Introduction
When sending emails through Bookboost's CRM — whether via Journey campaigns or Broadcasts — you may want to share a document such as an invoice, welcome letter, or guide with your guests. This article explains how PDF sharing works within Bookboost campaigns and how to set it up correctly.
How PDF Sharing Works in Bookboost 📄
Bookboost campaigns do not support attaching PDF files directly to emails. Instead, the recommended approach is to include a download link in the body of your email. When the guest receives the email, they simply click the link to view or download the PDF.
This link is typically token-based, meaning it is dynamically generated and unique to each guest or reservation — ensuring the right document is delivered to the right person securely.
Use Cases
Here are some common scenarios where PDF download links are useful in Bookboost campaigns:
📑 Sharing a guest invoice or folio after check-out (e.g., via Apaleo integration)
📋 Sending a registration form or terms and conditions document before arrival
🗺️ Providing a local area guide or hotel information pack during the pre-arrival journey
🎟️ Delivering booking confirmations or vouchers as downloadable documents
Configuration and Setup
Follow these steps to include a PDF download link in your Bookboost campaign email:
Navigate to the CRM from the left-hand menu in Bookboost.
Open the Journey or Broadcast campaign you want to edit, or create a new one.
In the email editor, write the body text of your email as usual.
Insert a hyperlink in your email where you'd like the download button or text to appear. For example:
Set the link URL to the token or dynamic URL provided by your PMS or integration (e.g., an Apaleo invoice download link token).
Save your changes and test the email by sending a preview to yourself to confirm the link works correctly.
Activate or schedule your campaign as needed.
Advanced Setup
Using Token-Based Links with PMS Integrations 🔗
If your Property Management System (PMS) supports dynamic document links — such as Apaleo's invoice download URLs — these can be embedded directly into your email template using the relevant token or variable.
Check with your PMS provider to confirm whether dynamic document link tokens are available.
In Bookboost, insert the token in the hyperlink URL field when editing your email content. The platform will automatically resolve the token to the correct unique URL for each guest.
If you are unsure which tokens are available for your integration, contact Bookboost Support for guidance.
Known Issues or Limitations
No native PDF attachment support — It is not currently possible to upload and attach a PDF file directly to a campaign email within Bookboost. Only download links are supported.
Link availability depends on your PMS — The ability to share dynamic document links (such as invoices) relies on your PMS supporting this feature. Not all PMS integrations provide token-based document URLs.
Link expiry — Some PMS-generated download links may expire after a set period. Be mindful of this when sending post-stay emails where guests may try to access the link days later.
Conclusion ✅
While Bookboost does not support direct PDF attachments in campaign emails, using download links is a reliable and guest-friendly alternative. By embedding a dynamic or token-based URL in your email body, you can seamlessly share invoices, guides, and other documents as part of your guest journey. Always test your links before activating a campaign to ensure a smooth experience for your guests.
Please contact us through the 'Talk to Us' option on the left menu in the platform, or through the Bookboost Support email at support@bookboost.io if you have questions or need additional support.