What Variables are Available for Automated Email Templates?

IN THIS ARTICLE:
Learn about variables available for use in iClassPro's Automated Email Templates and/or Email Addendum. and how they are used to customize emails sent for particular families, students, classes, etc.

What are Email Variables?

Email variables can be used to customize iClassPro's Automated Email Templates and Email Addendum. 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.

When entered, it will display a “friendly” name reflecting the kind of information that will be inserted rather than the variable itself. 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 entered the variable incorrectly.

Automated Email Variables

These variables are for use in automatically generated emails ONLY. Click here for information about the email variables used for Email Blasts/Custom Email Templates.

General Variables

Always available

[[date]] Today's date.
[[account_name]] The account name of your organization.
[[business_name]] Your business name as defined in account settings.
[[business_phone]] Your business phone as defined in account settings.
[[business_web_address]] Your business website.
[[business_identifier]] The business identifer as defined in receipt options settings.
[[parent_portal_url]] Your parent portal URL.
[[portal_link]] A link to your portal.
[[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 by family, by student, or by classes

[[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 by student, or when emailing classes per enrollment or per student

[[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

[[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.
[[class_room]] The room/lane of the class.
[[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.
[[cancel_date]] The date or date range of the cancellation. (Only available when cancelling classes)
[[cancel_comment]] The comment entered for the cancellation. (Only available when cancelling classes)
[[created_by_name]] Full name of staff member that created enrollment. (Only available for new enrollments created by a staff member)

Class Transfer Variables

Available when emailing class transfer notifications

[[old_class_name]] The old class name.
[[new_class_name]] The new class name.
[[old_enrollment_start_date]] The startdate of the old enrollment.
[[new_enrollment_start_date]] The startdate of the new enrollment.
[[old_enrollment_drop_date]] The old enrollment dropdate.
[[new_enrollment_drop_date]] The new enrollment dropdate.
[[old_enrollment_status]] The old enrollment status.
[[new_enrollment_status]] The new enrollment status.
[[old_class_schedule]] A list of the old class schedule.
[[new_class_schedule]] A list of the new class schedule.

Camp Variables

Only available when emailing camps

[[camp_name]] The camp name.
[[camp_instructors]] A comma separated list of instructors for the camp
[[camp_program]] The program of the camp
[[camp_startdate]] The startdate of the camp (Only available for new enrollments created by staff member or on the Customer Portal)
[[camp_enddate]] The enddate of the camp. (Only available for new enrollments created by staff member or on the Customer Portal)
[[created_by_name]] Full name of staff member that created enrollment. (Only available for new enrollments created by staff member)
[[campenrollment_blocks]] A list of the blocks of the camp
[[campenrollment_type]] The type of the enrollment type, "active" or "wait"
[[enrollment_or_request]] If the enrollment is a request, displays "enrollment request", otherwise displays "enrollment"
[[enrollment_title]] If the enrollment is a request, displays "Enrollment Request", otherwise displays "Enrollment"
[[enrollment_students]] A comma separated list of students to be enrolled in the camp

Staff Variables

Available when emailing staff

[[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.

Makeup Token Variables

Available when emailing makeup token notifications

[[token_type]] The method used to create the token (Manual, Cancelled Class, Excused Absence, Unexcused Absence).
[[token_expires]] The expiration date of the token.
[[token_description]] The class name and date related to the token's creation.

Skill-related Variables

Available for custom templates related to skills

[[location_name]] The name of the currently active location.
[[family_first]] The first name of the primary guardian.
[[family_last]] The last name of the primary guardian.
[[student_first]] The first name of the student.
[[student_last]] The last name of the student.
[[discipline_name]] The name of the Discipline that has the passed Level for Custom Skill Emails only.
[[level_name]] The name of the Level that was passed for Custom Skill Emails only.

Gift Email Variables

Available for email sent as Gift Email from Parent Portal

[[gift_title]] The title of from Gift Certificate settings
[[gift_amount]] The amount of the gift
[[gift_message]] The message that the purchaser put in for the recipient
[[gift_email]] The email address of the recipient
[[gift_name]] The name of the person receiving gift
[[gift_purchaser]] The name of the person who purchased the gift
[[gift_image]] The image from the gift certificate settings
[[gift_purchaser_email]] The email of the person who purchased the gift

Misc. Variables

Available for specific templates

[[reset_url]] The URL that is sent to customers to reset their password. Only applicable to the Reset Password template, which otherwise cannot be customized.

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