Customize SMS/email templates and merge fields

Activity Messenger allows you to customize email and SMS templates by automatically inserting the recipient's name using merge fields. In addition to standard merge fields, such as the participant's name, you can also include information about the account manager, their children, and registrations. Furthermore, you can create your own merge fields based on the questions asked in your forms.

This feature enables you to personalize your communications even further and send messages tailored to each recipient. Customizing your emails and SMS with merge fields in Activity Messenger is an excellent way to enhance the relevance and personalization of your communications. Whether it’s to inform about the start of a session, send evaluations, or any other communication, merge fields allow you to create bespoke messages for each recipient.

To get started, go to the Communication section.

You can choose to create a new message or access an existing template.

In your template, you can change the labels, the email subject, and the email name.

Certain types of emails use multiple merge fields to personalize the message. This is true for session start emails or end-of-session evaluation emails.

# Merged fields

Merge fields are highlighted in yellow and pull information from registration or evaluation forms. To add a merge field, click on the merge fields icon in your text block. You will see several options.

Information about individuals: Name, date of birth, company, etc.

Information from forms: Standard or customized questions.

Course information: Description, activity, category, group, location, date, time, etc.

Team management: For team-related communications.

Subscriptions: Expiration date, number of remaining passes, invoice balance, etc.

Organization: Organization name, URL, email, etc.

The following merge fields are available for family accounts:

• Name: The full name of the recipient
• First Name: The first name of the recipient
• Account Manager's Name: The full name of the account manager
• Account Manager's First Name: The first name of the account manager
• Account Manager's Email
• Participant's Name: The full name of the participant
• Participant's First Name: The first name of the participant
• Child's First Name(s): The name(s) of the child(ren) associated with the family account
• Parent's Name: The full name of the parent (use when sending to both parents)
• Parent's First Name: The first name of the parent (use when sending to both parents)

The following merge fields are also available for registration and affiliation information:

• Activity: The activity the participant is registered for.
• Sub-category
• Category
• Scheduling
• Group: The group the camper belongs to.
• Team: The team the player belongs to.
• Location: The location of the activity.
• Staff Name(s): The instructor(s) assigned to the activity.
• Coordinator: The contact person for the activity.
• Start Date/Time: The date and time of the first occurrence (class or game) of the activity.
• Start Time
• Next Date/Time: The date and time of the next occurrence (class or game) of the activity.
• Next Date
• Next Time
• End Date/Time: The date and time of the last occurrence (class or game) of the activity.
• End Date
• End Time
• Dates: For a recurring activity or course, the dates of each occurrence.
• Childcare: The options selected for childcare, e.g., "am pm."
• Password: Password for picking up the child 
• Friend: Pairing with a friend.
• Affiliation Name
• Affiliation Expiration Date
• Pass Name
• Pass Expiration Date
• Number of Remaining Passes
• Custom: Custom field imported.

The following merge fields are also available if you use the Zoom integration:

• Zoom meeting ID
• Zoom meeting URL
• Zoom meeting password

# Create custom merge fields from questions on your forms

Activity Messenger forms act as mini databases, with each question becoming a column in this database.

You can then use these merge fields for mail merging. To create a merge field from a question, edit the question and assign it a custom merge field.

The merge fields will then be available when you write an email, a text message, or a template. Click the button to insert a merge field. They will be accessible in the Form section.

# Test the merge fields 

You can test the merge fields using one of your lists. Click on "Test the merge fields" and choose a list. You will be able to select a recipient and see the replacements.

# Empty Value 

In cases where certain fields have no value, Activity Messenger will remove the empty spaces. The platform will also replace the merge field "Child(ren)'s First Name(s)" with "your child." To perform this test, do not choose a list.

# Built-in corrector 

Activity Messenger can make certain grammatical corrections related to the merge field "Child(ren)'s First Name(s)." Activity Messenger will adjust for singular or plural. For example, "{Child(ren)'s First Name(s)} was..." will change to "Jean and Ginette were..." if there are multiple children in the family account.