What Variables are Available for Automated Email Templates? – iClassPro Support

IN BRIEF
Automated Email Templates in iClassPro use variables to automatically insert data such as family names, student details, class information, payment details, and more into outgoing emails. When an email is sent, each variable is replaced with the corresponding value for the recipient.

Overview
Accessing the Feature
Step-by-Step Instructions
Troubleshooting & FAQs
Related Articles

Overview

Email variables personalize communication and reduce manual input by dynamically inserting account-specific information.
You can:

Type variables manually (include both opening and closing brackets [[ ]]).
Insert them via the Variables menu in the email editor.
Copy and paste them directly into the message body.

When recognized, variables appear in blue and display a “friendly” label. Invalid variables will be replaced with blank text.

Example:

[[family_first]] inserts the family’s first name.
[[date]] inserts today’s date.

NOTE: Automated Email Variables differ from those used in Email Blasts or Custom Email Templates. For more information, see What Variables Are Available for Email Blasts/Custom Emails?

Accessing the Feature

Navigate to SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES.
On the "iClassPro" or "Customer Portal" tab, select the Automated Email Template you wish to edit.
Open the Variables menu in the message editor to see available variables organized by category.

Step-by-Step Instructions

Using Email Variables

Open the Automated Email Template you want to customize.
Click where you want to add a variable.
Select the variable from the Variables menu or type it manually.
Save your changes.
When the email sends, each variable will be replaced with the relevant data.

General Variables

These can be used in all automated email templates.

[[date]] – Inserts today’s date.
[[account_name]] – Inserts the account name of your organization.
[[business_name]] – Inserts your business name as defined in Account Settings.
[[business_phone]] – Inserts your business phone number as defined in Account Settings.
[[business_web_address]] – Inserts your business website.
[[business_identifier]] – Inserts the business identifier as defined in Receipt Options settings.
[[parent_portal_url]] – Inserts the Customer Portal URL.
[[portal_link]] – Inserts a link to your Customer Portal.
[[portal_login_link]] – Inserts a link to the Customer Portal login page.
[[location_name]] – Inserts the name of the currently active location.
[[location_address_1]] – Inserts the first address line of the currently active location.
[[location_address_2]] – Inserts the second address line of the currently active location.
[[location_city]] – Inserts the city of the currently active location.
[[location_state]] – Inserts the state of the currently active location.
[[location_postal_code]] – Inserts the postal code of the currently active location.
[[location_phone]] – Inserts the phone number of the currently active location.
[[app_url_apple]] – Inserts the URL for the mobile app in the Apple App Store.
[[app_url_google]] – Inserts the URL for the mobile app in the Google Play Store.

Family Variables

Available when emailing by family, student, or class.

[[family_first]] – Inserts the first name of the primary guardian.
[[family_last]] – Inserts the last name of the primary guardian.
[[family_email]] – Inserts the family’s primary email address.
[[family_address_1]] – Inserts the first address line.
[[family_address_2]] – Inserts the second address line.
[[family_city]] – Inserts the city from the family’s address.
[[family_state]] – Inserts the state from the family’s address.
[[family_postal_code]] – Inserts the postal code from the family’s address.
[[family_balance_due]] – Inserts the family’s current balance due.
[[family_balance_overdue]] – Inserts the family’s overdue balance amount.
[[family_last_payment_date]] – Inserts the date of the last payment made by this family.
[[family_last_payment_amount]] – Inserts the amount of the last payment made.
[[family_has_autopay]] – Inserts “does” or “does not” depending on whether the family has autopay enabled.
[[family_autopay_type]] – Inserts the type of autopay method on file.
[[family_credit_amount]] – Inserts the family’s unapplied credit balance.
[[family_accepted_policies_version]] – Inserts the version number of the last accepted policy.
[[payment_method]] – Inserts the payment method on file.
[[account_number]] – Inserts the last four digits of the account or card number on file.

Student Variables

Available when emailing by student or per enrollment.

[[student_first]] – Inserts the student’s first name.
[[student_last]] – Inserts the student’s last name.
[[student_anniversary]] – Inserts the student’s anniversary date.
[[student_birth_year]] – Inserts the student’s birth year.
[[student_birth_month]] – Inserts the student’s birth month.
[[student_birth_day]] – Inserts the student’s birth day.
[[student_birth_date]] – Inserts the student’s full birth date (MM/DD/YYYY).

Class Variables

Available when emailing regarding classes or class enrollments.

[[class_name]] – Inserts the class name.
[[class_instructors]] – Inserts a comma-separated list of class instructors.
[[class_program]] – Inserts the program name associated with the class.
[[class_level]] – Inserts the class level.
[[class_schedule]] – Inserts the class schedule.
[[class_zone]] – Inserts the zone or area where the class is held.
[[enrollment_startdate]] – Inserts the start date of the enrollment.
[[enrollment_dropdate]] – Inserts the drop date of the enrollment.
[[enrollment_type]] – Inserts the enrollment type (e.g., Active, Trial).
[[enrollment_type_capitalized]] – Inserts the enrollment type with capitalization.
[[enrollment_session]] – Inserts the enrollment session name.
[[cancel_date]] – Inserts the date or date range of the class cancellation.
[[cancel_comment]] – Inserts the cancellation comment.
[[created_by_name]] – Inserts the name of the staff member who created the enrollment.
[[enrollment_or_request]] – Displays “class enrollment” or “class enrollment request.”
[[enrollment_title]] – Displays “Class Enrollment” or “Class Enrollment Request.”

