“Template media” assigns photos and videos to the hotel's templates without you having to open a template: the header images and footer images of the e-mail templates, the proposal templates, the selection action templates and other templates. The menu item is under Media Management › Template media.
Example: Set new header images for two proposal templates
Open Media Management › Template media. The page first shows the template type “Offer Email Templates”.
On the left, on the “Offers” tab, select the template type “Proposal Templates”. The page shows one card per proposal template.
In the card of the first proposal template, under “Header images”, click “Select different media”. The image picker opens.
Turn on the “only media in high resolution (Full HD)” switch. The image picker then shows only media with a width of at least 1920 pixels.
Click up to four media one after the other, in the order in which they are to appear as header images.
Click “Save”. The selected media are placed in the slots in the order of selection, the remaining slots become empty, and the template is saved immediately.
In the header of the same card, click “Copy media to clipboard”. All media of this template are now in the clipboard.
In the header of the card of the second proposal template, click “Paste media”. The media are pasted there, and the template is saved immediately. Slots that are empty in the first template remain unchanged in the second. The card of the second proposal template shows the copied media of the first under “Header images”.
The pages in detail
Template media
On the left, the template types are listed under three tabs:
“Offers”: “Offer Email Templates”, “Proposal Templates” and “Follow-up Email Templates”.
“Booking”: “Deposit Email Templates”, “Reservation Confirmation Email Templates” and “Reservation Cancellation Email Templates”.
“Other”: “Rejection Email Templates”, “Notification Email Templates”, “Pre-Stay Email Templates”, “Pre-Stay Templates”, “On-Stay Email Templates”, “Post-Stay Email Templates”, “Selection Action Templates” and “Content Blocks”.
“Notification Email Templates” are always available.
For the selected template type, the page shows every template that is not archived. Templates in a language that the hotel does not have are missing. If the hotel has set up buildings, the “All facilities/hotels” filter limits the list to the templates of exactly one building; templates without a building are then missing.
“Clear clipboard” appears at the top of the page as soon as something is in the clipboard, and clears it without changing any template.
The card of a template
Each template has a card with its slots for media, under “Header image” or “Header images” and under “Footer image” or “Footer images”. How many slots there are and which media they take depends on the template type:
E-mail templates: three footer images in the 4:3 format, photos only, none of them mandatory. The “Offer Email Templates” also have a mandatory header image in the 2:1 format before the footer images.
“Proposal Templates” and “Selection Action Templates”: up to four header images in the 16:9 format, photos or videos, at least one. Selection action templates also have three footer images like the e-mail templates.
“Pre-Stay Templates” and “Content Blocks”: one header image each in the 16:9 format, photo or video.
Below each group of slots there is a button that opens the image picker, even if the slots are still empty: for one slot “Select different image” or “Select different medium”, for several slots “Select different images” or “Select different media”.
In the header of the card, “Copy images to clipboard” or “Copy media to clipboard” copies all media of the template. “Paste images” or “Paste media” in the header of the card of another template on the same page pastes these media there. These labels say “media” if the slots take photos and videos, otherwise “images”. Slots that are empty in the copied template remain unchanged in the target template.
There is no button for saving on the card: every selection in the image picker and every paste saves the template immediately. For a proposal template in which only some of the header images have a portrait medium, the notice “At least one selected medium has no portrait medium. Portrait media will be ignored” appears.
Image picker
One slot: Clicking a medium is enough to apply it and save the template.
Several slots: The media are clicked one after the other. “Save” distributes them to the slots in the order of selection, empties the remaining slots and saves the template immediately.
“only media in high resolution (Full HD)” is switched off at first. Switched on, the image picker shows only media with a width of at least 1920 pixels.
“Add new photo or video...” opens the upload view in the image picker. In slots that take only photos, the button is called “Add new photo...”.
Prerequisites
‘Template media’ does not need a licence module of its own. With Offers, the template types for offers, for follow-ups and for rejections are added. With Guest Management, the template types for pre-stay, on-stay and post-stay are added. With Sales Campaigns, the selection action templates are added.
Access to ‘Template media’ is enabled for specific users through their role. The roles are managed by ReGuest Support.
Frequently asked questions
Why is “Media Management” missing from the menu? It only appears if the user's role includes access to it. The roles are managed by ReGuest Support.
Why is a template type missing? Which licence modules add which template types is described under “Prerequisites”. ReGuest Support can tell you whether a function is set up for the hotel.
Why is a template missing even though its template type is there? The page shows no archived templates and no templates in a language that the hotel does not have. If a building is selected in the “All facilities/hotels” filter, all templates without this building are missing as well. ReGuest Support can tell you more about archived templates and languages.
Do I have to save after assigning? With one slot, clicking a medium already saves the template; with several slots, “Save” in the image picker does. Every paste saves the template immediately.
Why does the notice appear that portrait media are ignored? For a proposal template, only some of the header images have a portrait medium. For a photo, “Select portrait image” under “Edit photo” stores a portrait image of its own in the 9:16 format; for a video, “Add portrait video” under “Modify video” stores a portrait video. Both are under Media Management › Photos and Videos.
As of: 2026-10-27.