SMS Templates
Create reusable SMS message templates with variable substitution. Send to individuals or contact lists for appointment reminders, marketing, and notifications.
SMS Templates
Templates let you create reusable message formats with variable substitution. Write a message once with placeholders like {{first_name}} and {{company}}, then send it to individuals or contact lists—CrystalQore fills in each recipient's data automatically. Perfect for appointment reminders, marketing campaigns, and automated notifications.
Why Use Templates
- Consistency — Same message structure every time, with only the variables changing
- Efficiency — No retyping; send to hundreds of contacts with one action
- Compliance — Pre-approved messaging for regulated industries
- Personalization — Variables make each message feel custom
Creating a Template
Go to SMS > Templates tab — Open the SMS module and select the Templates tab.
Click "New Template" — Start creating a new template.
Write your message — Compose the message using variables where you want dynamic content.
Variable Syntax
Use double curly braces for variables:
| Variable | Description | Example output |
|---|---|---|
{{first_name}} | Contact's first name | John |
{{last_name}} | Contact's last name | Smith |
{{company}} | Contact's company | Acme Inc |
{{phone}} | Contact's phone number | +15551234567 |
Example template:
When sent to a contact with first_name: "Sarah" and company: "CrystalQore", the message becomes:
Hi Sarah, your appointment at CrystalQore is confirmed for tomorrow at 2pm. Reply STOP to opt out.
Variables are case-sensitive. Use lowercase with underscores (e.g., {{first_name}}, not {{First_Name}}).
Sending a Template
Click the Send button on the template — In the Templates list, click the send icon or "Send" action for the template you want to use.
Select recipient type — Choose Individual to send to one contact, or Contact list to send to an entire list.
Select recipient(s) — Pick the contact or contact list. If sending to a list, ensure contacts have the required variables (e.g., first_name) in their profile.
Review and send — Variables are auto-filled from contact data. Preview if available, then confirm and send.
Use Cases
| Use Case | Example Template |
|---|---|
| Appointment reminder | Name, reminder: your appointment is tomorrow. Reply YES to confirm. |
| Marketing | Hi Name! Company has a special offer just for you. |
| Support notification | Name, your support ticket has been updated. |
| Order confirmation | Thank you Name! Your order has shipped. |
| Event reminder | Name, don't forget: Event is tomorrow. See you there! |
SMS vs MMS Templates
Templates support two types:
| Type | Description |
|---|---|
| SMS | Plain text message. Best for short, text-only communications. |
| MMS | Rich message with media attachments. Includes a rich-text editor (TipTap) for formatted HTML content, plus image, video, or PDF attachments. |
When creating a template, select the type. MMS templates include a media upload area where you can attach files that are sent with every use of the template.
Adding Media to MMS Templates
- Set the template type to MMS
- Use the rich-text editor to compose formatted content (bold, italic, links)
- Click the media upload area to attach images, PDFs, or videos
- Media URLs are stored with the template and delivered to each recipient
See Media & MMS for supported formats and size limits.
Template Categories
Organize templates by assigning a category:
- Marketing
- Notifications
- Reminders
- Support
- General
Categories help you find the right template quickly when you have many saved. Filter or browse by category in the Templates tab.
Shared Templates
Toggle the Shared flag when creating or editing a template to make it available to all team members in your organization. Shared templates appear alongside personal templates when composing or sending.
- Shared templates can be used by anyone but only edited by the creator
- Useful for standardized messages that the whole team needs access to
Best Practices
- Test with yourself first — Send a test message to your own number to verify variables and formatting
- Keep it short — SMS has character limits; concise messages perform better
- Include opt-out — For marketing, add "Reply STOP to opt out" or similar to comply with regulations
- Match contact data — Ensure your contact lists have the variables you use; empty variables may show as blank
- Use categories — Assign categories to keep templates organized as your library grows
- Use MMS for visual content — Marketing materials and product images benefit from MMS delivery