Class Transfer Variables

Available when emailing class transfer notifications.

[[old_class_name]] – Inserts the old class name.
[[new_class_name]] – Inserts the new class name.
[[old_enrollment_start_date]] – Inserts the start date of the old enrollment.
[[new_enrollment_start_date]] – Inserts the start date of the new enrollment.
[[old_enrollment_drop_date]] – Inserts the drop date of the old enrollment.
[[new_enrollment_drop_date]] – Inserts the drop date of the new enrollment.
[[old_enrollment_status]] – Inserts the old enrollment status.
[[new_enrollment_status]] – Inserts the new enrollment status.
[[old_enrollment_class_schedule]] – Inserts the old class schedule.
[[new_enrollment_class_schedule]] – Inserts the new class schedule.
[[old_class_instructors]] – Inserts a list of instructors for the old class.
[[new_class_instructors]] – Inserts a list of instructors for the new class.
[[old_class_program]] – Inserts the program of the old class.
[[new_class_program]] – Inserts the program of the new class.
[[old_class_level]] – Inserts the level of the old class.
[[new_class_level]] – Inserts the level of the new class.
[[old_class_room]] – Inserts the room of the old class.
[[new_class_room]] – Inserts the room of the new class.
[[old_enrollment_type]] – Inserts the type of the old enrollment.
[[new_enrollment_type]] – Inserts the type of the new enrollment.
[[old_enrollment_session]] – Inserts the session of the old enrollment.
[[new_enrollment_session]] – Inserts the session of the new enrollment.
[[old_enrollment_or_request]] – Displays “class enrollment” or “class enrollment request.”
[[new_enrollment_or_request]] – Displays “class enrollment” or “class enrollment request.”
[[old_enrollment_title]] – Displays “Enrollment” or “Enrollment Request.”
[[new_enrollment_title]] – Displays “Enrollment” or “Enrollment Request.”

Camp Variables

Available when emailing regarding camps or camp enrollments.

[[camp_name]] – Inserts the camp name.
[[camp_instructors]] – Inserts a comma-separated list of camp instructors.
[[camp_program]] – Inserts the camp’s program name.
[[camp_startdate]] – Inserts the camp start date.
[[camp_enddate]] – Inserts the camp end date.
[[camp_zone]] - Inserts the Zone/Area to which the camp is assigned.
[[created_by_name]] – Inserts the name of the staff member who created the enrollment.
[[campenrollment_blocks]] – Inserts the list of camp blocks.
[[campenrollment_type]] – Inserts “active” or “wait.”
[[campenrollment_type_capitalized]] – Inserts “Active” or “Wait.”
[[enrollment_or_request]] – Displays “enrollment” or “enrollment request.”
[[enrollment_title]] – Displays “Enrollment” or “Enrollment Request.”
[[enrollment_students]] – Inserts a list of students to be enrolled in the camp.

Staff Variables

Available when emailing staff.

[[staff_first]] – Inserts the staff member’s first name.
[[staff_last]] – Inserts the staff member’s last name.
[[staff_phone]] – Inserts the staff member’s phone number.
[[staff_email]] – Inserts the staff member’s email address.
[[staff_address_1]] – Inserts the first line of the staff member’s address.
[[staff_address_2]] – Inserts the second line of the staff member’s address.
[[staff_city]] – Inserts the staff member’s city.
[[staff_state]] – Inserts the staff member’s state.
[[staff_postal_code]] – Inserts the staff member’s postal code.

Makeup Token Variables

Available when emailing makeup token notifications.

[[token_type]] – Inserts the token creation method (Manual, Canceled Class, Excused Absence, Unexcused Absence).
[[token_expires]] – Inserts the token expiration date.
[[token_description]] – Inserts the class name and date related to the token’s creation.

Skill-Related Variables

Available for templates related to skills.

[[location_name]] – Inserts the name of the active location.
[[family_first]] – Inserts the family’s first name.
[[family_last]] – Inserts the family’s last name.
[[student_first]] – Inserts the student’s first name.
[[student_last]] – Inserts the student’s last name.
[[discipline_name]] – Inserts the name of the discipline with the passed level.
[[level_name]] – Inserts the name of the passed level.

Gift Email Variables

Available when sending Gift Emails from the Parent Portal.

[[gift_title]] – Inserts the title from Gift Certificate settings.
[[gift_amount]] – Inserts the gift amount.
[[gift_message]] – Inserts the purchaser’s message.
[[gift_email]] – Inserts the recipient’s email address.
[[gift_name]] – Inserts the recipient’s name.
[[gift_purchaser]] – Inserts the purchaser’s name.
[[gift_image]] – Inserts the image from Gift Certificate settings.
[[gift_purchaser_email]] – Inserts the purchaser’s email address.

