IN THIS ARTICLE:
Learn about variables available for use in Email Blasts and Custom Emails, and how they are used to customize emails for particular families, students, classes, etc.
What are Email Variables?
Email variables can be used for the Email Blast or the Custom Email Templates feature. The variables can be entered manually or by pasting the variable you want to use into the email (be sure to include the brackets). When your email is sent, the variable will be replaced with a value specific to the customer data.
For example, the variable [[family_first]] represents the family's primary guardian's first name. When entered, the variable will display as a blue box with a “friendly” name that describes the kind of information that will be inserted, such as "Primary Guardian first name" instead of [[first_name]]. Variables that are manually typed will automatically reformat to the “friendly” name when you press the space bar after entering the variable.
When you send the email, the blue variable will be replaced with the relevant information (like the first name of the primary guardian on the family) from the data related to the contact(s) you are emailing.
NOTE: any invalid variables will be replaced with an empty text string.
Using the “Variables” menu option in the Email Blast composition window allows you to select an email variable to insert into the Email Blast without having to know the exact code/reference for the variable. This menu organizes the variables into user-friendly categories which are explained at the bottom of this article. The variables available in this menu are contextual, based on which page you are using to trigger the Email Blast.
Email Blast and Custom Email Template Variables
These variable categories are relevant for use in Email Blast/Custom emails ONLY.
- Click here for information about the email variables used for Automated Email Templates.
Insert an Email Variable by using the "Variables" menu in the editor toolbar. Because email variables are context-specific, not every variable category is available for every communication.
Below is a summary of the email variable categories and the types of variable information to expect from the different pages or custom email templates in the application.
Families Page Variable Categories
These variable categories will be available if emailing from the Families page OR when creating a custom email template in settings with the following option selected:
- General - includes variables for business details, location details, and portal links
- Family - includes popularly used family information such as contact details, ledger, and latest policy information
- Family Custom Fields - allows custom field data to be inserted into communications
Students Page Variable Categories
These variable categories will be available if emailing from the Students page OR when creating a custom email template in settings with the following option selected:
- General - includes variables for business details, location details, and portal links
- Student - includes variables for student names, birthdates, and anniversaries
- Family - includes popularly used family information such as contact details, ledger, and latest policy information
- Family Custom Fields - allows family custom field data to be inserted into communications
- Student Custom Fields - allows student custom field data to be inserted into communications
Classes Page Variable Categories
These variable categories will be available if emailing from the Classes page OR when creating a custom email template in settings with the following option selected:
- General - includes variables for business details, location details, and portal links
- Class - includes variables for class-specific information such as class name, instructor, program, schedule zone, and level
- Family - includes popularly used family information such as contact details, ledger, and latest policy information
- Student - includes variables for student names, birthdates, and anniversaries
- Class Enrollment - includes enrollment-specific information, such as enrollment dates, enrollment type, and session name
- Class Custom Fields - allows class custom field data to be inserted into communications
- Family Custom Fields - allows family custom field data to be inserted into communications
- Student Custom Fields - allows student custom field data to be inserted into communications
Appointments Page Variable Categories
These variable categories will be available if emailing from the Appointments page OR when creating a custom email template in settings with the following option selected:
- General - includes variables for business details, location details, and portal links
- Family - includes popularly used family information such as contact details, ledger, and latest policy information
- Family Custom Fields - allows family custom field data to be inserted into communications
- Student - includes variables for student names, birthdates, and anniversaries
- Student Custom Fields - allows student custom field data to be inserted into communications
- Appointment - includes variables that apply to the appointment in general such as the name, instructor, program, start/end time, service, zone
- Appointment Booking - includes variables that relate to the booking(s) for the selected appointment(s) such as when the booking starts/ends, the student name, and booking/request status
- Appointment Timeslot - includes date and time information about the particular appointment time slot selected
Camps Page Variable Categories
These variable categories will be available if emailing from the Camps page OR when creating a custom email template in settings with the following option selected:
- General - includes variables for business details, location details, and portal links
- Camp - includes variables about the camp as a whole, such as its name, instructors, program, start/end dates, and zone.
- Camp Enrollment - includes details specific to camp enrollments such as block details, enrollment type/status, and student name(s)
- Family - includes popularly used family information such as contact details, ledger, and latest policy information
- Student - includes variables for student names, birthdates, and anniversaries
- Family Custom Fields - allows family custom field data to be inserted into communications
- Student Custom Fields - allows student custom field data to be inserted into communications
Enrollments Page Variable Categories
These variable categories will be available if emailing from the Enrollments page OR when creating a custom email template in settings with the following option selected:
- General - includes variables for business details, location details, and portal links
- Family - includes popularly used family information such as contact details, ledger, and latest policy information
- Student - includes variables for student names, birthdates, and anniversaries
- Family Custom Fields - allows family custom field data to be inserted into communications
- Student Custom Fields - allows student custom field data to be inserted into communications
- Class - includes variables for class-specific information such as class name, instructor, program, schedule zone, and level
- Class Custom Fields - allows class custom field data to be inserted into communications
- Class Enrollment - includes enrollment-specific information, such as enrollment dates, enrollment type, and session name
- Camp - includes variables about the camp as a whole, such as its name, instructors, program, start/end dates, and zone.
- Camp Enrollment - includes details specific to camp enrollments such as block details, enrollment type/status, and student name(s)
- Appointment - includes variables that apply to the appointment in general such as the name, instructor, program, start/end time, service, zone
- Appointment Booking - includes variables that relate to the booking(s) for the selected appointment(s) such as when the booking starts/ends, the student name, and booking/request status
Staff Page Variable Categories
These variable categories will be available if emailing from the Staff page OR when creating a custom email template in settings with the following option selected:
- General - includes variables for business details, location details, and portal links
- Staff - includes variables to include staff name, contact information, and a link to the staff portal
Level Passed Email Variable Categories
Unlike the previous lists of accessible variables, the "Level Passed Emails" are specific to Custom Email Templates,and can only be used under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>Custom with the following option selected:
- General - includes variables for business details, location details, and portal links
- Skill-related - includes the location name, primary guardian name, student name, the discipline of passed level, and name of the passed level
Rather than sending this email from a page in the software, it can be automatically triggered when a student is marked as passing a level. A custom template can be created for each level and attached to it under the Skill Tree settings, in the Level setup as "Email Template to use for Level".