Custom variables in emails

RingCentral Events supports a template language to enable you to insert variables into your email templates. By using available custom variables you will be able to personalize your emails with event and user data. This guide explains how the custom variables work, gives an overview of available tags, and explains how to add and remove custom variables. 

How custom variables work

Custom variables are personalization tags containing specific objects and variables displayed when enclosed in double curly braces: {{ and }}. Here is an example:

Input: {{event.name}}

Output: Women in Tech Annual Conference

In this case, the template language is rendering the content of the name property of the event object, which contains the text Women in Tech Annual Conference.

Custom variables overview

Event data

• Event name: {{event.name}}
• Event description: {{event.description}}
  Go to Event Dashboard > Setup > Basics to add or customize your event description.
• Event start time: {{event.start_time}}
• Event end time: {{event.end_time}}
• Event Replay end time: {{event.post_event_time_end}}
  This is the time the post event experience is ending. It is based on how long your post-event Replay is set up to be available. 
• Event location: {{event.location}}
• Event logo: {{event.logo}}
• Event banner - original: {{event.original_picture}}
• Event banner - small: {{event.medium_picture}}
• Event Magic Link: {{event.link}}
  The personalized Magic Link that automatically signs in the user and brings them into the event.
• Event calendar invite link: {{event.calendar_link}}
  The AddEvent calendar invite link, including a Magic Link for automatic sign in.
• Event Replay link: {{event.replay_link}}
  The personalized Magic Link that automatically signs in the user and brings them to the event Replay area.

User data

• User name: {{user.name}}
• First name: {{user.first_name}}
• Last name: {{user.last_name}}

Organizer data

• Organizer name: {{organiser.name}}
• Organizer website: {{organiser.website}}
• Organizer logo: {{organiser.medium_picture}}

Order data

• Order summary: {{order.summary}}
  The order summary table. It works in the Order Confirmation email only. 
• Join event button: {{order.join_event_button}}
  They order-based link to join the event. It works in the Order Confirmation email only. 
• Registration QR code: {{registration.qr_code_image_url}}
• Ticket name: {{ticket.label}}
• Ticket price: {{ticket.price}}

Other

• {{extra.delete_link}} - a link to destroy personal data

Adding custom variables

You can add custom variables to your email body when customizing an automated email or creating a custom email.

In the email editor, place the cursor in the email body and select a variable in the Custom Variables drop-down. To add a text based custom variable to your email subject, copy the tag of the list in this guide and manually paste it. 

There are different types of custom variables. The tags can be text based, link based or image based. If you're familiar with Liquid language you may also consider using conditional tags, as well as speaker, sponsor or schedule based tags. Select an option from the drop-down below to learn more about the specifics of adding different tags to the email body. 

• To add a text tag, place the cursor in the email body and select a variable in the Custom Variables drop-down. Alternatively, copy the tag from this guide and paste it manually to the email body or subject. Text tags should be simply written down within the editor.

  

  The text tag variables available:

  {{event.name}}{{event.description}}{{event.start_time}}{{event.location}}
  {{organiser.name}}{{user.name}}{{ticket.label}}

• To add an image tag, place the cursor in the email body and select a variable in the Custom Variables drop-down.

   

  The image tag variables available:

  {{event.original_picture}}{{event.medium_picture}} 
  {{organiser.medium_picture}}{{organiser.picture}}{{registration.qr_code_image_url}}

   

• To add a link tag, place the cursor in the email body and select a variable in the Custom Variables drop-down. Link tags are added as hyperlinked text.
  

  Note: You cannot edit the display text when adding a custom variable from the drop-down. 

  Alternatively, copy a tag from the list in this guide and add as a hyperlink to a highlighted text.

  The link tag variables available:

  {{event.link}}{{event.replay_link}}{{event.calendar_link}}
  {{organiser.website}}{{extra.delete_link}}

• Tags create the logic and control flow for templates, so it's possible to create conditional items. The curly brace percentage delimiters {% and %} and the text that they surround do not produce any visible output when the template is rendered. This lets you assign variables and create conditions or loops without showing any of the template language logic on the page.

  Here is an example of how you can add information on refund policies that will be shown to paid ticket holders only:

  {% if registration.paid %} 
  Specific content if the ticket was paid - to mention refund in case of 
  cancellation.
  {% endif %}

• You can also use sponsor tags listed inside of an iteration tag that repeatedly executes a block of code. This way you can list all sponsors created in the event.

  Example: Let's say a certain event has 3 sponsors: Sponsor A, Sponsor B and Sponsor C. Below is an example of how you can list all of them and show their names.

  You can iterate on sponsors using:

  {% for sponsor in event.sponsors %} 
  This is a loop, it will list sponsors one by one
  
    {{sponsor.name}} This is just text
    {{sponsor.website}} This is the website, should be inside a link
    {{schedule.logo}} This is the logos' path, should be inside an image tag
  
  {% endfor %} 
  This is where the loop ends

• You can also use schedule tags listed inside of an iteration tag that repeatedly executes a block of code. This way you can list all scheduled items created in the event.

  Example: Let's say a certain event has a 2 day schedule - with 5 sessions happening today and 3 happening tomorrow. Below is an example of how you can list all of them and show their start times. Please note that all schedules will be sorted by start time of the schedule. 

  You can iterate on all event schedule items using:

  {% for schedule in event.all_schedules %}
  This is a loop, it will list schedules one by one
  
    {{schedule.name}} This is just text
    {{schedule.start_time}} This is the start time of the schedule
    {{schedule.end_time}} This is the end time of the schedule
    {{schedule.description}} This is the description of the schedule
  
  {% endfor %}
  This is where the loop ends

  You can change the base tag in order to list only sessions happening today or tomorrow:

  {{event.all_schedules}}
  Has the data on all 8 sessions in the 2 day schedule, in order to handle each one, 
  you need to use a loop
  
  {{event.todays_schedule}}
  Has the data on all 5 sessions in todays schedule, in order to handle each one, 
  you need to use a loop
  
  {{event.tomorrows_schedule}}
  Has the data on all 3 sessions in tomorrow's schedule, in order to handle each one, 
  you need to use a loop

• You can also use speaker tags listed inside of an iteration tag that repeatedly executes a block of code. This way you can list all speaker profiles added to the event schedule.

  Example: Let's say a certain event has a 2 day schedule - with 5 speakers submitted for today and 3 for tomorrow. Below is an example of how you can list all of them and show their names.

  You can iterate on all event speakers using:

  {% for speaker in event.all_speakers %}
  This is a loop, it will list speakers one by one
  
    {{speaker.name}} This is name of the speaker
    {{speaker.headline}} This is the headline of the speaker
  
  {% endfor %}
  This is where the loop stops

  You can also change the base tag in order to list only speakers for today or tomorrow:

  {{event.all_speakers}}
  Has the data on all 8 speakers in the 2 day schedule, in order to handle each one, 
  you need to use a loop
  
  {{event.todays_speaker}}
  Has the data on all 5 speakers in todays schedule, in order to handle each one, 
  you need to use a loop
  
  {{event.tomorrows_speaker}}
  Has the data on all 3 speakers in tomorrow's schedule, in order to handle each one, 
  you need to use a loop

Removing custom variables

To remove existing custom variable from the template, click on the variable and press Backspace or  Delete. 

To remove a hyperlinked custom variable, click on the hyperlinked text and click the Pencil icon to edit the link or the Link icon to remove it.