How to create and manage your chat templates ?

 A chat template is a reusable message (for example an appointment-reminder note, a "we received your documents" confirmation, or your cancellation policy). Once created:

- It's available to every practitioner in your clinic.
- It appears in the private messaging composer, ready to insert.
- The practitioner can edit the inserted text before sending — nothing is sent automatically.

▎ Note: Chat templates are only available when private messaging with clients is enabled for your clinic.

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Part 1 — Create and manage your templates (Admin)

Templates are managed by a clinic administrator from the settings.

1. Go to Settings → Communications ( https://www.colib.io/Settings?show=communications )
2. Open the Private messaging with clients section.
3. Make sure private messaging is turned on — the Chat templates area only appears when it's enabled.
4. Click Add a template.
5. Fill in:
- Name — how the template is labelled in the list and in the chat menu (must be unique within your clinic).
- Message — the text that will be inserted into the conversation.
6. Leave Active on so the template is offered in the chat, then click Save.

You can edit or delete any template later from the same list. Setting a template to inactive keeps it in your setting but hides it from the chat.

Personalize with the client's first name

Inside a template's message, use the placeholder {firstname} or {prenom} wherever you want the client's first name to appear. When a practitioner inserts the template, the placeholder is automatically replaced with the first name of the client in that conversation.

Example template:

Hi {firstname}, just a reminder about your upcoming appointment. See you soon! becomes, in a conversation with John Doe:

Hi John, just a reminder about your upcoming appointment. See you soon!

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Part 2 — Use a template in the chat (Practitioner)

1. Open Messaging and select (or start) a conversation with a client.
2. In the message box, click the templates button (the speech-bubble icon next to the message field).
3. Pick a template from the list — its text is inserted into the message box.
4. Review and edit the message if needed, then send it as usual.

The template is only inserted, never sent on its own, so you always stay in control of the final message.

▎ Tip: If you don't see the templates button, it means no active templates have been created yet — ask a clinic administrator to add some (Part 1).

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Frequently asked questions

Are templates personal or shared?
They're shared across the whole clinic. Every practitioner sees the same list.

Can I change a template after inserting it?
Yes. The text is dropped into your message box and remains fully editable before you send.

Will the client's first name always fill in?
Yes, as long as your template uses {firstname} or {prenom}. It's replaced with the first name of the client in the open conversation.

Can I temporarily hide a template without deleting it?
Yes — set it to inactive. It stays in your settings but won't appear in the chat.