Configure PDF
The Configure PDF feature lets administrators control what appears in the booking and quotation PDFs the system generates for customers. Use it to switch sections on and off, set the passenger portal link, and preview the result before saving.
Where it lives
System Administration → Configurations → Configure PDF tab.
The Configurations page has four tabs:
| Tab | What it controls |
|---|---|
| Configure PDF | What appears in the downloaded booking and quotation PDFs (this page) |
| Passenger portal tabs | Which tabs are visible in the Passenger Portal and what they are called — see Passenger portal tabs |
| Widget | How the booking widget appears and behaves on your website — see Widget Configuration |
| Gift card | Default greeting text and images used on gift card PDFs and emails — see Gift Cards |
Key capabilities
- Toggle whole sections (flight, payment, co-passenger, travel information) on or off
- Show a passenger portal link with custom supporting text inside the PDF
- Preview the configured PDF before saving
- Header and footer are always rendered from your company information — they are not affected by the toggles on this page
User roles
| Role | Description | Key actions |
|---|---|---|
| Company Admin | Staff using the Vaylo Admin Panel | Configure PDF sections, set the passenger portal link, preview the result |
How the toggles work
When all toggles are off, the downloaded PDF shows only the header and footer. Turning a toggle on adds its section to the PDF, with the behaviour described below.
Use Preview PDF at any time to see exactly what a customer would receive without having to generate a real booking PDF.
1. Include Passenger Portal Link
Displays a link to the Passenger Portal in the PDF, with optional supporting text underneath.
Behaviour:
- The URL entered in Link to Passenger Portal is rendered as a clickable link inside the PDF.
- If this toggle is off, the supporting text is not shown — even if a value is saved in the Supporting text field.
- If this toggle is on but the link field is empty, the supporting text is also hidden.
| Field | Purpose |
|---|---|
| Link to Passenger Portal | The URL passengers can use to manage their booking. Include the protocol (https://). |
| Supporting text | A short paragraph shown next to the link — for example, "Log in to manage your booking, view tickets, and update passenger details." |
2. Enable Flight Information
Adds a flight information section that lists flight details for each passenger on the booking.
Behaviour:
- If a passenger has no flight or ticket assigned, no flight information is rendered for that passenger — even when the toggle is on.
3. Enable Payment Section
Adds a payment breakdown to the PDF, including item prices and any cancellation fees.
Behaviour:
- The values shown here come from the booking's Payment tab (billing details). Changes you make there are reflected the next time the PDF is generated.
4. Enable Co-passenger Information
Shows information about any co-passengers tied to the primary passenger.
Behaviour:
- If the primary passenger has no co-passengers, only the primary passenger's information appears.
5. Enable Travel Information
Adds travel information collected from the tour and the booking.
Behaviour: the section combines three sources:
- The Tour Description text from the tour template (under Tour Administration → All Tours).
- The selected entry from the Travel Information dropdown on the booking.
- The text entered in the booking's Destination to field.
Previewing the PDF
Click Preview PDF at the top of the Configure PDF tab. The system generates a sample PDF with the current toggle and field values and downloads it as generated_pdf.pdf. Use this to verify your configuration before saving.
Preview uses sample booking data — the toggles, the passenger portal link, and the supporting text are honoured, but the booking-specific content (flights, passengers, prices, destinations) is illustrative.
What is not controlled here
The PDF header and footer come from your company information, not from the Configure PDF tab. The fields below are configured under Configuration → Company (or Settings → Company information, depending on your menu):
| PDF area | Where to edit |
|---|---|
| Company name, address, postcode, city, country | Configuration → Company |
| Telephone, email | Configuration → Company |
| Bankgiro, organisation number, VAT registration number | Configuration → Company → Payment information |
| IBAN, BIC | Configuration → Company → Payment information |
| Customer portal domain (in supporting text and quote messages) | Configuration → Company |
| Quote expiry window | Configuration → Company |
Invoice-specific behaviour (such as showing the VAT class column) is controlled per VAT class — see VAT class.
Multi-language
Bookings carry a Preferred language. The booking-related PDFs (printouts, email confirmations) render in the booking's preferred language, not the system language.
- If the booking's preferred language is, for example, German, the PDF is generated in German — provided translations exist for the labels and supporting text.
- If a translation is missing for a particular field, the PDF falls back to the system's primary language.
Translations for PDF labels and headings are managed under System Administration → Multi-Language Type.
Troubleshooting
| Symptom | What to check |
|---|---|
| A section is missing from the PDF | Confirm the matching toggle is on, and that the underlying data exists (a flight is assigned, a payment row is filled in, etc.). |
| Supporting text is not appearing | The Include Passenger Portal Link toggle must be on and the Link to Passenger Portal field must contain a URL. |
| The PDF is rendered in the wrong language | Open the booking and check Preferred language. The PDF follows that field, not the system language. |
| Footer (address, Bankgiro, VAT) is wrong or missing | Edit Configuration → Company and Payment information — these fields are not on the Configure PDF page. |