Customize Rotation Messages

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

1. Open the dashboard at app.roundrobinbot.eu and select your rotation.
2. On the rotation details page, click Configure and choose Templates.

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

Available messages

Group	Message	Sent when
Channel Messages	On Duty Message	A user goes on duty (posted to the rotation channels)
Channel Messages	On Duty Message (Business Hours)	Business hours start
Channel Messages	Off Duty Message	A user goes off duty
Channel Messages	Off Duty Message (Business Hours)	Business hours end
User Messages	Incoming Duty Message	Sent privately to a user before they go on duty
User Messages	On Duty Message	Sent privately to a user when they go on duty
User Messages	Incoming Off Duty Message	Sent privately to a user before they go off duty
User Messages	Off Duty Message	Sent privately to a user when they go off duty

Note

The two Incoming messages require a PRO plan and the corresponding duty notification option to be enabled for the rotation. The Business Hours messages only apply to business hours rotations.

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

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.

Note

The two Incoming messages cannot be silenced this way: if their template is enabled but empty, Round Robin sends the default incoming-duty message instead. To stop them, turn off the corresponding duty notification option for the rotation.

Tip

Templates can only be edited while the rotation is enabled, and only by users with edit permission on the rotation.