Manual / Communication

Editing WhatsApp templates

Updated on 2026-08-15

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?

  • Welcome at check-in — the message the guest receives the moment you check them in
  • Quick buttons in the planning grid — "Room ready", "Checkout" and "Breakfast" (the buttons in the WhatsApp dialog on a booking). If you offer wellness, a fourth quick button appears
  • 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 link to the guest page

You don't have to add this yourself. For Welcome at check-in and Pre-arrival, BedFlow attaches that booking's personal guest page to the bottom of the message automatically — on the welcome message together with the buttons to open the door, if you have locks connected.

That's why there is no variable for it in the panel on the right: every guest gets their own, temporarily valid link, so it can't sit in a template as fixed text. Add a link yourself and it will appear twice in the message. In the editor, those two templates carry a Good to know box as a reminder.

Want a guest page link in a message you type yourself? That works: in Daily → Messages the 🔗 Guest page button sits above the text box.

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.

Creating your own templates

The quick buttons in the planning grid are fixed: you can edit their text, but you can't add new ones. If you want your own list — different check-in times for one specific day, for instance — use Daily → Messages. Click ⚙️ Manage templates there and then + Add template: name, text, done (up to 30).

Above the text box you'll find buttons for variables such as first name, arrival date, check-in from, wifi password and the guest page link. They're filled in with the details of the booking you're sending to.

Sending a message to one guest

  • Daily → Availability: click the green WhatsApp icon on the booking, pick a quick message, adjust the text if you want, and send
  • Daily → Messages: pick the conversation, click your template and send. This works for Booking.com and Airbnb chats too
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