Message Templates

Create reusable message templates with languages, images, and dynamic variables.

Create reusable message templates with languages, images, and dynamic variables.

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✉️ Message Templates

Message templates are the building blocks of automatic communication in OkupAI.

A template defines what is sent to a guest — when and to whom is defined later using Message Rules.

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🧠 What is a message template?

A message template is a reusable message that can:

• be written in multiple languages

• include dynamic variables (guest, booking, property data)

• include images per language

• be reused across many properties and events

A template does nothing by itself until it is linked to a rule.

💡 Example

Welcome message "Hi {{guest_name}}, thanks for booking {{unit_name}}. We're looking forward to hosting you!"

Think of templates as message content, and rules as delivery logic.

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➕ Adding a new template

1. Go to Messaging → Automation

2. Click Add new template (top right)

3. The template is created and opens automatically

You are now on the Template Details page.

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🌍 Template languages

Each template can contain multiple languages.

• Click Add Language

• Choose the language

• Write the message text for that language

🌍 How language selection works

• The booking platform sends the guest language to OkupAI

• OkupAI automatically selects the matching template language

• If no exact match exists, your default language is used

Many booking platforms translate messages automatically. However, adding multiple languages is highly recommended if you send messages via WhatsApp, Email, or SMS — these are not translated automatically.

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🖼 Images

You can add images per language:

• Drag & drop files into the upload area, or click to browse

• Reorder images by dragging — the order badge shows the sending order

• Each language can have different images

This is especially useful when your images contain text, or when you want to localize instructions or visuals.

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🔁 Variables (dynamic content)

Variables adapt your message automatically to the guest, the booking, and the property.

⌨️ How to insert a variable

1. Type {{ anywhere in the text

2. A searchable list of available variables appears

3. Select the variable you want

The value is filled automatically when the message is sent.

📆 Booking variables

Variable	Content
booking_id	Unique booking identifier
booking_date	Date when the booking was made
checkin_date / checkout_date	Stay dates
nights_price	Total price for the nights
cleaning_price	Cleaning fee amount
platform_city_tax	City tax amount
currency	Booking currency
payment_method	Payment method used
platform_name	Booking platform name

👤 Guest variables

Variable	Content
guest_name	Primary guest name
guest_email	Guest email (online check-in first, platform as fallback)
platform_guest_phone	Guest phone from the platform
platform_guest_origin	Guest origin reported by the platform
n_adults / n_children / total_guests	Guest counts
ai_guest_country	Guest country (AI detected)

🪪 Online Check-In variables

Filled from your guests' Online Check-In submissions:

Variable	Content
oci_guest_name	Guest name(s) from check-in
oci_birthdate / oci_nationality	Guest identity data
oci_address / oci_country	Guest address data
oci_guest_phone	Phone number(s) from check-in
oci_id_type_uploaded	Uploaded ID document type(s)
oci_arrival_time / oci_departure_time	Expected arrival / departure
oci_bed_wishes	Bed preferences
oci_invoice_address	Invoice address from check-in
oci_submission_date	When check-in was submitted
has_completed_checkin	Whether check-in was submitted

🏠 Property variables

Variable	Content
unit_name	Friendly name of the unit
unit_floor / unit_door_number	Location inside the building
object_address / object_city / object_country	Property address
object_max_guests_capacity	Maximum guest capacity
checkin_time / checkout_time	Standard times for the unit
wifi_login / wifi_password	Wi-Fi credentials
taxi_number	Local taxi phone number

🔑 Access code variables

Variable	Content
building_code	Building entrance code
unit_door_code	Unit door code
garage_door_code / basement_code	Additional access codes
custom_code	Custom property access code
ttlock_passcode	Booking-specific smart lock passcode, generated automatically by the lock integration

ttlock_passcode requires the smart lock integration to be active for the property. The passcode is unique per booking and valid for the stay dates.

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🔗 Templates vs Rules (important)

Templates	Rules
Define what is sent	Define when & to whom
Can be reused	Trigger messages
No timing	Time-based or event-based

A template is not associated with any event or unit until you create a rule.

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📱 WhatsApp Template Approval

When using WhatsApp templates, they must be approved by Meta before they can be sent. If a template is not yet approved, you will see a message indicating that it was skipped due to pending approval.

Check the template status in the Messaging → Automation section to ensure your WhatsApp templates are approved and ready for use.

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🗑 Deleting a template

Open the template, click Remove, and confirm the warning.

Deleting a template group is permanent. It removes every language variant, its images, and all associated message rules.

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✅ Next step: Message Rules

Once your template is ready:

➡️ Go to Automatic Message Rules

There, you will:

• choose when the message is sent

• select which properties and channels it applies to

• define conditions and timing