Using Variables to customise Proposals, Emails, Contracts, SMS messages, Invoices and Canned Responses

Using variables means that you can personalize your automated communications, both to your clients and your staff. Bear in mind that for any variables that you put into notifications, contracts, canned responses, etc., you should ensure that the relevant fields on the booking or lead contact forms are required so the information is always available. Otherwise, a blank space may show to the customer and the text will not make sense.

You can use variables within proposal templates to better manage and personalise future proposals. You can manage proposals by going to the Leads icon in your admin menu. Manage emails defaults and admin communications at Top User Menu > Settings > Proposals

You can manage all of these communications in Top User Menu > Settings > Translate > E-mail Templates

In this section you will see all the different automatic emails you are able to customise and there will be some defaults already setup that you can change to use your own wording.

You can manage all of these communications in Top User Menu > Settings > Translate > SMS Templates

In this section you will see all the different SMS messages you are able to customise and there will be some defaults setup that you can change to use your own wording.

You can manage all of these communications in Top User Menu > Settings > Automation > Scroll down >Scheduled Notifications

In this section you will see all the different scheduled emails and sms messages you are able to customise.

You can manage invoice variables in Top User Menu > Settings > Invoices

In this section you will see the message areas you are able to customise.

You can manage all of these communications in Top User Menu > Settings > Contract / Terms Settings

In this section you will see the contract text you are able to customise and there will be some default text already setup that you can change to use your own wording.

You can manage all of these communications in Top User Menu ( Envelope Icon ) > Canned Responses > Add a New Canned Response or edit an existing canned response.

In this section you will be able to create and edit canned responses, you can personalise these by including variables.

You can add variables to scheduled tasks when adding or editing Event Types, Unit Types, Packages or Extras, by going to their Task Builder.

In these sections, you will be able to create and schedule tasks which you can personalise to the booking details by including variables.

You can manage your Default Signature by Top User Menu ( Envelope Icon ) > Settings > Conversation Settings.

In this section you will be able to create a default signature which will appear at the end of all your messages when using conversations. You can include a business name and admin name variables within this signature.

You can manage your Default Rep Notification Email in Top User Menu > Settings > Reps

In this section you will see the globally set email that is sent when creating a Rep. You are able to customise the email and there will be a default already setup that you can change to use your own wording.

For all available Variables and where they can be used, please see the below:

Business Details:

• {{business_name}}- Your Business Name
• {{business_address}} - Address of your Business
• {{business_country}} - Your Business Country
• {{business_postcode}} - Your Business Postcode
• {{business_logo}} - Your Business Logo Image
  
  
  

Client Details:

• {{client_name}}- The client's first and last name
• {{client_name_first}}- The client's first name
• {{client_name_last}}- The client's last name
• {{company_name}}- The company name
• {{client_address}}- The client's address
• {{client_email}}- The client's email address
• {{client_phone}}- The client's phone number
• {{client_phone_mobile}}- The client's mobile phone number

Venue Details:

• {{venue_name}}- The venue name
• {{venue_address}}- The venue address
• {{venue_postcode}}- The venue postcode

Event Details:

• {{event_name}} - The Event name
• {{event_type}} - The Type of Event
• {{service_name}}- The name or names of the services (unit types) selected.
• {{package_name}} - Name of the selected package/s
• {{extras}}- The name or names of the extras selected
• {{included_extras}}- The name or names of the extras included in the packages
• {{notes_additional}}- The Additional Notes

Dates & Times:

• {{current_date}}- The current date and time (formatted as Tuesday 9th of October 2018 02:58 PM
• {{event_date}}- The Date of the Event (formatted as Tuesday 9th of October 2018
• {{event_start_time}}- The Start Time of the Event
• {{event_end_time}}- The End Time of the Event
• {{event_arrival_time}}- The Time you will Arrive at the Event
• {{event_depart_time}}- The Time you will Depart from the Event

Business Details:

• {{business_name}}- Your Business Name
• {{business_address}} - Address of your Business
• {{business_country}} - Your Business Country
• {{business_postcode}} - Your Business Postcode
• {{business_logo}} - Your Business Logo Image

Client Details:

