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Security Note: These Settings Require Administrative Access

To access the System Settings views, your 25Live user must have administrative security permissions (be in the -1 security group). If you would like any of the described settings changed for your instance of 25Live, contact your 25Live administrator.

About Template Variables

The great number of content variables in 25Live are available to use in:

  • Event Emails: Event Save Email allows 25Live administrators to set up scenarios outlining the rules under which custom emails will be sent if the user is using the 25Live Pro Event Form (rather than the older Event Wizard). Once you specify all your desired parameters, you can choose or create email templates, including report attachments. One or more emails can be triggered upon event save, either when creating or editing.

Email, Report, and Subject fields Body of template email
Image: Template Variables can be used in the address and subject fields as well as in the body of the email.

  • Custom Documents: In the Document Management section of System Settings, you can create templates with a header, body, and footer that each can contain content variables.

Variables before and after saving an event

Most variables are based on an event's details after any changes are saved. But some come in two forms:

  • a normal form, such as {{$pro.vars.eventName}}
  • a "pre-save" form, such as {{$pro.vars.preEventName}} (indicated by "pre")

These "pre-save" variables will display event details that were in place before any changes were saved to it. These variables can be useful if you want a template to reference previous information.

Adding Variables to a Template

Template variables can be typed directly from the list below or selected from the expanded Template Variables section within the application. To find a variable, search for a data field in one of the dropdown menus and select its name. Event Role variables require you to select both a contact role and the specific field (name, email, phone, etc) you wish to display.

Once a variable is selected, you may click on its text to copy it to your clipboard. Paste this text into the body of your template.

Animated gif of a user selecting template variables from dropdown menus

Image: Use dropdown menus to find the variables you need


Reference and Examples

Most of the variables displayed below can be found in the Standard Event Variables menu in the Template Variables section of the application. They are divided into additional categories here for your convenience.

Variables which have a "pre-save" version are indicated in these tables.



Basic Event Variables

These variables are found in the Standard Event Variables menu.

Value

Variable

Example Output

Current Group ID

{{$pro.vars.currentGroupId}}

-1

Returns the security group ID of the user editing the event.

Comments
{{$pro.vars.comment}}
Comment text
Confirmation Notes
{{$pro.vars.confirmationNote}}
Confirmation notes

Current Group ID

{{$pro.vars.currentGroupId}}

-1

Returns the security group ID of the user editing the event.

Current Template Name

Event Variable:

  {{$pro.vars.template}}

Pre Event Variable

  {{$pro.vars.preTemplate}}

My Template Name

Returns the name of the template used to create the email.

Event Description
{{$pro.vars.description}}
Test Description

Event ID

{{$pro.vars.eventId}}

188073

Returns the system ID of the event, as seen in the event URL.

Internal Notes
{{$pro.vars.internalNote}}
Internal notes
Event Link
{{$pro.vars.eventLink}}

<a href="https://25live.collegenet.com/pro/testinstance#!/home/event/21659/details

"target="_blank">Event Details</a>

Note: Do not use the event link in the Subject field, which does not support HTML tags.

Event Name

{{$pro.vars.eventName}}
{{$pro.vars.preEventName}}

Test Event

Event Title

{{$pro.vars.eventTitle}}
{{$pro.vars.preEventTitle}}

Test Title

Event Reference

{{$pro.vars.eventLocator}}

2019-AAZHLW

Event State ID

{{$pro.vars.state}}
{{$pro.vars.preState}}

Possible values: 

  • 0: Draft
  • 1: Tentative
  • 2: Confirmed
  • 3: Sealed
  • 99: Cancelled

Event State Name

{{$pro.vars.stateName}}
{{$pro.vars.preStateName}}

Tentative

Event Type ID

{{$pro.vars.eventTypeId}}
{{$pro.vars.preEventTypeId}}

51

Event Type Name

{{$pro.vars.eventTypeName}}
{{$pro.vars.preEventTypeName}}

Meeting

Event URL
{{$pro.vars.eventUrl}}

https://25live.collegenet.com/pro/testinstance#!/home/event/21659/details

Version Number

{{$pro.vars.versionNumber}}
{{$pro.vars.preVersionNumber}}

Possible values:

