> ## Documentation Index
> Fetch the complete documentation index at: https://docs.roomdoo.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Customer language

> How to set a contact's language and which documents and communications are affected by that choice.

## What the contact's "Language" field controls

Every contact in Roomdoo has a **Language** field on their record. That field is what the system uses to decide which language to send **any document or communication addressed to that contact**.

It affects:

* **Invoices** and proformas (the language of the generated PDF)
* **Automatic emails** (booking confirmation, reminders, check-in instructions)
* **Other documents** generated from the contact record

<Note>
  The contact's language **does not** affect how Roomdoo looks for your team. The app's language is changed from each user's own profile.
</Note>

## How the language is decided when a reservation has several contacts

A reservation can have several contacts linked to it (booker, guests, agency, company). The document language comes from:

* **Invoice:** from the contact the invoice is addressed to (the billable customer). If the invoice goes to an agency or company, it uses the agency's language, not the guests'.
* **Emails to the guest:** from the main guest (the reservation holder).
* **Communications to agency or company:** from the agency or company contact.

<Tip>
  If an international agency books for Spanish-speaking guests, the invoices come out in the agency's language (because it's the recipient), and check-in emails may be in a different language if the guests have one set on their own record.
</Tip>

## How to change a contact's language

<Steps>
  <Step title="Open the contact record">
    Go to **Contacts** and open the contact whose language you want to change.
  </Step>

  <Step title="General data tab">
    It's the first tab on the contact detail.
  </Step>

  <Step title="Choose the language">
    Find the **Language** field and pick the desired language from the dropdown.
  </Step>

  <Step title="Save">
    Confirm with **Save**. From that point onwards, every document and communication addressed to this contact comes out in the new language.
  </Step>
</Steps>

## Common support cases

<AccordionGroup>
  <Accordion title="I changed the customer's language, but the documents I already sent are still in Spanish">
    That's how it works. Changing the customer's language **doesn't redo past documents**, only the ones issued from that point on.

    **If you need to resend an old PDF in the new language**, go to the invoice or document and download it again. The PDF is generated on the spot in the customer's current language.
  </Accordion>

  <Accordion title="The language I want to assign isn't in the dropdown">
    That language isn't available in the system yet. Only the languages active for the property show up as options on the contact record.

    **We handle this on our side** — [contact support](#when-to-contact-support) and tell us which language you need to activate.
  </Accordion>

  <Accordion title="An international agency always receives documents in Spanish, even though their record is set to English">
    Check that the change was saved on the **agency record**, not on the guest who booked through them. Invoices to an agency take the language from the agency contact.

    If the agency record is correctly set to English and the document still comes out in Spanish, it may be a template issue — [contact support](#when-to-contact-support).
  </Accordion>

  <Accordion title="The confirmation email arrives in Spanish even though I changed the contact's language to English">
    Check that you changed the language **before** the confirmation was sent. Automatic emails go out in the language the customer had **at the moment of sending**. If you changed it afterwards, the next email will come in English.
  </Accordion>
</AccordionGroup>

## When to contact support

Contact Roomdoo support if:

* **You need a language enabled** that isn't in the dropdown.
* **A specific template** (invoice, automatic email, confirmation) doesn't translate correctly even though the customer's language is set up right.
* **Some product or service names** appear in another language inside an otherwise translated document — we manage product translations on our side.

<Warning>
  Don't try to change email or invoice templates through other channels. They're centralised, and touching them through unofficial paths can affect every property.
</Warning>