Document Blueprints

Document Blueprints allow you to save reusable proposal configurations that can be quickly applied when creating new proposals. Instead of manually re-entering the same room blocks, meeting spaces, catering items, and text content for similar events, you can save a blueprint from an existing proposal and use it as a starting point for new ones. It's the alternative to use if you "copy" proposals in order to create new ones a lot.

Blueprints are personal to each user—only you can see and use the blueprints you create.

1. Open any proposal in Edit mode

2. Click "Save as Blueprint" in the document actions

3. Enter a name for your blueprint

4. Click Save

This captures all the reusable configuration from that proposal.

Template

• The proposal template selection

Configuration Settings

• Use Room Block – whether room blocks are displayed

• Use Meeting Space – whether meeting space section is displayed

• Use Daily Rate – daily rate display setting

• Occupancy Based Rate – single/double/triple/quad rate display

• Show Days – day-of-week display setting

• Upsell – upsell feature enabled/disabled

• Contract Download Enabled – allows PDF contract download

• Requires Additional Dates – alternate date options setting

Text Content

• Intro – introduction text

• Closing – closing text

• Concessions – concessions text

• Notes – general notes

• Campaign Text – campaign/promotional text

• Room Block Notes – notes specific to room blocks

• Room Block Text – additional room block text

• Meeting Space Notes – notes specific to meeting space

• Meeting Space Text – additional meeting space text

• Catering Notes – notes specific to catering

• Golf Notes – notes specific to golf packages

• Rate Header Text – custom header for rates section

Room Blocks

• Room type

• Quantity

• Rate (standard rate)

• Single/Double/Triple/Quad rates (when using occupancy-based pricing)

• Option number (for multi-option proposals)

• Room-specific info/notes

• Concessions

• Date offset (relative to proposal start date, e.g., "Day 1", "Day 2")

Meeting Space

• Meeting room

• Function type

• Room setup type

• Start and end times

• Function name

• Expected attendance (number setup)

• Room rental amount

• F&B minimum

• Meeting notes

• Location/venue

• Position/order

• Date offset (relative to proposal start date)

Catering Items

• Menu item reference

• Menu category

• Item name

• Time

• Function

• Location

• Unit pricing and quantity

• Tax rates (food tax, beverage tax, sales tax)

• Service charge and gratuities

• Expense category

• Notes

• Date offset (relative to proposal start date)

Additional Dates (Alternate Date Options)

• Option number

• Room block notes for that option

• Date offsets (relative to main proposal dates)

Golf Information

• Course name

• Number of players

• Starting time

• Cost per player

• Date offset (relative to proposal start date)

Custom Sections

• Section reference

• Section body content

Custom Links

• Link title

• URL

• Display position

The following proposal-specific information is not saved to blueprints:

• Customer/account information

• Contact information

• Event name and title

• Actual dates (only relative offsets are saved)

• Attached files and documents

• Media (photos, videos)

• RFP-related data

• Signature and contract execution data

• Revenue totals (calculated automatically)

• View counts and analytics

• Permalink/slug

• Logo

Blueprints store dates as relative offsets from the proposal start date. This means:

- A room block on the first day of the event is saved as "Day 1" (offset 0)

- A meeting on the second day is saved as "Day 2" (offset 1)...

When you create a new proposal from a blueprint, the system calculates actual dates based on the new proposal's start date. For example, if your blueprint has a meeting on "Day 2" and your new proposal starts on March 15, the meeting will be scheduled for March 16.

1. Go to My Settings → My Blueprints

2. Find the blueprint you want to use

3. Click on the blueprint name to view details

4. Click "Create Document"

5. Complete the proposal creation flow with your new event details

The blueprint content will be automatically applied to your new proposal, with dates adjusted based on your selected event dates.

Blueprints automatically validate that all referenced resources still exist:

• Room Types – checks if room types are still active

• Meeting Rooms – checks if meeting rooms are still active

• Menu Items – checks if menu items are still active

On the blueprints list:

• ✓ Valid – all referenced resources exist

• ⚠ Warnings – some referenced resources have been deleted

If a blueprint has warnings, you can still create a proposal from it. The deleted items will simply be skipped. You'll see a notification explaining which items were not included.

If the template itself has been deleted, the blueprint cannot be used until a new template is selected.

Click on any blueprint name to see:

• Configuration settings summary

• Content counts (rooms, meetings, catering items, etc.)

• Text content preview

• Any validation warnings

Edit

• Click "Edit" to modify the blueprint name, description, or category.

Delete

• Click "Delete" to remove a blueprint.

1. Name blueprints descriptively – Use names like "3-Day Conference Package" or "Wedding Weekend Standard" so you can easily find them later.

2. Create blueprints from completed proposals – Save blueprints from proposals that worked well and had accurate pricing.

3. Review blueprints periodically – If you see warnings, the blueprint may need updating due to room types or menu items being discontinued.

4. Use for recurring event types – Blueprints work best for standardized packages (corporate meetings, wedding weekends, conference setups) where the structure repeats.

5. Remember dates are relative – When building a blueprint, think in terms of "Day 1, Day 2, Day 3" rather than specific dates.