Email Template - Merge Fields
Quick Reference Guide for Dynamic Placeholders in Email Templates
What are merge fields and how do I use them?
Merge fields are placeholders that automatically pull data from your event, customer, or invoice records into your email templates. They are enclosed in double brackets (e.g., [[EventName]]) and replaced with real values when the email is generated.
For example:
- If your template says:
“Your event [[EventName]] is scheduled for [[EventDate]] at [[Location]].” - The email will display:
“Your event ACME Product Launch is scheduled for 02/20/2026 at ACME HQ – Rooftop.”
Use the Placeholder column to find the correct tag, the Description column to understand what data it represents, and the Example column for a sample value.
| Placeholder | Description | Example |
| [[EventType]] | Event type text. | Conference / Wedding / Delivery |
| [[EventId]] | Unique identifier for the event (often also used as invoice number). | 12458 |
| [[EventName]] | Event name/title. | ACME Product Launch |
| [[EventDate]] | Event date (short format). | 02/20/2026 |
| [[EventDateLong]] | Event date (long format). | Friday, February 20, 2026 |
| [[StartTime]] | Event start time. | 5:00 PM |
| [[EndTime]] | Event end time. | 9:00 PM |
| [[InvoiceNumber]] | Alias of [[EventId]] (invoice number usually equals EventId). | 12458 |
| [[CustomerName]] | Customer or account name. | ACME Corp |
| [[CustomerID]] | Customer identifier. | 900123 |
| [[CustomerContact]] | Customer contact person. | Jane Doe |
| [[CustomerTerms]] | Customer payment terms. | Net 30 |
| [[CostCenter]] | Cost center for the event. | MKT-2026-PL |
| [[GuestCount]] | Number of guests. | 150 |
| [[NumberOfGuests]] | Alias of [[GuestCount]]. | 150 |
| [[Location]] | Event location (also used for delivery location). | ACME HQ – Rooftop |
| [[DeliveryLocation]] | Alias of [[Location]]. | ACME HQ – Rooftop |
| [[DeliveryAddress1]] | Delivery address line 1. | 123 Main St |
| [[DeliveryAddress2]] | Delivery address line 2. | Suite 500 |
| [[DeliveryCity]] | Delivery city. | Seattle |
| [[DeliveryState]] | Delivery state/province. | WA |
| [[DeliveryPostalCode]] | Delivery postal/ZIP code. | 98101 |
| [[DeliveryInstructions]] | Special delivery instructions. | Use loading dock B; call upon arrival. |
| [[DeliveryFoodSetup]] | Food setup time. | 4:30 PM |
| [[DeliveryFoodOnSite]] | Food on-site delivery time. | 5:15 PM |
| [[Address]] | Formatted full address. | 123 Main St, Suite 500, Seattle, WA 98101 |
| [[Salesperson]] | Assigned salesperson name. | Carlos Pérez |
| [[SalesPersonName]] | Salesperson full name. | Carlos Pérez |
| [[SalesPersonEmail]] | Salesperson email address. | carlos.perez@example.com |
| [[SalesPersonPhone]] | Salesperson phone (may include extension). | (555) 555-0123 Ext 204 |
| [[SalesPersonMobile]] | Salesperson mobile number. | (555) 555-0456 |
| [[EquipmentDeliveryDate]] | Equipment delivery date (short). | 02/19/2026 |
| [[EquipmentDeliveryStartTime]] | Equipment delivery start time. | 1:00 PM |
| [[EquipmentDeliveryEndTime]] | Equipment delivery end time. | 3:00 PM |
| [[EquipmentDeliveryStartLong]] | Equipment delivery start date (long). | Thursday, February 19, 2026 |
| [[EquipmentDeliveryEndLong]] | Equipment delivery end date (long). | Thursday, February 19, 2026 |
| [[EquipmentPickupDate]] | Equipment pickup date (short). | 02/21/2026 |
| [[EquipmentPickupTimeFrom]] | Equipment pickup start time. | 8:00 AM |
| [[EquipmentPickupTimeTo]] | Equipment pickup end time. | 10:00 AM |
| [[EquipmentPickupFromLong]] | Equipment pickup start date (long). | Saturday, February 21, 2026 |
| [[EquipmentPickupToLong]] | Equipment pickup end date (long). | Saturday, February 21, 2026 |
| [[EventTotal]] | Event total (pre-tax), formatted currency. | $11,000.00 |
| [[EventTotalWithTax]] | Event total (with tax), formatted currency. | $12,450.00 |
| [[BalanceDueWithTax]] | Balance due (with tax), formatted currency. | $2,450.00 |
| [[TotalPaid]] | Total paid, formatted currency. | $10,000.00 |
| [[SalesTax]] | Sales tax, formatted currency. | $1,450.00 |
| [[Accepted]] | Invitation acceptance status. | Accepted |
| [[ResponseDate]] | Date of response (long). | Wednesday, February 18, 2026 |
| [[Equipment]] | Equipment protection plan choice. | Declined |
| [[Weather]] | Weather protection plan choice. | Accepted |
| [[Modified]] | Modified rental contract choice. | Accepted |
| [[BillingContact]] | Billing contact person. | John Smith |
| [[EDINumber]] | EDI number. | 100234 |
| [[StaffID]] | Staff identifier. | 5012 |
| [[StaffName]] | Staff name. | Ana Rodríguez |
| [[OfficeTime]] | Office time for staff. | 9:00 AM – 5:00 PM |
| [[DressCode]] | Dress code. | Black shirt, black pants, non-slip shoes |
| [[Dressed]] | Dressed status. | Yes |
| [[SkillType]] | Skill type. | Sous Chef |
| [[LastAction]] | Last action taken. | Confirmed shift |
| [[ProductionNotes]] | Production notes. | Allergies: nuts; extra vegan trays |
| [[PreviousStart]] | Previous start time. | 3:00 PM |
| [[PreviousEnd]] | Previous end time. | 7:00 PM |
| [[CompanyName]] | Company/Organization name. | Contoso Catering |
| [[City]] | Customer city. | Seattle |
| [[State]] | Customer state. | WA |
| [[PostalCode]] | Customer postal code. | 98101 |