Creating and using message templates saves time by providing reusable text for common replies, reminders, and instructions. Build a library of templates for frequently-sent messages, then apply them with one click when composing texts to students.
SMS templates are separate from email templates and are optimized for the shorter format and casual tone of text messaging. Templates help maintain consistency across your team while speeding up responses during high-volume periods.
Navigate to templates
Navigate to the Templates section in the admin portal. Any existing SMS templates will be listed on this page.
Click Create Template
Click Create Template to start a new template. A template creation modal will open.
Select SMS as the template type
Select SMS as the template type. This ensures the template appears in your SMS templates library and not in email templates.
Name your template
Give your template a clear, searchable name that describes when to use it. For example, "Room selection deadline reminder" or "Move-in checklist instructions."
Naming best practices: Use descriptive names that make templates easy to find when searching. "Room selection deadline reminder" is more useful than "Reminder 1." Your team will thank you when searching for the right template during a busy shift.
Write the message content
Write your message content in the template editor. Keep it concise for text messaging—most templates should be one or two short paragraphs.
Text messages work best when theyʼre brief and scannable on mobile devices. If your template is getting long, consider breaking it into multiple templates or moving the content to email instead.
Add merge fields (optional)
Insert merge fields to automatically include student names, building assignments, deadline dates, or other details when you apply the template. Common merge fields include:
Student name: Personalizes the greeting
Building name: Customizes move-in or room instructions
Room number: References specific assignments
Deadline date: Updates automatically if deadlines change
When you apply the template to a message, the system fills in the merge fields with that studentʼs actual data.
Save the template
Click Save. The template is now available in your SMS templates library and can be applied to any text message.
Apply a template to a message
While composing a message in the SMS screen, click the Templates button. The template dropdown will open.
Search for or scroll to find the template you want, then click on it to select it.
The template content fills the message field, with merge fields automatically replaced by the studentʼs information. You can edit the message after applying the template to customize it further before sending.
Edit an existing template
Navigate to the templates library and find the SMS template you want to update. Click to open it in edit mode.
Make your changes to the content or name, then click Save.
Updated templates are used the next time someone applies them to a message. Editing a template does not change messages that have already been sent or scheduled using the old version.
Common template types
These template types are useful for most housing teams:
Deadline reminders: "Your room selection appointment is tomorrow at 2pm. Log in to [portal URL] to choose your room."
Move-in instructions: "Welcome! Your move-in time is [date] at [time]. Park in [lot name] and check in at [building]."
Common FAQs: "You can view your roommateʼs contact info in your portal under Applications > View Assignment."
Status updates: "Your room change request has been approved. Youʼre now assigned to [building] [room number]."
Follow-up requests: "We need additional information about your accommodation request. Please reply with [specific details needed]."
Review your teamʼs most frequently-sent messages each semester and create templates for any message you send more than five times.