Templates Guide

Overview

Message templates let you create reusable messages that auto-populate with data from your monday.com board columns. They're ideal for standardized communications like order confirmations, appointment reminders, follow-up messages, and more.

Creating a Template

1. Open WhatsBoard and go to the Message Templates tab
2. Click Create Template
3. Fill in the template details:

Writing Template Content

Write your message as plain text and insert dynamic variables using double curly braces:

Hi {{Name}},

Your order #{{Order ID}} has been shipped!

Tracking number: {{Tracking Number}}
Estimated delivery: {{Delivery Date}}

Thank you for choosing us!

When this template is used in a chat, each {{Variable}} is replaced with the actual value from the corresponding board column.

Inserting Variables

While creating a template:

1. The available board columns are shown as chips below the content field
2. Click a chip to insert the variable at the cursor position
3. The variable name must match the column title exactly

Supported Column Types

Templates can pull data from these monday.com column types:

Using Templates in Chat

Templates are available in the Item View chat:

1. Open an item and go to the WhatsApp tab
2. Click the Templates button (📝) in the chat input area
3. Browse or search for your template by name
4. Click the template to select it
5. The message preview shows the content with all variables replaced by the item's actual column values
6. If the template has an image, it will be attached to the message
7. Review and click Send

Variable Substitution Example

Template:

Hi {{Name}}, your appointment is scheduled for {{Appointment Date}} at {{Location}}. Reply YES to confirm.

Item column values:

• Name: Sarah Johnson
• Appointment Date: March 15, 2025
• Location: 123 Main St

Resulting message:

Hi Sarah Johnson, your appointment is scheduled for March 15, 2025 at 123 Main St. Reply YES to confirm.

Managing Templates

View All Templates

The Message Templates tab shows a table with:

Edit a Template

1. Find the template in the list
2. Click the Edit icon
3. Modify the name, content, or image
4. Save your changes

Duplicate a Template

1. Click the Duplicate icon on any template
2. A copy is created with the same content
3. Edit the copy to customize it for a different use case

Delete a Template

1. Click the Delete icon
2. Confirm the deletion

Templates in Automations

Templates can be sent automatically via monday.com automations:

1. Create an automation recipe on your board
2. Choose a trigger (e.g., "When status changes to...")
3. Select the Send Template Message action
4. Pick the template from the dropdown
5. Variables are populated from the item that triggered the automation

This is powerful for workflows like:

• Sending a confirmation when a deal moves to "Won"
• Notifying customers when their ticket status changes to "Resolved"
• Sending reminders when a due date is approaching

See the Automations Guide for the full setup process.

Best Practices

• Name templates descriptively — use names like "Order Shipped - EN" rather than "Template 1"
• Test with sample data — verify variable substitution works before using in automations
• Keep messages concise — WhatsApp messages are best when short and actionable
• Use images sparingly — they add impact but increase message size
• Create templates per board — each template is scoped to a board's columns, so create separate templates for different boards
• Review column names — if you rename a board column, update any templates that reference it