Free Trial Signup

Articles in this section

Working with variables in email notifications

Plan Availability: ✓ Soho | ✓ Pro | ✓ Plus | ✓ Enterprise  | ✓ Flex |
Locate: Manage > Notifications > Email > Email Notification
Prerequisites: 

  • Admin permissions or restricted permissions to Manage Notifications.
  • The Email Notifications feature is available to both those using items (Inventory > Items), a key feature of our classic version of Checkfront, and those using products (Inventory > Products), a key feature of our newest version of Checkfront.

 

Products

New to Checkfront - Products ✨

Products (Inventory > Products) is the successor feature to (Inventory > Items) and is available in our newest version of Checkfront.

Not yet on our newest version and interested in upgrading? Please contact our Technical Support team for more information.

Discover more product-related help articles here: Products (New).

 

In this article, we look at email variables and how to use them in your notifications.

New to Email Notifications and its functionality? Be sure to read the first article in this series for an introduction!

Read the full series of articles, accessed at the side and bottom of this page, to learn more about the full capabilities of the Email Notifications feature.

 

Overview (Video)

 

 

FAQ

Looking for information on how to send out bulk email communications to your Customers?

Check out our step-by-step instructions: How do I send bulk communications to my Customers?

 

Including email variables in your notifications

Back to top

Dynamic email variables can be included in both the subject and body of HTML and text messages.

When a notification is sent out, the variable you add to the email body is replaced automatically by the relevant information from your system.

For example, you may begin the email with Dear {$CUSTOMER_NAME}. When the notification is delivered to the Customer, the variable is replaced with whatever they entered as their name during the booking process. The email, therefore, begins with Dear Jane Smith.

The following are the system email variables you can use:

 

Variable Description

{$COMPANY_NAME}

Name of your company.

{$CHECKFRONT_URL}

URL of your Checkfront account e.g. myaccount.checkfront.com.

{$ACCOUNT_ID}

ID of the Staff account which was used to make the booking.

{$CREATED_BY}

Where did the booking come from e.g. Staff or website.

{$CUSTOMER_NAME}

Name of the Customer.

{$CUSTOMER_FIRST_NAME}

First name of the Customer.

{$CUSTOMER_LAST_NAME}

Last name of the Customer.

{$CUSTOMER_EMAIL}

Email address of the Customer.

{$BOOKING_ID}

Unique booking ID.

{$BOOKING_TOTAL}

Total amount for the booking. Includes currency formatting.

{$BOOKING_STATUS}

Current status of the booking such as DEPOSIT or PAID.

{$BOOKING_QTY}

Quantity booked on the invoice.

{$BOOKING_ITEMS}

Name of item(s) or product(s) being booked. Multiple items or products are comma-separated.

{$BOOKING_DATE}

Date of booking. May include a date range or time depending on the booking.

{$BOOKING_START_DATE}

Starting date of the booking.

{$BOOKING_END_DATE}

Ending date of the booking.

{$BOOKING_TIME}

Time for which the booking has been made.

{$BOOKING_START_TIME}

Starting time of the booking.

{$BOOKING_END_TIME}

Ending time of the booking.

{$BOOKING_DETAILS}

Details of item(s) or product(s) being booked. This is from the details box provided in the item or product setup. Multiple items or products are separated by a new line and include the item or product name.

{$BOOKING_EXTRA_DETAILS}

Extra details added to your items or products.

{$BOOKING_ITEMS_URL}

URL to the individual items or products included in the booking.

{$BOOKING_RATES}

List of items or products booked with their respective rates.

{$BOOKING_DISCOUNT_CODES}

Name of any discount code(s) applied in the booking. Multiple codes are comma-separated.

{%BOOKING_ADMIN_URL}

Link to the booking in your Checkfront account backend.

{$BOOKING_PAYMENT_URL}

Link to the payment page for this booking. If no balance is due, then this redirects to the receipt (BOOKING_URL) page.

{$BOOKING_PAY_FULL_URL}

Link to the payment page for this booking. This requests the full payment from the Customer even if there is still a deposit owed. If no balance is due, then this redirects to the receipt (BOOKING_URL) page.

{$BOOKING_CANCEL_URL}

Direct link for the Customer to cancel their booking.

{$BOOKING_PDF_URL}

Direct link to a PDF of the booking.

{$BOOKING_GUESTS_URL}

URL to the Guest Details page of the booking. Must have the Guest Forms feature enabled to use.

{$BOOKING_URL}

URL to the receipt of the booking, along with links to PDF and Payment pages.

{$BOOKING_URL}&view=documents

Link to the 'Required Waiver Documents' page.

{$BOOKING_QR_CODE}

Inserts the QR code into the email so you can customize its placement in the body of the notification.

{$BOOKING_LOCATION_LINKS}

Displays the name of each item or product in the booking with a hyperlinked address that shows the location on Google Maps.

{$SINGLE_ITEM_LOCATION_LINK}

Link to the item's or product's location in Google Maps. Displays the first item or product in the booking's location only.

{$SINGLE_ITEM_ADDRESS}

Hyperlinked address to the item's or product's location in Google Maps. Displays the first item or product in the booking's location only.

{$SINGLE_ITEM_LOCATION_URL}

Displays a clickable URL linking to the item's or product's location in Google Maps.

{%EMBED_INVOICE}

 This macro embeds a full invoice into the email. Differs depending on Text or HTML.

 

Using custom email variables

Back to top

Email Custom ID

In addition to the system email variables outlined above, you can also create your own custom variables based on the custom fields added to your booking form.

For example, if you have created a custom field asking for the favourite colour of the person booking, then you can create an email variable to record this in a notification.

All you need to do is add the Field ID, in this case, colour, to the variable template. So, it would look something like this: {$COLOUR}

 

Learn More

Find out more about the Booking Form here:

 

 

In the next article, we look at how to preview what a notification looks like from the Recipient's perspective.

 

 

< Configuring options for email notifications    |     Previewing email notifications >

 

 

Related articles