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Using macros in emails

Using macros, you can personalize automatic emails or email blasts to include specific information about the recipient, such as first name or organization name. A macro is a special code that gets replaced with information specific to each recipient. For example, the {Contact_First_Name} macro will be replaced with each recipient's first name.

Inserting a macro

Macros can be inserted in email blasts or email templates. Inserting macros in email templates ensures that all recipients receive a standard yet customized message.

To insert a macro in an email or email template, follow these steps:

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  1. Beginning composing the email blast or editing the email template.
  2. Click within the email or email template where you want the macro to appear.
  3. Click the Macro icon on the content editor toolbar. 

  4. From the list that appears, select the macro(s) you want to use. Only the macros specific to this type of email (e.g. invoice email) will be available. 

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    The sample data that is displayed beside each macro is drawn from the first contact in your mailing list (in the case of email blasts) or from your own contact record (in the case of email templates).

  5. Click the Insert macro button.

Each email or email template can contain any number of macros, both within the subject line and the body of the message.

For a complete description of the available macros, see System macros and Custom field macros (below).

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You should add a link to the {Unsubscribe_Url} macro so recipients can easily unsubscribe from your mailing list. If a link to the {Unsubscribe_Url} macro does not appear in your email, one will be automatically appended to the message.

Behavior of macros in preview and in test emails

When you preview a manual email blast, any macros within the message will be replaced by sample data that is drawn from the contact record for the first recipient in your mailing list. When you send a test email, the sample data is drawn from your own contact record, not the first contact in the recipient list.

When you customize automatic emails, such as membership notifications, event emails, invoices, and receipts, the contact-specific data for the test email will be drawn from your own contact record. Macros that are not contact-specific will be replaced in test emails with random or fake data. For example, invoice/receipt test emails will use random or fake data for the invoice number, item description, and amount.

Macros by email type

Different kinds of macros are available to be inserted depending on the kind of email or email template you are modifying. For example, event macros are only available when modifying event emails, and cannot be inserted into manual email blasts. If you manually enter a macro that is not supported for the type of email or email template you are modifying, it will be ignored.

The table below lists the kinds of macros that are available for each email type:

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Organization
macros

Contact
macros

Member
macros

Event info
macros

Event registration
macros

Invoice
macros

Receipt
macros

Donation
macros

Manual emails/email blasts

(tick)

(tick)

(tick)

 

 

 

 

 

Membership emails/receipts

(tick)

(tick)

(tick)

 

 

 

 

 

Event announcements

(tick)

(tick)

(tick)

(tick)

 

 

 

 

Event reminders/confirmations

(tick)

(tick)

(tick)

(tick)

(tick)

 

 

 

Invoices

(tick)

(tick)

(tick)

 

(tick)

(tick)

 

 

Payment receipts

(tick)

(tick)

(tick)

 

 

 

(tick)

 

Donation emails/receipts

(tick)

(tick)

(tick)

 

 

 

 

(tick)

System macros

The following macros are provided by Wild Apricot. You can also insert custom field macros (see below) that display data from custom fields you have added to your database.

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These macros are case-sensitive.

Organization macros

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Macro

Description

Example

Organization_Name

Your organization name

Company Inc.

Organization_Contact_Email

Contact email for your organization

Admin@MyCompany.com

Organization_URL

URL of your organization

http://MyCompany.domain.com

Payment_InstructionsPayment instructions for membership applications and renewals, and manual invoicesPlease pay online

Contact macros

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Macro

Description

Example

User_ID

Unique identifier assigned to contact

404760

Contact_First_Name

First name from contact record

John

Contact_Last_Name

Last name from contact record

Smith

Contact_FullName

First and last name from contact record

Smith

Contact_Organization

Organization from contact record

Company Inc.

Contact_Email

Email from contact record

JohnSmith@company.com

Contact_BalanceAmount 

Current balance for contact

$120

Contact_Password_Reset_URL

Link to reset password page

http://assocUrl/Sys/ForgottenPasswordRequest

Unsubscribe_Url

Link to unsubscribe page

http://assocUrl/Common/Unsubscribe.aspx?email=vins%2540bonasource.com&type=2&person=1

Member macros

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Macro

Description

Example

Member_Level_Fee

Level fee

$100.00 (USD)

Member_Level

Name of membership level

Gold member

Member_Subsequent_Renewal_Date

Member next renewal due

20 Sep 2015

Member_Profile_URL

Link to member profile page

http://assocUrl/Sys/Profile

Member_Public_Profile_Url

Link to public member profile

http://assocUrl/Sys/PublicProfile/7029110

Member_Upcoming_Renewal_Date

Member's next renewal date (according to account date format)

20 Aug 2015

Member_Since

Member since date

20 Apr 2015

Member_Status

Status of member

Active

MemberField_Group_participation

Member groups that member belongs to

group1, group2

Member_Level_Full 

Combines the following macros:
Member_Level ( Member_Level_Fee )

Gold member ($100.00 (USD))

Event information macros

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Macro

Description

Example

Event_Title

The event name.

