Calendar invite templates support merge fields from the Contact, School, System, Appointment, and Calendar categories, letting you dynamically pull appointment dates, times, and student or parent details into confirmation and reminder emails.
💡Quick Answers
- What merge field categories work in calendar templates? Contact, School, System, Appointment, and Calendar; the Recipient category is also available and pulls the primary parent's info for checklist-based signups, or student info for form-based signups.
- What appointment-specific tokens are available? Key tokens include {{appointment.date}}, {{appointment.start_time}}, {{appointment.end_time}}, {{appointment.video_conferencing_link}}, and {{appointment.schedule_name}}; see Merge Fields / Tokens for the full list.
- How do I configure a calendar email with merge fields? Navigate to the specific calendar, click Calendar Settings > Edit Settings, and use the Template Editor's Merge Field Picker or type the token directly.
- Can I pull a scheduled appointment date into a non-calendar template? Yes, use the format {{contact.calendar_[canonical_name]_date}}, for example {{contact.calendar_open_house_date}}, to show the appointment date and time in labels or the contact widget.
How-To
Merge fields can be added to a template through the Merge Field Picker or by typing/copying them directly into the body of the template. Learn more by checking out the "How to Pull in Dynamic Information" section of the Template Editor article. Calendar emails are configured by going to the specific calendar, then clicking Calendar Settings > Edit Settings.
Calendar & Appointment Specific Tokens
- {{calendar.title}} - populates the title of the calendar that you are viewing (e.g. Parent Interview). Useful for populating the subject line of your calendar email.
- {{appointment.date}} - populates the date of the scheduled appointment (e.g. 05/20/2020).
- {{appointment.start_time}} - populates the start time of the scheduled appointment (e.g. 1:00 PM).
- {{appointment.end_time}} - populates the end time of the scheduled appointment (e.g. 2:00 PM).
- {{appointment.video_conferencing_link}} - populates the video conferencing link for the Schedule associated with the appointment.
- {{appointment.custom_schedule_text}} - populates the custom appointment text for the Schedule associated with the appointment.
- {{appointment.schedule_name}} - populates the name of the schedule associated with the appointment.
Note: The following tokens will populate information for the person entered as the 'contact for this appointment' when signing up on a form. If scheduled through the student checklist, these tokens will populate the primary parent's information.
- {{appointment.first_name}} and {{appointment.last_name}} - populates the first and last name. They can be used together or individually.
- {{appointment.email}} - populates the email address.
- {{appointment.phone}} or {{appointment.phone | format_phone}} - populates the phone number (e.g. 5555555555). Add the format_phone filter to populate the phone number formatted with dashes (e.g. 555-555-5555).
Referencing Appointments in Non-Calendar Templates
If you want to populate a scheduled appointment date and time into a template other than a calendar email (e.g. labels, contact widget), you can use a merge field with the format: {{contact.calendar_[Canonical Name of Calendar]_date}}. For example, if the canonical name of your form is open_house, you would use {{contact.calendar_open_house_date}}.
This token populates information in the following format:
Wed, May 20th, 2020
12:00PM - 1:00PM
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