Create and Edit Message Templates

Quick path: Settings → Templates → Create or edit template → Save

What this helps you do

Bloowatch has two messaging channels: SMS and email. Each works with templates differently:

Channel	Template type	Where to configure	How it’s used
SMS	Reusable text with merge tags	SMS panel (from the Agenda)	Choose “Template” tab when sending an SMS to session participants
Email	Confirmation email body per language	Settings > Emails	Sent automatically on booking confirmation, payment requests, etc.

SMS templates let you write a standard message once — with placeholders like firstname and session_date_time — and reuse it every time you message participants. You can still edit the text before sending.

Email templates control the body of transactional emails (booking confirmations, payment requests, partner confirmations). You customize the banner text per language in Settings > Emails, and Bloowatch fills in the booking details automatically.

Before you start

• You have a PRO or GOLD plan
• For SMS templates: at least one session exists on the Agenda with participants (to test the template)
• For email templates: you know which languages your customers book in

Steps

Part A: SMS Templates

A1. Open the SMS panel from the Agenda

On the Activity Agenda, click the three-dot menu (⋮) on any session block and select Send SMS. The slide-in panel opens on the right.

A2. Switch to the Template tab

Below the participant list, you’ll see two tabs: Free text and Template. Click Template.

The default SMS template appears in the message box with merge tags highlighted in blue.

A3. Understand the merge tags

Merge tags are placeholders that Bloowatch replaces with real data for each recipient when the SMS is sent:

Merge tag	Replaced with	Example value
firstname	Participant’s first name	”Maria”
product_name	Product or activity name	”Surf Lesson”
session_date_time	Session date and time	”28/03/2026, 10:00”
school_name	Your school or business name	”Atlantic Surf School”

The default template reads something like:

Hi firstname, your session for product_name is confirmed for session_date_time. Please arrive a few minutes early. See you soon! — school_name

A4. Edit the template text

You can modify the template text directly in the message box before sending. Add, remove, or rearrange merge tags as needed. For example, you might shorten it to:

firstname — reminder: product_name on session_date_time. See you there! school_name

Watch out: If you remove a merge tag and type it back manually, make sure the tag name matches exactly (firstname, not first_name or name). Misspelled tags won’t be replaced.

A5. Switch between Template and Free text

• Template — Uses the predefined message with merge tags. Each recipient gets a personalized version.
• Free text — Write whatever you want. The same message goes to all selected recipients with no variable substitution.

You can switch tabs at any time. Switching to Free text clears the template; switching back reloads it.

Part B: Email Templates (Confirmation Emails)

B1. Go to Settings > Emails

Click Settings in the left sidebar, then click Emails. The email settings page opens.

B2. Understand the email types

Bloowatch sends several types of transactional emails automatically. Each has a default template:

Email type	When it’s sent	Recipient
Customer Booking Confirmation	When a booking is completed	Customer (client)
Booking Information	When booking details are shared	Customer
Payment Request	When a payment link is sent	Customer
Participant Data	When participant details are requested	Customer
Confirmation to Partner	When a partner booking is confirmed	Partner

B3. Edit the confirmation email banner per language

The email settings page shows a rich text editor for the banner — the custom message block at the top of each confirmation email. You can write a different banner for each language your customers use:

Language field	Who sees it
Banner (English)	Customers whose language is set to English
Banner (French)	Customers whose language is set to French
Banner (Spanish)	Customers whose language is set to Spanish
Banner (German)	Customers whose language is set to German
Banner (Italian)	Customers whose language is set to Italian
Banner (Portuguese)	Customers whose language is set to Portuguese

Type your custom message in the appropriate language field. You can use HTML formatting (bold, links, etc.) in the editor.

B4. Configure display options

Below the banner editors, toggle the display options for the confirmation email content:

Option	What it does
Show participant name	Include the participant’s name in the email body
Show meeting spot	Include the meeting point location
Show session instructors	Include the assigned instructor’s name
Show dates	Include session dates and times

B5. Save

Click Save to apply your changes. The next confirmation email sent will use the updated banner and display settings.

Part C: Product-Level Email Content

C1. Customize email text per product

Each product can include its own description in confirmation emails. When editing a product (Resources > Products), look for the Messages section:

• Show Product Description in Email — Toggle this on to include the product’s description in the confirmation email body
• This is useful for adding product-specific instructions (e.g., “Bring a towel and sunscreen” for surf lessons)

What should happen next

• SMS templates: The next time you send an SMS from the Agenda, the Template tab shows your customized message with merge tags auto-filled per recipient
• Email banners: Booking confirmation emails include your custom banner text in the customer’s language
• Display options: Confirmation emails show or hide participant names, meeting spots, instructors, and dates based on your settings

Template vs. freeform: when to use which

Scenario	Use	Why
Session confirmation to all participants	SMS Template	Merge tags personalize each message automatically
One-off weather cancellation notice	SMS Free text	Unique message that doesn’t need personalization
Standard booking confirmation	Email template (Settings > Emails)	Sent automatically — no manual action needed
Product-specific arrival instructions	Product email content	Included automatically in confirmations for that product only

When templates are used: automated vs. manual sends

Message type	Trigger	Template source
Booking confirmation email	Automatic — sent when a booking is completed	Settings > Emails (banner) + Product description
Payment request email	Automatic — sent when a payment link is created	Settings > Emails
SMS from Agenda	Manual — you choose when to send	SMS Template tab or Free text
Scheduled SMS	Semi-automatic — you set it up, it sends at the scheduled time	SMS Template tab or Free text

Common mistakes

Mistake	Why it happens	Fix
”Merge tags show as literal text in the SMS”	Tag name is misspelled or has extra characters	Use the exact tag names: firstname, product_name, session_date_time, school_name
”Email banner doesn’t appear for French customers”	The French banner field is empty	Go to Settings > Emails and fill in the Banner (French) field
”Confirmation email has no product details"	"Show Product Description in Email” is off	Edit the product and enable this toggle in the Messages section
”SMS template reverts after switching tabs”	Switching to Free text and back reloads the default template	Edit the template text only in the Template tab without switching

If it still doesn’t work

• For SMS: verify that participants have valid phone numbers and your SMS credit balance is sufficient
• For emails: check that the customer’s language matches one of the banner languages you configured
• Verify the email type is active in Settings > Emails
• Contact Bloowatch Support via the chat widget