Manual / Communication

Editing WhatsApp templates

Updated on 2026-07-18

Editing WhatsApp templates

Every automatic WhatsApp message BedFlow sends to your guests starts from a central template — just like the email texts. You manage them via Manage → Message templates, in the WhatsApp templates section.

Tip: Manage → Automated messages shows the full guest-journey timeline with every email and WhatsApp message per moment. Click a WhatsApp card there and you land straight in the right template editor.

Which messages are these?

  • Quick buttons in the planning grid — "Room ready", "Checkout", "Breakfast" and "Wellness" (the buttons in the WhatsApp dialog on a booking)
  • Booking cancelled — after a manual cancellation in the planning grid
  • Pre-arrival — two days before arrival, with the check-in times
  • Payment received — confirmation after full payment or a deposit (with remaining balance)
  • Booking expired — when an unpaid booking lapses automatically
  • Housekeeping — the daily summary and the personal link for your housekeepers
  • Wellness — booked (with payment link), paid, added to a stay, expired, and the balance reminder after the session

The welcome message at check-in lives elsewhere: you edit it on the property itself, under the WhatsApp tab (Properties → your property → WhatsApp).

Editing a template

  1. Open Manage → Message templates and click a template in the WhatsApp templates section
  2. Pick the language at the top: NL · EN · FR · DE — each language has its own text and guests automatically get the right one
  3. Edit the text; keep variables like {{ $firstName }} or {{ $propertyName }} in place (click the variables panel on the right to insert one)
  4. Click Save — active immediately. Or use Save & translate to all languages to have DeepL translate your change to the other languages right away

On the right you'll see a WhatsApp preview of the text as a chat bubble. There is no subject line — WhatsApp doesn't have one.

Per property

A change only applies to the property you're working in. As long as you change nothing, BedFlow uses a neutral default text with your property's name in it. Good to know: property-specific info such as "entrance around the corner", parking instructions or your wellness facilities goes into the template yourself — then every guest gets your text, in their language.

Reset returns a language to the default text.

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