Templates — SMS, Email, Notice, and Expense Receipt

Templates allow you to prepare messages to be sent to residents in advance and record them. Instead of writing SMS one by one every month, you prepare a "Dues Reminder" template once and use it with a single click during sending. Typical use areas: due date SMS, meeting invitation texts, notices, expense receipts.

Where to open?

From the left menu, Settings → Templates. At the top is the filter dropdown, at the upper right is the Add Template button, at the bottom all existing templates are visible as a table.

Template types

There are 4 main types in Apt Yönet:

Collection Receipt (for payment received from residents) and Multiple Collection Receipt are top category — they are centrally managed by the system administrator and are not visible on your page.

1. View existing templates

On the Templates page, if you click a type (e.g., SMS) from the filter dropdown at the upper left corner, only the templates in that category are listed. "All Categories" shows all of them.

System pool vs. Your templates

Two groups of templates appear in the list:

• System pool templates — Ready-made templates prepared by the Apt Yönet team. Their labels are distinguished as "System." You cannot Edit and Delete; you can only View and Copy.
• Your templates — Templates you created or copied from the system and customized. Edit / Delete / Copy are all allowed.

2. Copy a system template and customize (easiest way)

1. Press the Copy button on the right of a template row in the system pool.
2. A new template is created — its name comes as "[Original name] Copy."
3. The new template appears on your side in the list; you can click on it and adapt the content to your own complex with Edit.

3. Create a new template from scratch

Press the Add Template button at the upper right → select a category from the drop-down menu (e.g., SMS). The template creation page opens:

1. Template Name — internal name you will recognize (e.g., "Dues Reminder — Beginning of Month").
2. Content — rich text editor (TinyMCE). You can use formatting like bold/italic/list/table/link for Email/Notice; write plain text for SMS (formatting does not appear).
3. Dynamic fields — Use tags like {person_name}, {dues_amount}, {due_date} within the message. During sending, the system replaces these tags with real values for each resident.
4. Save — added to your template list, you can select it from the dropdown in the next notification sending.

Viewing the system pool and copying system templates is open in the free package; creating a new template from scratch or editing depends on package access (the info banner at the top of the page shows your package status).

4. Dynamic fields (placeholders)

Dynamic fields allow you to personalize your message for each resident. Common ones:

• {person_name} — resident's full name
• {unit_no} — unit number
• {block} — block name
• {dues_amount} — total open dues amount
• {due_date} — closest due date
• {complex_name} — complex name (fixed)

When saving the template, the available fields are shown as an auxiliary list in the right panel.

Preview

When you press the "Preview" button on the notification sending page, tags are shown replaced with the real value of a sample resident. If there is an incorrect tag (e.g., misspelled), it is visible here.

5. Edit or delete a template

On the right of your own template:

• Edit — The same page as template creation opens, filled with current values.
• Delete — The template is moved to the Trash (does not disappear immediately). Restoration is possible; if you want to completely delete, you permanently delete from the Trash.
• Copy — Creates a new template, you can start your own edits.

Practical suggestions

• Consistent naming — Regular names like "Dues-Reminder-Start-of-Month," "Dues-Reminder-Past-Due," "Meeting-Invitation" help you find the template quickly.
• Keep SMS short — There is a 70-character limit with Turkish characters; unnecessarily long messages are split into 2-3 SMS, cost increases.
• Add a signature to email templates — your own name, phone, complex address — redirects resident questions to you.
• Use formal language for notice templates; when carrying the nature of a notice / legal notification, they can be used as evidence in court.

Next step

When residents want to send you written requests, the Support Tickets module comes into play. Read the next article.