Miscellaneous Variables

Used only in specific templates.

[[reset_url]] – Inserts the password reset URL (Reset Password template only).
[[instructor_adjustments]] – Displays a list of instructor absences and substitutions (Instructor Substitutions template).

Appointment Variables

Available when emailing regarding appointments or appointment bookings.

[[appointment_name]] – Inserts the appointment name.
[[appointment_instructor]] – Inserts the assigned instructor’s name.
[[appointment_program]] – Inserts the program linked to the appointment.
[[appointment_starttime]] – Inserts the appointment start time.
[[appointment_endtime]] – Inserts the appointment end time.
[[appointment_service]] – Inserts the service name for the appointment.
[[appointment_zone]] – Inserts the zone linked to the appointment.
[[booking_startdate]] – Inserts the booking start date.
[[booking_enddate]] – Inserts the booking end date.
[[booking_student]] – Inserts the student name linked to the booking.
[[booking_or_request]] – Displays “booking” or “booking request.”
[[accept_url]] – Inserts the invite link for group bookings.
[[invite_name]] – Inserts the invitee’s name.
[[invite_email]] – Inserts the invitee’s email address.
[[appointmenttimeslot_date]] – Inserts the timeslot date.
[[appointmenttimeslot_starttime]] – Inserts the timeslot start time.
[[appointmenttimeslot_endtime]] – Inserts the timeslot end time.

Appointment Rescheduled Variables

Available when emailing about rescheduled appointments.

[[old_appointment_name]] – Inserts the original appointment name.
[[new_appointment_name]] – Inserts the rescheduled appointment name.
[[old_appointment_instructor]] – Inserts the instructor from the original appointment.
[[new_appointment_instructor]] – Inserts the instructor from the rescheduled appointment.
[[old_appointment_program]] – Inserts the program from the original appointment.
[[new_appointment_program]] – Inserts the program from the rescheduled appointment.
[[old_appointment_starttime]] – Inserts the start time of the original appointment.
[[new_appointment_starttime]] – Inserts the start time of the rescheduled appointment.
[[old_appointment_endtime]] – Inserts the end time of the original appointment.
[[new_appointment_endtime]] – Inserts the end time of the rescheduled appointment.
[[old_booking_startdate]] – Inserts the start date of the original appointment.
[[new_booking_startdate]] – Inserts the start date of the rescheduled appointment.
[[old_booking_enddate]] – Inserts the end date of the original appointment.
[[new_booking_enddate]] – Inserts the end date of the rescheduled appointment.
[[old_appointment_service]] – Inserts the service from the original appointment.
[[new_appointment_service]] – Inserts the service from the rescheduled appointment.
[[old_appointmenttimeslot_starttime]] – Inserts the start time of the original timeslot.
[[new_appointmenttimeslot_starttime]] – Inserts the start time of the rescheduled timeslot.
[[old_appointmenttimeslot_endtime]] – Inserts the end time of the original timeslot.
[[new_appointmenttimeslot_endtime]] – Inserts the end time of the rescheduled timeslot.
[[old_appointment_zone]] – Inserts the zone from the original appointment.
[[new_appointment_zone]] – Inserts the zone from the rescheduled appointment.

Payment Variables

Available for payment or charge-related notifications.

[[charges]] – Displays the charges created during the transaction.
[[payment]] – Displays the payment created during the transaction.
[[make_payment_link]] – Displays a link to make a payment using an alternate method.
[[outstanding_charges]] – Displays the unpaid balance of charges on the family’s ledger.
[[outstanding_balance]] – Displays the unpaid balance (same as [[outstanding_charges]]).

QR Code Variables

Used only in the “QR Code” email template.

[[qr_code]] – Displays the assigned QR code for the family or student.
[[qr_family_or_student]] – Displays the name of the linked family or student.

Point of Sale Variables

Used in the “Customer Portal Order Confirmation” email template.

[[order_info]] – Displays order details for the Point of Sale purchase.
[[order_subtotal]] – Displays the order subtotal before tax.
[[order_tax]] – Displays the tax amount for the order.
[[order_total]] – Displays the total purchase amount (including tax).

Troubleshooting & FAQs

Why isn’t my variable populating correctly?
- Ensure the variable name is typed exactly as listed, including both sets of square brackets ([[ ]]). Invalid, misspelled, or unsupported variables will display as blank text in the email.
Can I use variables from one category in a different type of template?
- No. Each variable is designed for specific template types (for example, Class Variables only work in class-related emails).
Where can I find the full list of available variables for my template?
- Open the Variables menu inside the template editor to see all variables available for that template type.
Can I preview what the variable values will look like?
- Yes. When composing an email, supported variables will appear highlighted in blue with a “friendly” label representing the data they will insert.
What happens if a variable does not apply to a particular recipient?
- If a variable has no data available (for example, a student variable used in a family-only email), the field will appear blank in the sent message.
Are Automated Email Variables the same as Custom Email or Email Blast Variables?
- No. Automated Email Variables are context-specific and differ from those used in Custom or Blast emails. Reference the separate article for those variable lists.