Message Templates

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

✉️ 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

• be reused across many properties and events

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

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Example

Welcome message “Hi {{guest_first_name}}, thanks for booking {{property_name}}. We’re looking forward to hosting you!”

This message is just a template. It can be sent:

• before check-in

• after booking

• on the day of arrival ➡️ only once a rule is added

::: 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 plan to send messages via:

• WhatsApp

• Email

• SMS (these are not translated automatically)

:::

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🖼 Images (optional)

You can add images per language.

• Images are sent together with the message

• Each language can have different images

This is especially useful if:

• your images contain text

• you want to localize instructions or visuals

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🔁 Variables (dynamic content)

Variables allow your message to adapt automatically to:

• the guest

• the booking

• the property

• the online check-in data

How to insert a variable

1. Type {{ anywhere in the text

2. A list of available variables appears

3. Select the variable you want

Examples:

• {{guest_first_name}}

• {{checkin_date}}

• {{property_name}}

The value is filled automatically when the message is sent.

::: Variables make templates reusable across all units without manual edits. :::

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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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✅ 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 it applies to

• define conditions and timing