What Variables are Available for Email Blasts/Custom Emails?

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. Email variables can be entered manually or by pasting the variable you want to use in the email (be sure to include the brackets). When your email is sent, the variable will be replaced with the value.

For example, the variable [[family_first]] represents the family's first name. When you send the email, the variable will be replaced with the family's first name who you are emailing.

Alternatively, using the “Variables” menu option in the Email Blast composition window allows you to select an email variable from there and insert it into the Email Blast.

variables_menu_option.png
When entered, it will display a “friendly” name reflecting the kind of information that will be inserted rather than the variable itself. The variables displayed are contextual based on which page you are on when composing the Email Blast. (That is, only variables available from the STUDENTS page will show for Email Blasts composed there, only variables available from the FAMILIES page will show there, etc.)

Variables that are manually typed will automatically reformat to the “friendly” name when you press the space bar after entering the variable.

NOTE: if you manually enter a variable and it displays bad_var instead of the “friendly” name, then you have either entered the variable incorrectly, or it is not available from the page you are on. You can use the Variables menu to select the correct entry if needed.

Using the "Variables" menu will also allow you to insert data from Custom Fields as email variables. These can be selected from the “[Page] Custom Fields” submenu of the "Variables" menu.

Email Blast Variables

Please note that these variables are for the Email Blast tool. The email variables used under Settings>Setup>General Settings>Email Templates were created prior to the email blast feature and will vary slightly from the variables given below. For those templates, use the variables seen in the default email template to create a template with your own custom look and feel.

General Variables

Always available for emails sent from any page.

[[date]] Today's date.
[[business_name]] Your business name as defined in account settings.
[[business_web_address]] Your business website.
[[location_name]] The name of the currently active location.
[[location_address_1]] The first address field of the currently active location.
[[location_address_2]] The second address field of the currently active location.
[[location_city]] The city of the currently active location.
[[location_state]] The state of the currently active location.
[[location_postal_code]] The postal code of the currently active location.
[[location_phone]] The phone number of the currently active location.

Family Variables

Available when emailing from the FAMILIES, STUDENTS, or CLASSES page.

[[family_first]] The first name of the primary guardian.
[[family_last]] The last name of the primary guardian.
[[family_email]] The primary email address of the family.
[[family_address_1]] The first address field of the family.
[[family_address_2]] The second address field of the family.
[[family_city]] The city from the family's address.
[[family_state]] The state from the family's address.
[[family_postal_code]] The postal code from the families address.
[[family_balance_due]] The family's balance due.
[[family_balance_overdue]] The balance of the family's overdue charges.
[[family_last_payment_date]] The date of the last payment made by this family.
[[family_last_payment_amount]] The amount of the last payment made by this family.
[[family_has_autopay]] "does" or "does not" depending if the family has autopay or not.
[[family_autopay_type]] The autopay type of the family.
[[family_credit_amount]] The family's unapplied credit amount.
[[family_accepted_policies_version]] The last version of your policies that the family accepted.

Student Variables

Available when emailing from the STUDENTS page, or when emailing from the CLASSES page with the"per enrollment" or "per student" options.

[[student_first]] The first name of the student.
[[student_last]] The last name of the student.
[[student_anniversary]] The anniversary date of the student.
[[student_birth_year]] The birth year of the student.
[[student_birth_month]] The birth month of the student.
[[student_birth_day]] The birth day of the student.
[[student_birth_date]] The birth date of the student ie. MM/DD/YYYY

Class Variables

Only available when emailing classes "per enrollment" from the CLASSES page.

[[class_name]] The class name.
[[class_instructors]] A comma seperated list of instructors for the class.
[[class_program]] The program of the class.
[[class_level]] The level of the class.
[[class_schedule]] A list of the class schedule
[[enrollment_startdate]] The startdate of the enrollment.
[[enrollment_dropdate]] The enrollment dropdate.
[[enrollment_type]] The type of the enrollment, ie. (Active, Trial).
[[enrollment_session]] The session of the enrollment.

Staff Variables

Available only when emailing staff from the STAFF page.

[[staff_first]] The first name of the staff.
[[staff_last]] The last name of the staff.
[[staff_phone]] The phone number of the staff.
[[staff_email]] The staff member's email address.
[[staff_address_1]] The first part of the address for the staff member.
[[staff_address_2]] The second address field for the staff member.
[[staff_city]] The city of the staff member.
[[staff_state]] The state address of the staff member.
[[staff_postal_code]] The postal code of the staff member.

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