• {{client_name}}- The client's first and last name
• {{client_name_first}}- The client's first name
• {{client_name_last}}- The client's last name
• {{company_name}}- The company name
• {{client_address}}- The client's address
• {{client_email}}- The client's email address
• {{client_phone}}- The client's phone number
• {{client_phone_mobile}}- The client's mobile phone number

Venue Details:

• {{venue_name}}- The venue name
• {{venue_address}}- The venue address
• {{venue_postcode}}- The venue postcode

Booking Details:

• {{booking_id}}- The client's Booking ID Number
• {{booking_link}}- A html link to the client's portal
• {{template_chooser_link}}- A html link to the template chooser for their booking
• {{service_name}}- The name or names of the services (unit types) booked.
• {{package_name}} - Name of Booked Package
• {{extras}}- The name or names of the extras booked.
• {{included_extras}}- The name or names of the extras included in the packages.
• {{assigned_staff}}- The Assigned Staff
• {{notes_additional}}- The Additional Notes
• {{notes_admin}}- The Admin Notes (May contain sensitive info)
• {{event_name}} - The Event name
• {{event_type}} - The Type of Event 

Dates & Times:

• {{current_date}}- The current date and time (formatted as Tuesday 9th of October 2018 02:58 PM
• {{event_date}}- The Date of the Event (formatted as Tuesday 9th of October 2018
• {{event_start_time}}- The Start Time of the Event
• {{event_end_time}}- The End Time of the Event
• {{event_arrival_time}}- The Time you will Arrive at the Event
• {{event_depart_time}}- The Time you will Depart from the Event

Balances:

• {{remaining_balance}}- The Remaining Balance on the booking
• {{total_balance}}- The Total Balance (crossed out if overidden)
• {{total_balance_overridden}} - The Overidden Total Balance
• {{tax_total}} - The Total Tax of the booking (only use if you have Tax set to Included or Excluded on your system)
• {{tax_rate}} - The Tax rate on the booking (only use if you have Tax set to Included or Excluded on your system)

Custom Fields:

• {{field_custom_one}} - Shows the customer's response to your first custom text field
• {{field_custom_two}} - Shows the customer's response to your second custom text field
• {{field_custom_three}} - Shows the customer's response to your third custom text field
• {{field_custom_select_one}} - Shows the customer's response to your first custom select field
• {{field_custom_select_two}} - Shows the customer's response to your second custom select field
• {{field_custom_select_three}} - Shows the customer's response to your third custom select field 

As well as the above, the following variables can also be used in Contracts:

Editable Variables:

{{section_checkbox|I confirm}} - Allows you to display a checkbox on the contract for the client to confirm different sections on the contract. "I confirm" can be edited to anything eg. "I understand", "Yes, I will complete this" - find more information in our Contracts article

Conditional Variables:

eg. {{if|service_name=Magic Mirror}}Edit this text{{endif}} - "Magic Mirror" will show your own Unit Types' name. If this service is booked, you can enter your specific information by replacing "Edit this text" - find more information at Conditional Variables

As well as the list main above, the following variable can also be used within Canned Responses:

Conversations (will only work for messaging Lead contacts, not bookings)

{{lead_convert}} - Convert to Booking link

Default Signature:

• {{admin_name}} - Your Admin Name
• {{business_name}}- Your Business Name
• {{business_country}} - Your Business Country
• {{business_address}} - Address of your Business
• {{business_postcode}} - Your Business Postcode

Default Message Notification:

• {{conversation_subject}} - The subject of your sent message
• {{conversation_link}} - A secure URL that the customer can use to view the conversation thread 

• {{rep_name}} - The rep's name.
• {{rep_affiliate_link}} - The rep's affiliate link that their referral can use to book with you.
• {{rep_commission}} - The amount of commission the rep earns per booking.
• {{rep_dashboard_link}} - The rep's dashboard link where they can view details of commissions they've earned.

• {{assigned_vehicle}} - The assigned vehicle for that booking ID.
• {{event_journey_time}} - Length of time from business address - event venue.
• {{event_journey_start}} - The time the attendant starts their journey to the event.
• {{event_journey_end}} - The time the attendant arrives at the venue. This is based on the postcode for the event venue, if provided on the booking form.
• {{event_start_time}} The time the client has chosen to start the rental
• {{event_end_time}} The time the client has chosen the end the rental
• {{event_depart_time}} The time you leave the venue, based on the pack-down timing set in your Global Settings.