Emails: Pulling Through EnrollNow Variables

Personalizing Emails with Variables in EnrollNow

EnrollNow allows you to personalize participant emails by inserting variables into email templates. Variables act as placeholders that automatically populate with participant-specific, study-specific, or event-specific information when the email is sent.

Using variables can help your team create clear, personalized messages without manually editing each email for each participant.

For example, instead of typing a participant’s name into each email, you can insert the participant first name variable. When the email is sent, EnrollNow will replace the variable with the participant’s actual first name.

Common Uses for Email Variables

Email variables can be used to personalize messages with information such as:

• Participant first name
• Participant last name
• Participant custom ID
• Participant global ID
• Study name
• Current user name
• Next appointment name
• Next appointment date
• Specific scheduled event dates
• Custom variable values, when available

This is what the body of the email will look like once the email has been sent.

Available Email Variables

The variables available to your team may depend on your study configuration and the fields available in your EnrollNow site.

Commonly used variables include:

Participant and Study Information

• - Inserts the participant’s first name.

• - Inserts the participant’s last name.

• - Inserts the custom identifier assigned to the participant.

• - Inserts the unique global ID assigned to the participant.

• - Inserts the name of the study the participant is enrolled in.

• - Inserts the name of the EnrollNow user sending the email.

Appointment and Event Information

• - Inserts the name of the participant’s next scheduled study visit.

• - Inserts the date of the participant’s next scheduled appointment.

• - Allows you to reference the scheduled date for a specific event, even if that event is not the participant’s next upcoming event.

When using appointment or event variables, make sure the related event is scheduled on the participant’s profile. These variables rely on confirmed scheduled event dates. If the event is only expected and has not been scheduled, the variable may not populate as intended.

You can use more than one event variable in a single email if you need to reference multiple upcoming events.

How to Add Variables to an Email

EnrollNow allows you to add variables to emails in two common ways:

1. Using the Merge Tags dropdown
2. Using the "Show Available Variables" list of available variables

Option 1: Add Variables Using Merge Tags

Use Merge Tags to insert variables directly into the email editor.

Step 1: Add a Paragraph or Heading Element

• Open the email editor in EnrollNow.

Add a Paragraph or Heading element where you want the variable to appear.

Step 2: Open the Merge Tags Dropdown

• Click inside the Text or Heading box where you want to insert the variable.

• Select Merge Tags from the dropdown menu.

Step 3: Select the Variable

• A list of available EnrollNow variables will appear.

• Select the variable you want to include in your email.

• Depending on your study setup, the list may include participant fields, study fields, and scheduled event fields.

Step 4: Confirm the Variable Placement

• The selected variable will be inserted where your cursor was placed.

• Review the email to confirm that the variable appears in the correct location before saving the template.

Option 2: Add Variables Using the "Show Available Variables" List

The Show Available Variables list, located beneath the email workspace, allows you to view available variables and copy them into your email template.

Step 1: Add a Paragraph or Heading Element

• Open the email editor in EnrollNow.

• Add a Paragraph or Heading element to the email body.

Step 2: Open the Available Variables List

• Below the email message area, locate the blue hyperlink labeled "Show Available Variables" list.

• Click "Show Available Variables" to open the list of available variables.

Step 3: Copy the Variable

• Review the list and find the variable you want to use.

• Copy the variable exactly as it appears in the list.

• If you are using an event-specific variable, make sure you select or format the variable for the correct event.

Step 4: Paste the Variable into the Email

• Paste the copied variable into the Paragraph or Heading box where you want it to appear.

Step 5: Confirm the Variable Displays Correctly

• Click outside the Paragraph or Heading element.

• The variable should remain in the correct format and will populate with the corresponding participant, study, or event information when the email is sent.

Important Notes About Email Variables

Variables must be inserted using the Merge Tags dropdown or copied from the "Show Available Variables" list.

Typing regular text into the email will not pull participant information into the message.

For example, typing a participant’s name manually, such as “John,” will send the same text to every recipient. To personalize the email, use the appropriate participant variable instead.

When using event or appointment variables, confirm that the event is scheduled on the participant’s profile. If the event is not scheduled, the variable may not populate correctly.