How To: Organize, Filter, and Edit Messaging Templates
This article guides you through managing your communication templates efficiently within your hub. It covers how to filter your view, understand the template list, sort your communications, and perform actions such as editing, duplicating, or safely deleting templates.
- When to use this guide
- Benefits of using this guide
- Understanding the Template List
- Step-by-Step Process: Filtering Templates
- Sorting Templates
- Actions on Templates
- Key Features
- Related Articles
Important Deletion Note: If a template is linked to multiple automations, a pop-up will display all linked workflows. You must individually delete each linked automation from this list before the template itself can be successfully removed.
When to use this guide
- When you need to organize and quickly locate specific SMS or Email templates for guest communication.
- When you want to duplicate an existing template to create a new one, or convert an SMS template format to an Email format.
- When you need to safely delete old templates without disrupting your active automated workflows.
- When verifying which properties, groups, or automations currently have access to a specific template.
Benefits of using this guide
- Time Efficiency: Learn how to instantly narrow down your template view using specific criteria like groups or status.
- Better Organization: Understand exactly how your templates are categorized and applied across your portfolio.
- Error Prevention: Ensure you follow the correct procedures for modifying or deleting templates tied to active guest journeys.
Understanding the Template List
When you create a new template, it automatically appears in your template list, organized with key details to help you manage your communications efficiently. By default, all templates are displayed.
| Field | Actions & Description |
| Template Category: |
Shows the specific category the template is associated with (e.g., Guest Journey, Check-in Communications). |
| Template Name: |
The unique title given to the template during creation. You can also search for a template by typing its name in the top search bar. |
| Template Format: |
Identifies if the template uses Email, SMS, or Smart TV. An intuitive icon (envelope for Email, speech bubble for SMS) is displayed. |
| Linked Groups: |
Shows which groups are associated with the template ("Shared across all groups" or specific groups). If multiple groups are linked, "View More" opens a full list to view without cluttering the interface. |
| Linked Automation(s): |
Displays workflows linked to the template. "View More" allows you to see all Enabled/Disabled statuses. Use the redirect icon |
Step-by-Step Process: Filtering Templates
The Template Filter Search Option enhances the search functionality by enabling you to narrow down your results using specific criteria. You can apply filters individually or combine them simultaneously.
| Step | Actions |
| Step 1: Groups Filter | Open the Select Group(s) dropdown. Choose one or more groups from the available list to find templates exclusively associated with those properties. Click "Done". |
| Step 2: Category Filter | Open the Template Category dropdown. Select predefined categories (e.g., Welcome & Essentials, Booking Confirmation) and click "Done" to apply. |
| Step 3: Format Filter | Open the Template Format dropdown. Select the communication type you are looking for (SMS or Email), then click "Done". |
| Step 4: Status Filter | Open the Automation Status dropdown. Choose whether you want to see templates that are currently Linked to an automation or Not-linked. Click "Done". |
| Step 5: Apply & Reset |
To combine filters (e.g., Email templates for a specific Group that are Linked), make selections across multiple dropdowns and click "Apply Filters". If you need to start over, click "Reset All" to clear your criteria and display all templates again. |
Sorting Templates
Templates are sorted alphabetically by Template Name by default, indicated by a highlighted sort icon in the column header.
| Sort Type | Description |
| Category: | Sorts templates based on their assigned organizational category. |
| Template Name: | Sorts templates alphabetically A-Z by their name (Default). |
| Format: | Sorts templates by their communication method (Email or SMS). |
Actions on Templates
You can perform several management actions via the icons located next to each template row.
| Action | Description |
| Preview |
View how the template will look to guests. The preview adapts automatically to the chosen format (Email or SMS). |
| Duplicate |
Creates a copy prefixed with "Copy of...". Duplicating an SMS template allows you to switch the format to Email. Duplicating an Email template will always stay as an Email due to rich formatting requirements. After saving, you will be redirected to the editor. |
| Edit |
Directly opens the template's dedicated page in the editor for modifying its content and settings. |
| Delete |
Removes the template. The process changes based on linkage: • Single Automation Linked: The system will prompt for simple confirmation before deletion. • Multiple Automations Linked: A pop-up will display all linked workflows at the Property or Group level. You must delete each linked automation via the pop-up before the final template deletion occurs. |
Key Features
- Simultaneous Filtering: Apply Group, Category, Format, and Status criteria at the same time to isolate the exact communications you are looking for.
- Format Conversion: Save time by duplicating a concise SMS template and instantly transforming the duplicate into a rich-text Email template.
- Intelligent Delete Safeguards: Prevent broken guest workflows. The platform actively stops you from deleting a template if it is still powering multiple live automations.
Related Articles
| Learn/Read How To: Create Messaging Templates here. |
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