  • 0: New event being created
  • 1: Existing event being edited

Expected Head Count

{{$pro.vars.expectedCount}}
{{$pro.vars.preExpectedCount}}

12

Primary Org ID

{{$pro.vars.primaryOrganization.itemId}}
{{$pro.vars.prePrimaryOrganization.itemId}}

71

Primary Org Name

{{$pro.vars.primaryOrganization.itemName}}
{{$pro.vars.prePrimaryOrganization.itemName}}

ATHLETICS

Primary Org Title

{{$pro.vars.primaryOrganization.itemTitle}}
{{$pro.vars.prePrimaryOrganization.itemTitle}}

Athletics Department

Registered Head Count

{{$pro.vars.registeredCount}}
{{$pro.vars.preRegisteredCount}}

10

Requestor Email

{{$pro.vars.requesterEmail}}
{{$pro.vars.requestorEmail}}
{{$pro.vars.preRequesterEmail}}

smith.john@school.edu

Note: Both spellings of the variable are allowed.

Scheduler Email

{{$pro.vars.schedulerEmail}}
{{$pro.vars.preSchedulerEmail}}

smith.john@school.edu

Triggering Scenario Name

Event Variable:

  {{$pro.vars.scenario}}

Pre Event Variable:

  {{$pro.vars.preScenario}}

Event Confirmation

Returns the name of the scenario that triggered sending of email.

Event Date and Time Variables


Image: The Date Variable generator fields are the best way to find the correct template variables for dates and times. 

While some of these variables are found in the Standard Event Variables menu, the most accurate and convenient way to retrieve date/time template variables is to open the Template Variables section then use the fields in the Formattable Date Variables section to generate the exact right variables you need that match the example shown. Variable options include:

  • Creation Date
  • Current Local Date
  • Reservation Start Date (includes pre- and setup times)
  • Reservation End Date (includes post- and takedown times)
  • Last Edit Date
  • Event Start Date (without additional time)
  • Event End Date (without additional time)

Tap or click the variable link to copy it to your clipboard.


Occurrence, Location, and Resource Variables

These variables are found in the Standard Event Variables menu.

Take care to distinguish between "pre-save" variables and "preference" variables which look similar:

  • Pre-save variables include "pre" in the name and include the event's details before changes were saved
  • Preference variables include "pref" in the name and include lists of location or resource preferences (such as appear in drafts or requests) instead of actual assignments

Some variables include both, such as {{$pro.vars.prePrefResourcesString}}.

Note: Table Output Appearance May Differ

The alignment and appearance output of tables in 25Live Pro looks similar to the example image below.


Image: Example output of $pro.vars.occurrencesWithLocationsString variable.



Occurrences

These variables show lists of occurrences with or without location/resource information.

ValueVariableExample Output

Occurrence Table

{{$pro.vars.occurrencesString}}
{{$pro.vars.preOccurrencesString}}
Event StartEvent EndState
2020-12-22 5:00 PM2020-12-22 6:00 PMActive
2020-12-23 5:00 PM2020-12-23 6:00 PMActive

Occurrence List

{{$pro.vars.occurrencesStringCSV}}
{{$pro.vars.preOccurrencesStringCSV}}
WED Apr-15-2020 16:00, THU Apr-16-2020 16:00, FRI Apr-17-2020 16:00, SAT Apr-18-2020 16:00

Occurrence and Location Table

{{$pro.vars.occurrencesWithLocationsString}}
{{$pro.vars.preOccurrencesWithLocationsString}}
Event StartEvent EndStateLocation
2020-12-22 5:00 PM2020-12-22 6:00 PMActiveAC 107
2020-12-22 5:00 PM2020-12-22 6:00 PMActiveMeeting Room
2020-12-23 5:00 PM2020-12-23 6:00 PMActiveAC 107
2020-12-23 5:00 PM2020-12-23 6:00 PMActiveMeeting Room

Pref Occurrence and Location Table


{{$pro.vars.prefOccurrencesWithLocationsString}}
{{$pro.vars.prePrefOccurrencesWithLocationsString}}

Same as above, but with location preferences instead of assignments.

