Message Templates

Overview

Message templates let you save messages you send regularly — class reminders, payment nudges, welcome notes — and reuse them with one click. Templates support personalization variables, so each recipient receives a message addressed to them personally.

Templates live in a single Templates tab inside the Communications module and can be used for both email and SMS.

Accessing Templates

1. Open Communications from the main menu
2. Select the Templates tab
3. From here you can create new templates, and edit or delete existing ones

Creating a Template

1. On the Templates tab, click to create a new template
2. Give it a clear, descriptive name (e.g. "Payment Reminder — Friendly", "Class Cancelled — Weather") — the name is how you'll find it later on the Send tab
3. Write the content, inserting personalization variables where you want recipient-specific details
4. Save the template

To edit a template later, open it from the Templates tab, make your changes, and save. The updated content is used the next time you apply it.

Personalization Variables

Variables are placeholders written in double curly braces. When a message is sent, MartialFlow replaces each variable with the recipient's actual data.

Available Variables

You don't need to memorize these — the composer on the Send tab includes a variable picker that inserts them for you, grouped by category.

Example Template

Hi {{Customer.FirstName}},

Just a friendly reminder that your account payment status is currently
"{{Customer.PaymentAccount.Status}}". If you have any questions about
your payment, reply to this email or give us a call.

Thank you!

Note that variables are simple substitutions — there is no conditional ("if/else") logic and no template versioning. If you need two variants of a message (say, one for overdue accounts and one for everyone else), create two templates and pick the right one when sending.

Using a Template

1. Go to Communications → Send
2. Choose your channel (Email or SMS) and recipients
3. Select your template — the content loads into the composer
4. Adjust the text for this particular send if needed (edits don't change the saved template)
5. Send

Template Ideas for Martial Arts Schools

• Welcome — greet new families and cover first-class essentials
• Class reminder — short SMS-friendly reminder for upcoming classes
• Schedule change — notify affected families of a time or venue change
• Payment reminder — friendly note referencing {{Customer.PaymentAccount.Status}}
• Grading congratulations — celebrate belt promotions
• Re-engagement — check in with families who haven't attended recently

Best Practices

1. Name templates clearly — include the purpose and tone so staff pick the right one quickly
2. Keep SMS templates short — aim for under 160 characters so each recipient costs a single credit
3. Personalize — messages starting with {{Customer.FirstName}} consistently get better responses than generic blasts
4. Review periodically — prune outdated templates and refresh wording each term
5. Keep the tone consistent — templates are a great way to keep every staff member sounding like your school

Troubleshooting

Issue: A variable appears literally in the sent message (e.g. the text {{Customer.FirstName}})
Solution: Check the spelling and casing of the variable exactly matches the picker — variables are case-sensitive. Use the variable picker rather than typing them by hand.

Issue: Variable comes out blank
Solution: The recipient's record is missing that data. Update their customer profile.

Next Steps

1. Bulk Messaging - Combine templates with recipient filters for efficient group sends
2. Communication History - Review sent messages
3. Email & SMS Setup - Understand channels and SMS credits

Well-crafted templates save time on every send and keep your school's communication consistent and professional.