The WhatsApp Templates module allows you to customize the WhatsApp messages sent by InstiKit.
Each template corresponds to a specific system event, such as attendance notifications, fee reminders, payment confirmations, announcements, and other important communication.
Instead of modifying application code, administrators can customize the message content directly from the administration panel.
Important
WhatsApp templates are used only when WhatsApp Notifications are enabled and a supported WhatsApp provider has been configured under WhatsApp Configuration.
Available Templates
InstiKit includes several predefined WhatsApp templates for commonly used system events.
Examples include:
- Announcement Published
- Fee Due Reminder
- Fee Installment Overdue
- Fee Installment Payment Link
- Fee Payment Confirmation
- Student Attendance
- Test WhatsApp Notification
The available templates may increase over time as new features are introduced.
Editing a Template
Each WhatsApp template contains the following fields.
Template ID
Most WhatsApp Business providers require every message to use a pre-approved template.
Enter the approved Template ID or Template Name provided by your WhatsApp provider.
If your provider does not require a Template ID, this field may be left empty.
Subject
The subject is used only for identifying the template inside InstiKit.
Recipients do not see this value in the WhatsApp message.
Use a meaningful subject so administrators can easily identify the template.
Message Content
This field contains the actual WhatsApp message that will be sent to recipients.
Unlike SMS, WhatsApp messages generally support longer content and clickable links, depending on the provider and approved template.
Keep the message clear, professional, and easy to understand.
Template Variables
WhatsApp templates support dynamic variables that are automatically replaced when the message is sent.
For example:
##NAME##
may become:
John Smith
Similarly,
##AMOUNT##
may become:
₹2,500
The list of supported variables is displayed while editing each template.
Note
Use only the variables listed for that particular template.
Unsupported variables will not be replaced.
Enabling or Disabling Templates
Each WhatsApp template can be individually enabled or disabled.
By default, all templates are enabled.
If a template is disabled, InstiKit will not send WhatsApp notifications for that particular event, even if:
- WhatsApp Notifications are enabled.
- WhatsApp Provider is configured.
- The related event occurs.
This allows organizations to disable specific WhatsApp notifications without affecting other templates.
Custom WhatsApp Templates
InstiKit includes predefined templates for commonly used events.
If you need to send WhatsApp notifications for an event that does not already have a predefined template, it will require a customization.
Examples include:
- Custom admission workflows
- Organization-specific approval processes
- Third-party module events
- Custom reports
- Any other workflow not currently supported
Please contact the InstiKit support team if you require additional WhatsApp templates.
Best Practices
When editing WhatsApp templates:
- Keep messages short and easy to read.
- Use professional language.
- Do not remove required variables.
- Ensure the Template ID matches the approved provider template.
- Test the message before using it in production.
Important Notes
- Updating a template affects all future WhatsApp messages for that event.
- Previously delivered messages are not modified.
- Changes take effect immediately after saving.
- Templates can be reset to their default content if required.
Saving Changes
After editing a template, click Update to save your changes.
We recommend sending a Test WhatsApp message after making significant changes to ensure the message is delivered correctly and all template variables are replaced as expected.