Occurrences and Resource Table

{{$pro.vars.occurrencesWithResourcesString}}
{{$pro.vars.preOccurrencesWithResourcesString}}
Event StartEvent EndStateResource
2020-12-22 5:00 PM2020-12-22 6:00 PMActiveFS - Catering - Appetizers
2020-12-22 5:00 PM2020-12-22 6:00 PMActivePC Web Camera
2020-12-23 5:00 PM2020-12-23 6:00 PMActiveFS - Catering - Appetizers
2020-12-23 5:00 PM2020-12-23 6:00 PMActivePC Web Camera

Pref Occurrence and Resource Table

{{$pro.vars.prefOccurrencesWithResourcesString}}
{{$pro.vars.prePrefOccurrencesWithResourcesString}}

Same as above, but with resource preferences instead of assignments.


Occurrence Location Resource Table

{{$pro.vars.
occurrencesWithLocationsAndResourcesString}}
{{$pro.vars.
preOccurrencesWithLocationsAndResourcesString}}
Event StartEvent EndStateObject TypeObject Name
2020-12-22 5:00 PM2020-12-22 6:00 PMActiveLocationAC 107
2020-12-22 5:00 PM2020-12-22 6:00 PMActiveLocationMeeting Room
2020-12-23 5:00 PM2020-12-23 6:00 PMActiveResourceFS - Catering - Appetizers
2020-12-23 5:00 PM2020-12-23 6:00 PMActiveResourcePC Web Camera

Pref Occurrence Location Resource Table

{{pro.vars.
prefOccurrencesWithLocationsAndResourcesString}}
{{$pro.vars.
prePrefOccurrencesWithLocationsAndResourcesString}}

Same as above, but with location and resource preferences instead of assignments.



Locations

These variables show locations or occurrences with locations.

Value

Variable

Example Output

Location Table

{{$pro.vars.locationsString}}
{{$pro.vars.preLocationsString}}


NameFormal Name
AC 107ITN Classroom
MSC 102Macadam Student Center - Meeting Room 102
Pref Location Table
{{$pro.vars.prefLocationsString}}
{{$pro.vars.prePrefLocationsString}}

Same as above, but with location preferences instead of assignments.

Location List

{{$pro.vars.locationsStringCSV}}
{{$pro.vars.preLocationsStringCSV}}

ARMR 211A, ART 100

Pref Location List

{{$pro.vars.prefLocationsStringCSV}}
{{$pro.vars.prePrefLocationsStringCSV}}
Same as above, but with location preferences instead of assignments.



Resources

These variables show resources or occurrences with resources.

Value

Variable

Example Output

Resource Table
{{$pro.vars.resourcesString}}
{{$pro.vars.preResourcesString}}
Name
FS - Catering - Appetizers
PC Web Camera

Pref Resource Table

{{$pro.vars.prefResourcesString}}
{{$pro.vars.prePrefResourcesString}}

Same as above, but with resource preferences instead of assignments.

Resource List

{{$pro.vars.resourcesStringCSV}}
{{$pro.vars.preResourcesStringCSV}}
30"R X 42"T Hi-top Tables, Bongos
Pref Resource List
{{$pro.vars.prefResourcesStringCSV}}
{{$pro.vars.prePrefResourcesStringCSV}}
Same as above, but with resource preferences instead of assignments.



Event Role and Custom Attribute Variables

To use the event role and custom attribute variables, replace the red, italicized text with the system ID for the contact role or custom attribute. Selecting a field from the dropdowns in the Template Variables section will automatically fill in this ID for you, or you can locate it yourself in System Settings → Master Definitions. See Finding Object IDs in 25Live for more information.

Contact Roles

Tip: Most Common Contact Roles

These are the IDs of the most common contact roles in 25Live:

  • -1 is the event requestor
  • -2 is the event scheduler

Value

Variable

Example Output

Contact Full Name

{{$pro.vars.roleContactName.ID}}

{{$pro.vars.preRoleContactName.ID}}

Mozart, Wolfgang A.


