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SMS & email templates

Any wiki page can double as a message template by ticking SMS Template and/or Email Template in Page Settings. Templates are the reusable messages that Workflows, Campaigns, and Conversations send — written once, here, with variables that personalize per patient.

SMS templates

Section titled “SMS templates”

Tick SMS Template and a collapsible SMS Preview section appears below the editor, showing a phone mockup (labelled 🇺🇸 English) of exactly what the patient will see, plus a character counter. The section header carries a status badge — Translations after save on a new page, or N translations once languages are generated (see Translations).

The counter differs between the two screens:

  • Create page — a simple counter: X / 160 characters and N message(s).
  • Edit page — a richer stats panel:
    • an encoding badge — Standard (GSM-7) for plain text, or Unicode (UCS-2) when the message contains emojis or special characters (with the warning Contains special characters - reduced limit);
    • a progress bar with segment markers;
    • characters, remaining, and SMS segments stats;
    • a split note such as (153/67 chars each due to concatenation headers) when the message runs to more than one segment.

How the limits work: a plain-text (GSM-7) SMS fits 160 characters in a single segment; an emoji or certain special characters switch the message to Unicode, dropping a single segment to 70 characters. When a message is long enough to split across multiple segments, each segment holds fewer characters — 153 (GSM-7) or 67 (Unicode) — because concatenation headers eat into each part. Split messages show 1/N, 2/N… indicators in the preview. Each segment may bill separately, so keep templates tight.

Variables like {{patient_first_name}} show as-is in the preview, with the footer note Variables like {{patient_first_name}} will be replaced with actual patient data when sent. When Spanish/Russian are enabled, translated phone previews render next to the English one after you save (see Translations).

Email templates

Section titled “Email templates”

Tick Email Template and you’ll see:

  • An Email Subject field (required) — the subject line patients see.
  • A collapsible Email Preview section (header badged Email Template) showing a mockup with From, To, Subject, and your formatted body. On the Create page the From is Teamio <nilay@teamio.app>; on the Edit page it shows your site name and verified sending email. The To is always the sample John Smith <patient@example.com>.

Email templates support full formatting (headings, lists, images) from the editor.

Add your practice’s signature — logo, name, phone, address and links — with the {{email_signature_block}} variable. See Email signature.

Where templates are used

Section titled “Where templates are used”

Once a page is a template, it appears in the template pickers across Teamio:

  • Workflows — the SMS/Email action’s rules table picks a template per procedure code.
  • Campaigns — mass email/SMS pull from your templates.
  • SMS Conversations — staff can drop a template into a one-to-one text.

Because they all reference the same page, editing the wiki page updates the message everywhere it’s used.

Tips

Section titled “Tips”
  • One message, one template. Don’t cram a confirmation and a recall reminder into one page.
  • Watch the segment count — a 3-segment “text” costs 3× and reads worse. Trim.
  • Test variables by sending yourself a test from a Campaign before relying on a new template.
Section titled “Related”