WhatsApp Template for Academies: Class Reminder

How many times have you been left waiting for a student who didn't show up because they forgot the class? With a WhatsApp reminder, you reduce absences and show that your academy is organized. Here's a ready-to-use template.

• {{1}}: student's name (e.g., 'Maria')
• {{2}}: subject or course (e.g., 'English level 2')
• {{3}}: time (e.g., '18:30')
• {{4}}: location or mode (e.g., 'room 3' or 'zoom')

1. 1Copy the message and replace the variables with the real data.
2. 2Send the reminder between 12 and 24 hours before the class.
3. 3If you use Wando, upload the template to the panel and the AI will use it on its own when appropriate, learning from your responses.

Note: This is a transactional message (reminder), so in the official WhatsApp API it corresponds to a utility category template. Meta approval can take up to 48 hours. With Wando, you upload it to the panel and the AI uses it when needed, without having to program anything.

When to send this message (and when not to)

The class reminder works when the student has already signed up or is already attending. The right time is between 12 and 24 hours before: enough for them to keep it in mind, but not so early that they forget.

Don't send it if the student has a class today and already had it, if they already confirmed attendance through another channel, or if it's a new contact who hasn't had their first class yet. In those cases, a welcome or enrollment confirmation message works better.

Also don't use it to charge, promote, or greet for birthdays: that's another template category and Meta may reject it. This message is only to remind about an already scheduled class.

What to reply when the student responds

The student who receives the reminder almost always responds with one of these three things. Have them ready so you don't improvise.

If they confirm they're coming: 'Great, {{1}}! We'll see you tomorrow at {{2}} at {{3}}. If anything comes up, write to us here.'

If they say they can't make it: 'No problem, {{1}}. We'll mark your absence and arrange to reschedule the class. Does the same time next week work for you?'

If they ask about changing the time: 'Yes, that's possible. What day and time would work for you? We'll check and confirm if there's availability.'

• Always reply the same day, before the conversation goes cold.
• If you use Wando, the AI suggests these replies and you approve them with a click.

How to know if the message worked

The reminder works if it lowers the number of absences. This is measured by comparing the absences of students who receive the message against those who don't, or against the same period from the previous month.

Also check the response rate: if more than half of the students reply something, the message is getting through well. If almost no one replies, the timing might not be ideal or the text might not be engaging.

In Wando, message statistics show you how many were sent, how many were delivered, and how many replies you received. That gives you a quick read without doing the math by hand.

Why Meta may reject the template and how to fix it

Meta rejects reminder templates when the text is ambiguous, promotional, or doesn't make it clear it's a useful notice. Typical examples: including a discount, a 'Don't miss it!' or an extra emoji. That turns it into marketing, not utility.

It also rejects if the variables aren't properly marked or if the message isn't clear with the examples provided. If it's rejected, check that the text is direct, without adjectives, and that variables {{1}}, {{2}}, etc. are in the correct order.

Approval can take up to 48 hours. If you correct it, resubmit it and wait again. In Wando, you upload the template in the panel and we notify you when Meta approves it.

Formal vs. friendly variant: when to use each one

The formal variant ('Dear {{1}}...') is for contexts where the treatment is formal, such as language academies for adults, corporate courses, or students who already have a more distant relationship. Use it if the academy uses the formal 'you' or if the student is older.

The friendly variant ('Hi {{1}}! 👋...') is for academies with informal treatment, such as art workshops, gyms, or classes for young people. The tone should match what you already use on a daily basis.

If you don't know which one to use, look at how the student writes to you: if they use informal language, respond informally; if they use formal language, stick with the formal. The worst is mixing: a 'Dear' with an informal greeting doesn't suit anyone.

How to personalize the reminder without sounding like a robot

The variables {{1}}, {{2}}, {{3}} and {{4}} are the skeleton, but the message comes to life when you add real data and a touch of your academy.

Instead of just saying 'English level 2', write 'English level 2 with teacher Martín'. If the class is online, specify the platform in {{4}} and add the link. That reduces friction and doubts.

Watch the tone: if your academy is formal, don't add emojis or abbreviations. If it's relaxed, a '👋' or a 'have a great weekend!' works well. The key is that the message sounds like it was written by a person on your team, not a bot.

• Try using the student's name and a specific detail about the class: the response rate goes up.
• If you use Wando, the AI suggests the text with the variables already filled in, and you approve it with a click.

What to do if the student asks to reschedule the class

When the student replies that they can't make it and proposes another time, don't just say 'yes, that works.' Confirm the new time right away, if you have availability, or tell them when you'll confirm.

Sample message: 'Great, {{1}}, I'll put you down for {{2}} at {{3}}. If anything changes, we'll let you know. Thanks for letting us know!'

If you don't have a slot at that time, offer a concrete alternative: 'That time is full, but I have {{2}} at {{3}}. Does that work for you?'

The important thing is that the rescheduling is recorded in your system or calendar, and that the student receives a clear confirmation. That way you avoid misunderstandings and double no-shows.

How to measure if the reminder reduces no-shows

The most direct metric is to compare the absences of students who receive the reminder against those who don't. If you don't have a control group, compare the same period from the previous month.

Also look at the response rate: if more than half respond with something, the message is engaging. If almost no one responds, try a different send time or change the text.

In Wando, the statistics show you delivered, read, and responses per campaign. That gives you a quick read without doing the math by hand.

Careful: don't measure only responses. A student who doesn't respond but still shows up is a success. The absence is the only metric that matters.

What happens if Meta rejects the template and how to fix it

Meta rejects templates when the text is ambiguous, promotional, or doesn't make it clear that it's a useful notice. Typical examples: including a discount, a 'Don't miss it!' or an extra emoji. That turns it into marketing, not utility.

It also rejects if the variables aren't properly marked or if the message isn't understandable with the examples provided. If it gets rejected, check that the text is direct, without adjectives, and that the variables {{1}}, {{2}}, etc. are in the correct order.

Approval can take up to 48 hours. If you fix it, resubmit it and wait again. In Wando, you upload the template in the panel and we notify you when Meta approves it.

Formal vs. friendly variant: when to use each

The formal variant ('Estimado/a {{1}}...') is for contexts where the treatment is formal, such as language academies for adults, corporate courses, or students with whom you already have a more distant relationship. Use it if the academy uses formal address or if the student is older.

The friendly variant ('¡Hola {{1}}! 👋...') is for academies that use informal address, such as art workshops, gyms, or classes for young people. The tone needs to match the one you already use on a daily basis.

If you don't know which one to use, look at how the student writes to you: if they use informal address, respond friendly; if they use formal address, stick with the formal. The worst is mixing: an 'Estimado' with a 'che' doesn't suit anyone.