How to automatically email PDF agreements to your Users

*Note: PDF templates are not available on all plans
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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. 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