Contact First Name

{{$pro.vars.roleContactFirst.ID}}

{{$pro.vars.preRoleContactFirst.ID}}

Wolfgang


Contact Middle Name

{{$pro.vars.roleContactMiddle.ID}}

{{$pro.vars.preRoleContactMiddle.ID}}

Amadeus


Contact Last Name

{{$pro.vars.roleContactLast.ID}}

{{$pro.vars.preRoleContactLast.ID}}

Mozart


Contact Email

{{$pro.vars.roleContactEmail.ID}}

name@school.edu
Contact Address

{{$pro.vars.roleContactAddr.ID}}

{{$pro.vars.preRoleContactAddr.ID}}
805 SW Broadway
Suite 1600
Portland OR 97205
Contact Phone

{{$pro.vars.roleContactPhone.ID}}

{{$pro.vars.preRoleContactPhone.ID}}
(503) 555-0091

Contact Fax

{{$pro.vars.roleContactFax.ID}}

{{$pro.vars.preRoleContactFax.ID}}
(503) 555-0091

Custom Attributes

Value

Variable

Example Use

Custom Attribute Value

{{$pro.vars.customAttributes.ID}}

{{$pro.vars.preCustomAttributes.ID}}

Example Use: {{$pro.vars.customAttributes.23}}

Email Recipient Shortcuts

In addition, a number of special recipient shortcuts are available for use in the To, CC, and BCC fields.

Shortcut

Recipient

object ownerThe event's owner
service providersAny user with approval workflow (notifications)
assignersAny user with assignment policy workflow



Formattable Date Variables

To add formattable date variables to a template, select the desired variable from the menu and then select a date or time format. You can see a preview of how the variable will be displayed.

To manually format a date variable, choose one of the date values below and add the desired date code after a pipe bar | character.

{{$pro.vars.dates.startDate | short}}
ValueVariable
Creation Date
{{$pro.vars.dates.creationDate}}
Current Local Date
{{$pro.vars.dates.currentLocalDate}}
Start Date
{{$pro.vars.dates.startDate}}
End Date
{{$pro.vars.dates.endDate}}
Last Edit Date
{{$pro.vars.dates.lastModDate}}


Email and document templates support the following codes for use with formattable date variables:

ValueCodeExample Output
M/d/yy, h:mm ashort6/15/15, 9:03 AM
MMM d, y, h:mm:ss amediumJun 15, 2015, 9:03:01 AM
MMMM d, y, h:mm:ss a zlongJune 15, 2015 at 9:03:01 AM GMT+1
EEEE, MMMM d, y, h:mm:ss a zzzzfullMonday, June 15, 2015 at 9:03:01 AM GMT+01:00
M/d/yyshortDate6/15/15
MMM d, ymediumDateJun 15, 2015
MMMM d, ylongDateJune 15, 2015
EEEE, MMMM d, yfullDateMonday, June 15, 2015
h:mm ashortTime9:03 AM
h:mm:ss amediumTime9:03:01 AM
h:mm:ss a zlongTime9:03:01 AM GMT+1
h:mm:ss a zzzzfullTime9:03:01 AM GMT+01:00




Document Management Variables

Some variables do not appear in drop-down menus on the template page and are only available in templates for Document Management, not Event Emails.

Formatted Tables

These variables are designed to produce tables that can be inserted into event contracts and other documents.

Most variables have an alternate version with "related" in its name. These produce similar outputs but include data from all related events.

VariableExample Output
{{ws.SpaceShortResourceOccurrenceTable}}
{{ws.SpaceShortResourceRelatedOccurrenceTable}}

Displays the short name of each location assigned to each event occurrence as well as each resource.

Occurrence details are displayed in chronological order by the event start date/time.

{{ws.SpaceLongResourceOccurrenceTable}}
{{ws.SpaceLongResourceRelatedOccurrenceTable}}

Displays the formal name of each location assigned to each event occurrence as well as each resource.

Occurrence details are displayed in chronological order by the event start date/time.

{{ws.EventBillingDetailsTable}}
{{ws.RelatedEventBillingDetailsTable}}

Includes all the relevant billing information including the billing item name, list price, adjustments and totals.   

{{ws.ServicesTable}}
{{ws.RelatedEventServicesTable}}

Shows a list of requirements for the event as well as the requirement's quantity and comments.

{{ws.EventOrganizationListTable}}

Shows a list of all the organizations assigned to the event.

