the listing settings	welcome2026
`{door_code}`	Smart-lock / keypad door code for this booking (blank when none)	4821
`{lockbox_code}`	Lockbox code for this booking (blank when none)	0410

Host variables

Variable	Description	Example output
`{host_name}`	Host first name (falls back to "Your host")	Anna

Payment variables

Variable	Description	Example output
`{payment_link}`	Direct payment URL (Stripe checkout or bank-transfer page)	https://pay.hejguide.com/...
`{payment_amount}`	Amount currently due, with currency symbol	€450.00
`{total_amount}`	Total booking amount, with currency symbol	€1,500.00
`{deposit_amount}`	Deposit amount, with currency symbol	€450.00
`{remaining_amount}`	Remaining balance after deposit, with currency symbol	€1,050.00
`{deposit_percent}`	Deposit percentage as a number	30
`{payment_due_date}`	Payment deadline date, formatted to locale	1 March 2026
`{payment_due_days}`	Whole days from now until the payment is due	7

WARNING

Payment variables only contain data when the booking has an outstanding balance and a payment is attached. If your listing does not use hejGuide payments (for example, if you only accept payments through an OTA), these variables will be empty and the surrounding text is silently removed from the email.

Link variables

Variable	Description	Example output
`{checkin_link}`	URL to the online check-in form for this booking	https://app.hejguide.com/c/...
`{guidebook_link}`	URL to the digital guidebook for this listing	https://app.hejguide.com/...
`{review_link}`	URL for the guest to leave a review (not yet functional)	--

WARNING

{review_link} is reserved for an upcoming review feature and currently resolves to nothing -- any paragraph that contains only this link is dropped from the email. Avoid relying on it until the review system ships.

TIP

The {checkin_link} is one of the most valuable variables. Include it in your check-in invitation and reminder emails so guests can complete their details before arrival. When online check-in is off for the listing the link resolves empty and its whole paragraph is removed, so keep the intro sentence and the link in the same paragraph. See Digital Check-in for more about the check-in module.

Example templates

Below are example templates that show how to combine variables for common use cases.

Booking confirmation

Hi {guest_first_name},

Your booking at {property_name} is confirmed!

  Check-in:  {checkin_date} from {checkin_time}
  Check-out: {checkout_date} by {checkout_time}
  Guests:    {guest_count}
  Nights:    {nights}

Your total is {total_amount}. We will send payment instructions separately.

If you have any questions, feel free to reply to this email.

Warm regards,
{host_name}

Check-in invitation

Hi {guest_first_name},

Your stay at {property_name} is just around the corner! To make
check-in as smooth as possible, please complete your details in advance:

{checkin_link}

Here are your arrival details:
  Address:  {property_address}
  Check-in: {checkin_date} from {checkin_time}

WiFi network: {wifi_ssid}
WiFi password: {wifi_password}

See you soon!
{host_name}

Payment request with deposit

Hi {guest_first_name},

To secure your reservation at {property_name} ({checkin_date} - {checkout_date}),
please pay the deposit of {deposit_amount} ({deposit_percent}% of {total_amount}).

Pay securely here: {payment_link}

Please complete the payment before {payment_due_date}. The remaining
{remaining_amount} is due 7 days before check-in.

Best regards,
{host_name}

Post-checkout review request

Hi {guest_first_name},

Thank you for staying at {property_name}! We hope you had a
wonderful time.

We would love to hear about your experience. Your feedback helps
us improve and helps future guests make their decision.

Have a safe journey home!
{host_name}

Good practices

Use {guest_first_name} over {guest_name} for a warmer, more personal tone.
Always preview your template after adding variables. The template editor shows a preview with sample data so you can verify formatting.
Write around optional variables. If {checkin_time} might be empty (the guest hasn't provided an arrival time), avoid sentences like "We expect you at {checkin_time}" -- instead, use it as supplementary information or in a template where you know the data will be available.
Payment variables belong in payment templates. Do not use {payment_link} or {payment_amount} in general-purpose templates where a payment schedule may not exist.

WARNING

Variable names are case-sensitive and must be typed exactly as documented, including the curly braces. A misspelled variable like {gust_name} will be silently removed, resulting in a blank space in the sent email. Always double-check variable names against this reference.

Creating Templates -- Build and edit email templates in the visual editor
Guest Journey -- The pre-built automation steps that use templates
Automation Rules -- Create custom automations with triggers and filters
Digital Check-in -- The check-in form guests access via {checkin_link}
Guidebooks -- The digital guidebook guests access via {guidebook_link}

Template Variables ​

How variables work ​

Complete variable reference ​

Guest variables ​

Booking variables ​

Property variables ​

Host variables ​

Payment variables ​

Link variables ​

Example templates ​

Booking confirmation ​

Check-in invitation ​

Payment request with deposit ​