Annual General Meeting

Event_Date

The event's start date.

16 Nov 2015

Event_EndDate

The event's end date.

17 Nov 2015

Event_TimeZone

The selected time zone.

EST

Event_Time

The start time of the event.

3:30 PM

Event_EndTime

The end time of the event.

7:30 PM

Event_UpcomingSessionDateThe start date of the next upcoming session.16 Nov 2015
Event_UpcomingSessionTimeThe start time of the next upcoming session.3:30 PM
Event_UpcomingSessionEndDateThe end date of the next upcoming session.17 Nov 2015
Event_UpcomingSessionEndTimeThe end time of the next upcoming session.7:30 PM
Event_SessionsListA list of all sessions (including past ones)#1 Sunday, February 12, 2017, 4:00 AM (EST) – 10:30 PM (EST)
#2 Monday, February 13, 2017, 4:00 AM (EST) – 10:30 PM (EST)
#3 Tuesday, February 14, 2017, 4:00 AM (EST) – 10:30 PM (EST)

Event_Location

The location of the event.

Las Vegas

Event_Details

Description field within event details.

Text

Event_Extra_Info

Additional event information to be inserted in registration confirmation email field within event details.

Text

Days_till_Event

The number of days until the event begins.

3

Event_Url

The Internet address of the event details page for this event.

https://stevelivetestsite.wildapricot.org/event-37394

Event_PaymentInstructionsThe payment instructions entered on the Registration types & settings tab.Please pay online

Event registration macros

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Macro

Description

Example

Registration_First_Name

First name from event registration

John

Registration_Last_Name

Last name from event registration

Smith

Registration_Email

Email name from event registration

JohnSmith@company.com

Registration_Price

Registration type price  + extra costs +  Registration_Guest_Total_Price

$2000.00

Registration_Guest_Count

Number of guests

5

Registration_Guest_Names

Displays the first and last names of all registered guests.

Mary Smith, Jenny Smith

Registration_Guest_Total_Price

Guest registration price + extra costs

$200.00

Registration_Type

Name of registration type

Full day

Donation macros

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Macro

Description

Example

Donation_Number

Number of donation

00007

Donation_Date

Date

20 Jun 2015

Donation_Amount

Amount

$25.00

Donation_Tender

Tender

Cash

Donation_Comments

Comments from donor

Text

Donation_PublicMemo

Comments for payer field 

Public memo text

Invoice macros

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Macro

Description

Example

Invoice_Number

Invoice number

00003

Invoice_Date

The date of the invoice.

20 Jun 2015

Charge_Amount

The total amount of the invoice.

$150.00

Amount_Owing

The amount owing on the invoice.

$100.00

Amount_Paid

The amount paid towards the invoice.

$50.00

Invoice_Status

The current status of the invoice.

Unpaid

Invoice_Origin

The type of transaction.

Membership application: Gold

Invoice_PublicMemo

Comments for payer field

Public memo text

Invoice_Details_URL

Link to invoice details in public profile which allows user to view and pay the invoice online (does not require logging in)

 

Invoice_Details 

Displays the invoice items

Item                                 Amount
Membership application     $20.00
Discount                           -$2.00

Payment receipt macros

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Macro

Description

Example

Payment_Date

The date of the payment.

20 Jun 2015

Payment_Amount

The amount of the payment

$12.23

Payment_SettledAmount

The portion of the payment that has been settled.

$10.00

Payment_Tender

The method by which the payment was received.

PayPal Standard

Payment_AvailableBalance

The unsettled portion of the payment.

$2.23

Payment_PublicMemo

Comments for payer field 

Public memo text

Payment_SettlementsTable 

Combines the following macros:
Payment_Date, Invoice_Number, Invoice_Origin

Date: 20 Jun 2015           
Document: Invoice 00006
Settled amount $10.00
Membership application: Gold

Custom field macros

You can use macros to display information stored in the custom fields you have added to your Wild Apricot database.

Custom field macros use the following format:

{fieldtypeField_fieldname}

where fieldname is the name of the field, spaces are converted to underscores, and fieldtype is one of the following:

Field type

Example

Contact

{ContactField_Phone}

Member

{MemberField_JobTitle}

Event

{EventField_Preferred_Seating}

Donation

{DonationField_Fund}

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The information displayed by each custom macro depends on the custom field type.

In addition to the individual custom field macros, a macro that combines information from all the custom fields of a particular field type is also available. This macro uses the following format:

{fieldtypeField_All}

For example:

{ContactField_All}

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