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Customize rotation messages

Works on the Free plan. Options marked Pro below need a Pro plan.

Round Robin posts messages to your rotation channels and sends direct messages to your users whenever duty changes. On the Message Templates page you can replace any of these messages with your own template, and you can enable or disable each template individually.

Open the Message Templates page

Section titled “Open the Message Templates page”
  1. Open the dashboard at app.roundrobinbot.eu and select your rotation.
  2. On the rotation details page, click Settings, then open Messages & Slack.
  3. Scroll to the Message templates card.

The page shows two groups of messages: Channel Messages and User Messages.

The Message templates card on a rotation’s Messages & Slack settings, listing Channel Messages and Direct Messages, each with an Enabled switch, a template box and a live preview

Available messages

Section titled “Available messages”
Group Message Plan Sent when
Channel Messages On Duty Message All A user goes on duty (posted to the rotation channels)
Channel Messages On Duty Message (Business Hours) Pro Business hours start
Channel Messages Off Duty Message All A user goes off duty
Channel Messages Off Duty Message (Business Hours) Pro Business hours end
User Messages Incoming Duty Message Pro Sent privately to a user before they go on duty
User Messages On Duty Message All Sent privately to a user when they go on duty
User Messages Incoming Off Duty Message Pro Sent privately to a user before they go off duty
User Messages Off Duty Message All Sent privately to a user when they go off duty

The two Business Hours messages only fire on business hours rotations, and the two Incoming messages also need the corresponding duty notification option turned on for the rotation.

Enable and edit a template

Section titled “Enable and edit a template”
  1. Turn on the Enabled switch next to the message you want to customize.
  2. Type your template in the text box. Use replacement tokens such as %USER%, %USERHANDLE%, %NAME%, and %UNTIL% to insert dynamic content.
  3. Check the result in the blue Preview box below the text box. It updates automatically as you type, using your rotation’s real data.
  4. Click Save Templates.

How the Enabled switch works

Section titled “How the Enabled switch works”

Each message follows the same rules, with one exception noted below:

Switch Template text Result
Off Anything Round Robin sends its default message. Your template text is kept for later.
On Filled in Round Robin sends your custom message.
On Empty That message is not sent at all.

This gives you two useful moves:

  • Pause a customization without losing it: turn the switch off. The default message comes back, and your template is still there when you re-enable it.
  • Silence a message entirely: turn the switch on and leave the template empty. For example, you can suppress the channel off-duty message while keeping the on-duty announcement.

Next steps

Section titled “Next steps”