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Merge Fields

Merge fields allow you to change an event detail such as the event name in one place (on the general settings page) and have the change reflected every where you use the event name (header, thanks page, confirmation email, closed page, etc.).

We suggest using a merge field if you will be having the same information in more than one area of your registration system.  Doing this will speed up setup and eliminate errors when you are updating details or copying forms.  Merge fields are especially useful when you have repeating events and you simply need to update the time, date and location details each time.

You might want to use merge fields for:
  • the event name, time, date, etc. since these details will likely appear in your header, in confirmation emails and on the closed page.
  • the name, phone number and email address of a contact person since the name usually appears in the footer of the registration form, in confirmation emails and receipts and on the closed page.

Here are the standard merge fields that are built into the system.  See below if you need custom merge fields.

registration form merge fields


You can insert a merge field into any area of the system where you see the add merge field drop down.  Examples of where they can be used are:
  • Email Notifications
  • Header
  • Footer
  • Closed page

To insert a merge field in these areas:
  • place your cursor at the location you want the merge field
  • select the field from the 'Add Merge Field' drop down and it will appear in the related text area
    • NOTE: You can manually enter a merge field by typing the exact fieldname surrounded by square brackets (eg: [FormEventDate]), but it is recommended to use the 'Add Merge Field' drop-down, since it will automatically insert the correct spelling, reducing the change of error.



Here is an example of how merge fields appear when they are inserted into the header area.




Special Payment Merge Fields

If your event involves payments, there are several additional merge fields that can be used as follows:
[SubTotal] or [SubTotal+]The total payment due by the registrant, prior to any taxes (where applicable).
[Tax+]This is a special merge field that inserts the tax label and tax data related to the registration. If multiple taxes are set up for the event, a separate line will be inserted for each tax (see example 3 below). To insert a specific tax field, see Other Tax Merge Fields below.
[Total] or [Total+]The Total amount of the registration, including all taxes.
[Paid] or [Paid+]The amount that has been paid by the registrant so far. For initial registrations, this would show the amount of the credit card payment (if applicable) or 0 for other types of non-immediate payments. After payments have been posted in the backend, this field would be updated accordingly for future duplicate emails that are sent.
[Balance] or [Balance+]Shows the current amount due for the registrant. This is the Total field less the Paid field.
The + symbol in these variables causes the system to automatically insert the appropriate label for that field in front of the data.  
 
Examples:
  1.  Merge Fields with + symbol:

    Your total amount due is: [Total+] 
          The email would appear as follows:  
            Your total amount due is: Total:         $100.00
 
    2.  Merge Field without + symbol:             
            Your total amount due is: [Total]
 
        The email would appear as follows:  
            Your total amount due is: $100.00
 
    3. Multiple tax merge field.  If, for example, the applicable taxes are set up as both PST and GST, 
        then the [Tax+] merge-field would work as follows:
             Applicable taxes:
             [Tax+]
            
        The email would appear as follows (note that the listed taxes will vary depending on which 
        taxes you configure for your form):  
             Applicable taxes:
             GST: $5.00
             PST: $7.00
 

Other Tax Merge Fields

In most cases, using the [Tax+] variable will satisfy the needs of any email or invoice that needs to be generated.  If you need to insert a specific tax merge field that applies to your event, these merge fields will appear in the same list as all other merge fields, as described in 'Using Merge Fields' above.  For example, if there is a tax called 'Federal Tax' that applies to your event, the field name 'Federal Tax' will appear near the bottom of the list, and can be inserted as a normal merge field wherever you like in the email.
 

Miscellanous Merge Fields

In addition to the above, the following merge fields can be inserted.

   Registration Date variables: The date and/or time of the registration can be inserted into the email using one or more of the following:

     [RegistrationDateLong] - Date formatted as: 'Tuesday, December 15, 2009'

     [RegistrationDate] - Date formatted as: '12/15/2009'

     [RegistrationTimeLong] - Time formatted as: ' 7:57:54 PM'

     [RegistrationTime] - Time formatted as: ' 7:57 PM'
 

     Example: To insert Date and Time into an email, use the following:

           Registration Date/Time: [RegistrationDate] [RegistrationTime]

 



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