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, guest, listing, or host record, and replaces each tag with the actual value. If a variable has no data available (for example, the guest did not provide a phone number), the tag is silently removed from the output so the guest never sees raw placeholder text.
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 LindqvistComplete 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_email} | Guest email address | maria@example.com |
{guest_phone} | Guest phone number | +34 612 345 678 |
{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} | Standard check-in time configured on the listing | 15:00 |
{checkout_time} | Standard check-out time configured on the listing | 11:00 |
{nights} | Number of nights in the stay | 4 |
{channel} | The booking source / channel name | Airbnb |
{confirmation_code} | Reservation or confirmation code | HG-20260315-4821 |
{arrival_time} | Expected arrival time provided by the guest (optional -- may be empty) | 17:30 |
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 |
{property_city} | City only | Stockholm |
{wifi_name} | WiFi network name from the listing settings | SeaVilla-Guest |
{wifi_password} | WiFi password from the listing settings | welcome2026 |
Host variables
| Variable | Description | Example output |
|---|---|---|
{host_name} | Host full name | Anna Lindqvist |
{host_email} | Host email address | anna@seasidevilla.se |
{host_phone} | Host phone number | +46 70 123 4567 |
Payment variables
| Variable | Description | Example output |
|---|---|---|
{payment_link} | Direct payment URL (Mollie or Stripe hosted page) | https://pay.hejguide.com/... |
{payment_amount} | Amount currently due, with currency symbol | EUR 450.00 |
{payment_total} | Total booking amount, with currency symbol | EUR 1,500.00 |
{deposit_amount} | Deposit amount, with currency symbol | EUR 450.00 |
{remaining_amount} | Remaining balance after deposit, with currency symbol | EUR 1,050.00 |
{deposit_percent} | Deposit percentage as a number | 30 |
{payment_due_date} | Payment deadline date, formatted to locale | 1 March 2026 |
{payment_status} | Current payment status text | Pending |
The {payment_status} variable outputs one of the following values: Pending, Deposit paid, Paid, Overdue, or Not required.
WARNING
Payment variables only contain data when a payment schedule is attached to the booking. If your listing does not use hejGuide payments (for example, if you only accept payments through an OTA), these variables will be empty and silently removed from the email.
Link variables
| Variable | Description | Example output |
|---|---|---|
{checkin_link} | URL to the online check-in form for this booking | https://checkin.hejguide.com/... |
{guidebook_link} | URL to the digital guidebook for this listing | https://guide.hejguide.com/... |
{chat_link} | URL to the guest portal chat for this booking | https://guest.hejguide.com/.../chat |
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. Each link is unique to the booking and pre-fills the guest's name and dates. 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}
Reference: {confirmation_code}
Your total is {payment_total}. We will send payment instructions separately.
If you have any questions, feel free to reply to this email or
reach out to us at {host_phone}.
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_name}
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 {payment_total}).
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 in {property_city}.
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
{arrival_time}might be empty, avoid sentences like "We expect you at {arrival_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.
Related
- Creating Templates -- Build and edit email templates in the visual editor
- Guest Journey -- The 15 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}