You must be an Office Administrator to customize text messages

Note: The ability to customize a template requires a professional subscription or above. If you cannot see the customize option below, contact support.

Customize a text message template

1. Go to the Messages and Alerts Admin Screen by clicking Admin>Messages and Alerts
   
2. If you can’t see the template you want to change, you’ll first want to apply a set of templates to customize. Click Start Here and select from the available list.
   
   
   
3. Choose the SMS template you want to edit and click Customize . This takes you to the message customization screen.
   
   
   
4. Make the changes you want to the message and other fields (See Guide to Text Message Fields below)
   
5. Click Save
   

Create a new email template

It’s easier to customize a template than it is to create a new one from scratch. However, there are times when the templates we provide simply don’t fit your needs. In that case, follow the instructions below.

1. Go to the Messages and Alerts Admin Screen by clicking Admin>Messages and Alerts
2. In the “Text” column of the “Messages and Alerts” menu, click “Add Text Message Template”.
   
   
   
3. Use the guide Guide to Changing Text Message/SMS fields below to update the details of the message.
   

Guide to Changing Text Message / SMS Fields – What can I Customize?

There are 3 main parts to a text message template:

1. The Triggering Information: Tells Keyzapp when and how to send the message
   
2. The Sender/Receiver Information: Who should receive the text message, and where it comes from
   
3. The Message Content: What information is sent out in the text message.
   
   
   

Updating Text Message Triggering Information

The text message triggering information shows how and when Keyzapp will send the text message as well as giving you the ability to name and describe your templates.

Template Type: Can be set to either Automatic or Manual.  Automatic messages are sent by Keyzapp automatically, whereas manual messages must be triggered by you clicking a button in the interface.

Activity Type: This defines the activity that triggers the message to be sent (e.g. Key Goes Overdue).  (Only Shows for Automatic Messages) 

The Template Type and Activity Type can only be set when the message is created  – after that, it is locked.  To change the type, you’ll need to delete this message and create a new message.

Time Offset: When you want the message to be sent at some point before or after the due back time, then select for the time relative to the due back time (e.g.  +1 day  means “ send the message 1 day after the key’s original due back time”).  If the time offset you want is not available, we can add it for you- just  contact support .   Time offsets are only available for the activity type: Overdue Reminder (Before or After)

Name:  The template name that shows in the list of templates- keep it short and descriptive (e.g. Overdue + 1 Day)

Description:   A longer description that explains more about the template you are setting up.

Updating SMS Sender/Receiver Information

The sender / receiver information tells Keyzapp who should get the message and how it is sent. In text messages, this is very simple.

Warning: Change this setting with caution- if you make a mistake it could prevent your message being sent.

From: The from name in an sms describes where the message appears to come from on the receiver’s phone. This can either be a phone number or in some countries it can be up to 11 characters of text.   We recommend you leave this as the default. The default uses the placeholder [[SenderId]], which is the “From” name that has been set up for your account.  To change this, contact support.

If you do wish to change this field, here are some guidelines:

• If you are in the US or Canada, you may only use a phone number, due to communications law in your country.
  
• Try to avoid using words like FREE, since these will be blocked by most carriers and prevent the message being sent
  
• Remember that your contractors and maybe even your clients may need to understand the abbreviation - keep it simple!
  

Updating SMS Message content

Message Text:  You can only send plain text in a text message, so unlike with email, there are no fancy formatting options here.  Write a short, succinct message.  You can make use of Text Placeholders.

Remember that a text message can only be 160 characters long.  If the message you send exceeds this limit, then two messages will be sent and joined together automatically.  This will cost two messages from your allowance.

Using Text Placeholders ('Text Replacement')

What makes text messaging really powerful is the ability to include text placeholders in your template.  When the message is sent, these placeholders will be replaced with the relevant details from the key ring in question.

Text placeholders can be used in the "From" and "Message Text" fields.  They are special codes contained within square brackets (e.g. [[FirstName]]).

On the right hand side of the text message template edit screen, there is a "Cheat Sheet" explaining all the different codes you can use.

Here are some common examples:

Placeholder	Description	How it is used in a template	How it is displayed in the message
[[FirstName]]	First name of person receiving message	Dear  [[FirstName]]	Dear  Kathy
[[KeyringID]]	The ID of the keyring that the text is being sent about	Keyring  [[KeyringID]]  is overdue	Keyring  094 A  is overdue
[[PropertyNotes]]	2 placeholders, which will only show if there are property notes recorded for the keyrings's property	Thanks for signing out. [[PropertyNotes]]	Thanks for signing out. Alarm Code: 1234
[[Line1]]	Line 1 of the keyring's property address	This key is for  [[Line 1]]	This key is for  17 Acacia Avenue