How to automatically email PDF agreements to your Users

Setting up Email Notifications with PDF agreements as an attachment

*Note: PDF templates are not available on all plans

To increase accountability and to streamline your workflow, Cheqroom lets you create and attach Reservation checklists or Check-out agreements to bookings.

And with most agreements, it is nice for both parties to receive a copy of the agreement itself. Instead of downloading or printing the PDF document and then sending it by mail, you can also attach them automatically by using our Email Notifications.

Click Settings in the bottom left corner of your screen
Next click Notifications
Click New notification
Choose one of the following triggers:

1. Reservation PDF generated: triggers when a new reservation document has been generated. This can be, for example, a Reservation Checklist that is automatically sent to the User or person in charge of the equipment room.
2. Check-out PDF generated: triggers when a new check-out document has been generated. This could be set up for an agreement (with important terms & conditions and/or notes about the agreement included), with or without signature, automatically sent to the User.
3. User PDF generated: triggers when a new user document has been generated. A user document is usually some sort of contract between you and a third party or freelancer, for a certain period of time.

Give this trigger a unique name
Choose Email
Fill in the To field with a static email address (e.g. equipment-admin@yourdomain.com) or use a dynamic field. E.g. email it to the User of the Check-out with
Enter an Email subject
Write the Email body and add the information you feel is necessary (custom fields included), by clicking on the dropdown icon on the right side:

Continue to see the Preview and check if everything looks okay
You can still go back to make changes
Click Add when you're done