Generate Guest Documents Automatically
Start Generating Documents
What is the Document Generator?
The Document Generator is an automated document creation system that transforms your Word templates into personalized, guest-specific documents by automatically filling them with reservation and check-in data.
Stop wasting hours manually creating documents for every guest. Upload your template once, and Host Smartly will automatically generate professional, personalized documents for each reservation—filled with accurate guest and property information.
Perfect For
- Access authorization letters for building security
- Proof of accommodation documents for visa purposes
- Personalized rental agreements with guest details
- Visitor permits for gated communities
- Parking authorization certificates
How the Document Generator Works
1. Upload Your Template
Upload your Word document template (.docx, max 10MB) with placeholders like {{guest_name}} and {{check_in_date}}.
2. Map Your Fields
Our system automatically detects all placeholders. Map them to reservation data, check-in form fields, or custom fields.
3. Enable Guest Access
Choose whether guests can download documents after completing check-in. You always have access as the host.
4. Generate Automatically
Documents are created on-demand with current data. One-click download for you and your guests.
Intelligent Field Mapping
Our visual editor makes it easy to connect your template placeholders with the right data sources. Simply drag and drop to map fields, or let our intelligent system suggest the best matches.
Available Data Fields
System Fields
Automatically available from your reservations: guest name, check-in/out dates, property name and address, booking reference, number of guests.
Form Fields
Data from your check-in forms: guest email, phone, document/ID number, nationality, address, and any custom fields you've created.
Custom Fields
Add unlimited custom fields to your check-in forms and use them in your documents. Perfect for property-specific information.
Key Benefits
Massive Time Savings
Eliminate manual document creation for every guest. Set up once, generate unlimited documents automatically.
Zero Errors
Automated filling prevents typos, missing information, and outdated data. Every document is accurate and complete.
Professional Appearance
Maintain consistent, branded templates for all guests. Show professionalism with polished, official-looking documents.
Instant Availability
Documents are generated immediately when needed. No delays, no waiting—just instant downloads.
Guest Convenience
Optionally let guests download their own documents after check-in. Self-service reduces your workload.
Unlimited Flexibility
Create as many templates as you need. Use unlimited custom fields and placeholders for any document type.
Ready to Automate Your Guest Documents?
Upgrade to PremiumFrequently Asked Questions
Common questions about the Document Generator
We currently support Word documents (.docx files) up to 10MB in size. This format works best for automated field replacement and maintains formatting consistently.
Simply use double curly braces around the field name, like {{guest_name}} or {{check_in_date}}. Our system automatically detects all placeholders when you upload your template.
Documents are generated on-demand when you or your guest requests a download. This ensures all data is current and accurate at the time of generation.
Yes! You control whether guests can download their documents. When enabled, guests see a download button after completing check-in. Documents are only available after the guest completes the check-in form.
The Document Generator is a premium feature. Free plan users can view the feature but need to upgrade to upload templates and generate documents.
Yes! Each check-in form can have its own document template. Create different templates for different property types or purposes.
You can replace templates anytime by uploading a new version. Field mappings stay linked to your check-in form, but you'll need to verify mappings if you change placeholder names.
You have access to all reservation data (dates, property info, guest count, booking reference), all check-in form data (guest name, email, phone, documents, etc.), and any custom fields you've created.