🔤 Workflow Variables

Variables let you personalise workflow emails and notes with dynamic content. They're replaced with actual values when the workflow runs.

Using Variables

Insert variables using double curly braces:

Hi {{customer_name}},

Your {{device_brand}} {{device_model}} is ready for collection!

Becomes:

Hi John Smith,

Your Apple iPhone 15 Pro is ready for collection!

Available Variables

Customer Variables

Variable	Description	Example
{{customer_name}}	Full name	John Smith
{{customer_first_name}}	First name only	John
{{customer_email}}	Email address	john@example.com
{{customer_phone}}	Phone number	07700 900123

Order Variables

Variable	Description	Example
{{order_reference}}	Order reference	RM-10042
{{order_total}}	Total amount	£149.99
{{order_balance}}	Outstanding balance	£0.00
{{order_status}}	Current status	Ready
{{order_date}}	Order creation date	24 Dec 2025

Device Variables

Variable	Description	Example
{{device_brand}}	Device brand	Apple
{{device_model}}	Device model	iPhone 15 Pro
{{device_type}}	Device type	Phone
{{device_fault}}	Reported issue	Cracked screen
{{device_serial}}	Serial number	ABCD1234

Company Variables

Variable	Description	Example
{{company_name}}	Your company name	ABC Repairs
{{company_phone}}	Company phone	020 1234 5678
{{company_email}}	Company email	info@abcrepairs.com

Location Variables

Variable	Description	Example
{{location_name}}	Location name	High Street Store
{{location_address}}	Full address	123 High Street, London
{{location_phone}}	Location phone	020 1234 5678
{{location_hours}}	Opening hours	Mon-Sat 9am-6pm

Link Variables

Variable	Description	Example
{{tracking_link}}	Customer portal link	https://portal.repairminder.com/...
{{review_link}}	Review page link	https://g.page/...
{{quote_link}}	Quote view link	https://...

Staff Variables

Variable	Description	Example
{{user_name}}	Current staff name	Jane Doe
{{user_email}}	Staff email	jane@abcrepairs.com
{{assigned_to}}	Assigned technician	Mike Engineer

Date Variables

Variable	Description	Example
{{current_date}}	Today's date	24 Dec 2025
{{current_time}}	Current time	14:30

Per-Use Variables

Some workflows can prompt for additional information when started:

Configuration:

Variable: custom_message
Prompt: Enter a personal message for the customer
Type: Text

Usage:

{{custom_message}}

When running the workflow, you're asked to enter the custom message.

Conditional Content

Some templates support basic conditionals:

{{#if order_balance}}
Your outstanding balance is {{order_balance}}.
{{/if}}

This only shows if there's a balance due.

Formatting

Currency

Currency variables are automatically formatted:

• {{order_total}} → £149.99

Dates

Dates use your locale settings:

• {{order_date}} → 24 Dec 2025

Phone Numbers

Phone numbers use the stored format.

Testing Variables

Before sending to customers:

1. Create the workflow/template
2. Preview with a real order
3. Verify all variables populate correctly
4. Check for missing data scenarios

Handling Missing Data

If a variable has no value:

• Most variables show blank
• Some show a fallback (e.g., "Customer" instead of name)
• Test with various data scenarios

Best Practices

✅ Do

• Always include {{customer_name}} for personalisation
• Use {{order_reference}} so customers can reference it
• Test with real data before going live
• Use location variables for multi-location businesses

❌ Don't

• Use variables that might be empty without fallbacks
• Over-personalise (feels creepy)
• Forget to test variable rendering
• Use technical variable names in customer communications

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Example Email Template

Subject: Your {{device_brand}} repair is complete! - {{order_reference}}

Hi {{customer_name}},

Great news! Your {{device_brand}} {{device_model}} repair is complete
and ready for collection.

**Order Details:**
- Reference: {{order_reference}}
- Device: {{device_brand}} {{device_model}}
- Total: {{order_total}}
- Balance Due: {{order_balance}}

**Collection Address:**
{{location_name}}
{{location_address}}

Opening Hours: {{location_hours}}

Track your order online: {{tracking_link}}

Thank you for choosing {{company_name}}!

Best regards,
The {{company_name}} Team
{{company_phone}}

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Next Steps

• Creating Workflows - Put variables to use
• Canned Responses - Use variables in responses