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Email & WhatsApp Templates

Setup & Admin › Communications › Email Templates · WhatsApp Templates

A template is a message you write once and send many times. Email Templates holds your emails; WhatsApp Templates links the WhatsApp message templates approved in your Meta WhatsApp Business account. Templates are used by your Automation Rules and when you send a message from DiveHQ.

Connect your email sending

Section titled “Connect your email sending”

At the top of Email Templates, Email Provider Configuration sets the mailbox your emails leave from.

  1. Choose the Email Provider: Custom SMTP Server, Gmail / Google Workspace, Outlook / Microsoft 365 (OAuth) or Brevo (Sendinblue).

  2. Enter the From Email Address and From Name, then the provider’s details: SMTP host, port, encryption, username and password; or the Gmail App Password; or the Microsoft 365 application IDs and secret, then connect the account; or the Brevo SMTP login and password.

  3. Click Save Email Settings, then Send Test Email to check it works.

Write an email template

Section titled “Write an email template”

  1. Open Email Templates and click New Email Template, or open an existing one.

  2. Template Information: the Name (the slug, its unique identifier, fills itself), the Category (Booking, Payment, Trip, Customer, Marketing, Other) and Active.

  3. Email Content: the Email Subject and the Email Body.

  4. Insert variables where the booking details should appear: open Available Variables and click a variable to copy it, then paste it into the subject or body.

  5. Save.

Variables are written between braces, for example {customer_first_name}, {booking_number}, {trip_name}, {trip_date}, {boat_name}, {outstanding_balance}, {payment_link} or {company_name}. When the email is sent, each one is replaced with the value of the booking.

Manage email templates

Section titled “Manage email templates”

The list shows the name, subject, category, Active, whether it is a System template, and when it was last updated. Filter by category or Active.

  • Preview shows the template.
  • Duplicate makes an editable copy, for example to write a variant.
  • Delete is not offered on system templates. Edit their wording instead, or switch them off with Active.
Section titled “Link a WhatsApp template”

The WhatsApp Templates tab only appears when the WhatsApp sending module is on (see Optional modules).

Connect a WhatsApp provider

Section titled “Connect a WhatsApp provider”

At the top of WhatsApp Templates, WhatsApp Provider Configuration connects your WhatsApp Business account. Choose the WhatsApp Provider (Twilio, WhatsApp Business API (Meta/Facebook), WATI or 360dialog), enter the WhatsApp Business Number and the provider’s credentials, click Save WhatsApp Settings, then Send Test Message.

Record a template

Section titled “Record a template”

WhatsApp only lets businesses start a conversation with a template that Meta has approved. You create and edit those templates in Meta WhatsApp Manager; in DiveHQ you record which one to use and what to put in its blanks.

  1. Open WhatsApp Templates and click New WhatsApp Template.

  2. Template Information: name, slug, category and Active.

  3. Meta WhatsApp Template:

    • Meta Template Name: the exact name of the approved template (case-sensitive), and its Template Language.
    • Body Variable Mappings: for each numbered blank of the Meta template ({{1}}, {{2}}…), the DiveHQ variable that fills it, for example 1 → customer_name, 2 → booking_number. Available Variables Reference lists them.
    • Dynamic Button URL Suffix: only if the template has a button whose link ends with a variable part.
    • Header Type: No header, Text (with variable), Image (static), Document (static) or Video (static), as in the Meta template.

  4. Save.

The list shows each template’s name and slug, its Meta template, language, number of variables and Active. View on Meta opens Meta WhatsApp Manager; Duplicate makes a copy.