Email Placeholders

Email placeholders are a fantastic way to create dynamic email templates that can be reused for various communications. By using placeholders, you can automatically populate your emails with specific information, making your messages more personalized and efficient.

What Are Email Placeholders?

Email placeholders allow you to build a generic email template that can be used repeatedly, automatically filling in details specific to each message. This not only saves time but also ensures that your emails are tailored to the recipient.

Types of Placeholders

Link or Button Type Placeholders: These generate clickable elements for the recipient. For example, the {ViewButton} placeholder creates a button that directs the recipient to link.hirepos.com, where they can view, sign, and pay their invoice using a credit card.
Information/Data Type Placeholders: These placeholders replace themselves with relevant information based on the context of the email. For instance, the {LastName} placeholder will be replaced with the last name of the billing customer when sending an invoice.

Where Do Placeholders Work?

It's important to note that not all placeholders can be used in every situation. For example:

The {ViewButton} placeholder is specifically designed for use when emailing sales records (such as Quotes, Bookings, Invoices, etc.) using the email button at the bottom of the sales record screen.
The {OrderNo} placeholder is only applicable when emailing purchase orders.
The {FirstName} placeholder works whenever there is a customer linked to the email, such as when sending an invoice or a CRM email from the customer overview screen.

Customer Placeholders

Customer placeholders can be used when a customer is linked to the email you are sending. This includes:

Invoices
Statements
Bulk Messages
CRM Autofollow-ups
Overdue Invoice Reminders
CRM emails (when a customer is selected)

Customer Placeholders

Placeholder	Function
`{FirstName}`	Displays the First Name of the customer attached to the record.
`{LastName}`	Displays the Last Name of the customer attached to the record.
`{Company}`	Displays the Company Name of the customer attached to the record.

Invoice Placeholders

These placeholders are specifically for use when emailing invoices. They work in any context where an invoice is sent from HirePOS, such as:

The email button at the bottom of the invoice screen
Sales/Hire > Email/Review Invoices
Payments > Payments Outstanding > Send Overdue Reminders
CRM > Bulk Messages
CRM > Autofollow-ups

Sales Record Details

Placeholder	Function
`{Type}`	Displays the record type, such as "Tax Invoice" or "Quote".
`{InvoiceNo}`	Displays the record number of the Sales Record being sent.
`{CustomerPO}`	Displays the value of the CustomerPO field from the record.
`{Reference}`	Displays the value of the Reference field from the record.
`{StaffName}`	Displays the name of the Staff assigned to the record.
`{DeliveryAddress}`	Displays the Delivery Address specified in the record’s Delivery/Pickup section.

Currency

Placeholder	Function
{TotalAmount}	Displays the total amount of the sales record.
{BalanceDue}	Displays the Balance Due field value from the sales record, being the Total amount less the amount Paid

Dates and Times

Placeholder	Function
{DateFrom}	Displays the Booked/Hired From date value of the record. Times are excluded.
{DateTimeFrom}	Displays the Booked/Hired From Date and Time values of the record.
{DateTo}	Displays the Booked/Hired To date value of the record. Times are excluded.
{DateTimeTo}	Displays the Booked/Hired To Date and Time values of the record.
{InvoiceDate}	This will display the record date of the Sales Record being sent.
{InvoiceDueDate}	Displays the Invoice Due Date field value from the record, as set in the Other tab of the record
{DepositDueDate}	Displays the Deposit Due Date field value from the record, as set in the Other tab of the record

Long Format Text

Placeholder	Function
{InvoiceMessage}	Displays the value of the Message from the record.
{InvoiceText}	Displays a text-based version of the record for inclusion in the body of the email. This includes customer information, delivery/pickup, item, and financial details.
{TermsAndConditions}	Displays the Terms and Conditions setup in Setup > Preferences > Terms & Conditions

Branch Details (only applies to users of the Branches module)

Placeholder	Function
{BranchName}	Prints the name of the branch the Sales Record is allocated to
{BranchAddress}	Prints the address of the branch the Sales Record is allocated to
{BranchPhone}	Prints the primary phone number of the branch the Sales Record is allocated to
{BranchEmail}	Prints the primary email address of the branch the Sales Record is allocated to

Custom Fields

Placeholder	Function
{InvoiceCustomField1}	Prints the contents of Custom Field 1 on the Sales Record being sent.
{InvoiceCustomField2}	Prints the contents of Custom Field 2 on the Sales Record being sent.
{InvoiceCustomField3}	Prints the contents of Custom Field 3 on the Sales Record being sent.
{InvoiceCustomField4}	Prints the contents of Custom Field 4 on the Sales Record being sent.
{InvoiceCustomField5}	Prints the contents of Custom Field 5 on the Sales Record being sent.
{InvoiceCustomField6}	Prints the contents of Custom Field 6 on the Sales Record being sent.
{InvoiceCustomField7}	Prints the contents of Custom Field 7 on the Sales Record being sent.
{InvoiceCustomField8}	Prints the contents of Custom Field 8 on the Sales Record being sent.

Button/Link Placeholders

These placeholders add buttons or links to the email, allowing the user or customer to navigate easily:

Placeholder	Function
`{ViewButton}`	Creates a user-friendly button for the customer to click, directing them to an online portal to view, sign, and pay their invoice.
`{QuoteAcceptanceLink}`	Similar to the `{ViewButton}`, but includes accept/decline buttons for quote acceptance.
`{CustomerInformationForm}`	Generates a button that directs the customer to an online portal to review and update their billing details. It is intended to be incorporated in the Quote/booking workflow, or sent on a case-by-case basis as required to obtain updated billing information from a customer. Note: This placeholder is functional with CRM > Bulk Messages, but only in "Group By: Invoice" mode. {CustomerInformationForm} will not work when trying to send bulk messages in "Group By: Customer" mode.
`{InvoiceLink}`	Deprecated. This placeholder works the same as {ViewButton}, but prints a visible URL/link rather than a user-friendly button.

Purchase Orders

These placeholders only apply to purchase orders send from HirePOS:

Purchase Orders

Placeholder	Function
`{OrderNo}`	Prints the Order number of the Purchase Order being sent.

Online Store Orders

These only work for Online Store Order Confirmation emails, as set in Setup > Preferences > Online Store > Checkout > Customer Notification Email

Online Store Orders Placeholders

Placeholder	Function
`{OnlineStoreReferenceNo}`	Displays the unique “Website Reference” number for the customer’s order.
`{OnlineStoreItems}`	This will include a list of the items that the customer included in their cart when completing the checkout process. If your online store is setup to show prices in the store/checkout, prices will be included in this list in the email also.