If there is more than one organization, the primary organization is designated as such.

{{ws.EventCommentsTable}}
{{ws.RelatedEventCommentsTable}}

Shows the comments for each segment on the event.

{{ws.RelatedEventListTable}}
Shows a list of all the related events in addition to the event which triggers the document.


Organization and Contact Details

These variables return details about organizations attached to an event as well as contacts (such as Billing Contacts) for those organizations.

To use them, replace the red, italicized text with the system ID of an organization and/or an organization contact role. You can locate these in System Settings → Master Definitions. See Finding Object IDs in 25Live for more information.

Example:

{{$pro.vars.organizations.98.contacts.-1.role}}

98 is the orgID for the organization
-1 is the roleID for the contact role

Tip: Common organization and contact IDs

These are the two most common IDs you'll want to use:

  • For an event's primary organization, use the designated "primaryOrganization" variable instead of looking up its ID
  • The system-defined Billing Contact roleID is -1

ValueVariableExample Output
Organization Name

{{$pro.vars.organizations.orgID.itemName}}

ATHLETICS
Organization Title

{{$pro.vars.organizations.orgID.itemTitle}}

Athletics Department
Organization Billing Address

{{$pro.vars.primaryOrganization.billingAddress.address}}

805 SW Broadway

Suite 1600

Portland OR 97205

Organization Administrative Address

{{$pro.vars.primaryOrganization.adminAddress.address}}

805 SW Broadway

Suite 1600

Portland OR 97205

Contact Role

{{$pro.vars.organizations.orgID.contacts.roleID.role}}

{{$pro.vars.primaryOrganization.contacts.roleID.role}}

Billing Contact
Contact Name

{{$pro.vars.organizations.orgID.contacts.roleID.itemName}}

{{$pro.vars.primaryOrganization.contacts.roleID.itemName}}

Smith, John
Contact Title

{{$pro.vars.organizations.orgID.contacts.roleID.itemTitle}}

{{$pro.vars.primaryOrganization.contacts.roleID.itemTitle}}


Contact Email

{{$pro.vars.organizations.orgID.contacts.roleID.email}}

{{$pro.vars.primaryOrganization.contacts.roleID.email}}

smith.john@school.edu
Contact Phone

{{$pro.vars.organizations.orgID.contacts.roleID.phone}}

{{$pro.vars.primaryOrganization.contacts.roleID.phone}}

(503) 290-0091
Contact Fax

{{$pro.vars.organizations.orgID.contacts.roleID.fax}}

{{$pro.vars.primaryOrganization.contacts.roleID.fax}}

(503) 290-0091
Contact Address

{{$pro.vars.organizations.orgID.contacts.roleID.address}}

{{$pro.vars.primaryOrganization.contacts.roleID.address}}

805 SW Broadway

Suite 1600

Portland, OR 97205

Pricing

The following variables give the total pricing for a single event or a group of related events.

ValueVariableExample OutputNotes
Grand Total
{{$pro.vars.pricing.grandTotal}}
96.4Pricing total for a single event, formatted as a number
Grand Total (currency)
{{$$pro.vars.pricing.grandTotal}}
$96.40Pricing total for a single event, formatted as currency
Related Event Grand Total
{{ws.RelatedEventPricingGrandTotal}}
$331.20Pricing total for all related events, formatted as currency
Invoice Details Table
{{ws.InvoiceDetailsTable}}

Invoice Details Table

Adds a table of invoice/billing information details
Invoice Details Table With Related
{{ws.RelatedInvoiceDetailsTable}}

Invoice Details Table Related

Adds a table of invoice/billing information details with related information

Special Functions and Formatting

Date Modification

You can modify any variable with "Date" or "Time" in its name (including formattable date variables) by adding/subtracting days, hours, or minutes. Replace X in the following values with the number you wish to add or subtract:

  • Xd (days)
  • Xh (hours)
  • Xm (minutes)

You can change a variable with multiple values at once by putting them together one after another.

Date ModificationEffect
{{$pro.vars.dates.creationDateTimeString}}
Basic date
{{$pro.vars.dates.creationDateTimeString + 5d}}
Five days later
{{$pro.vars.dates.creationDateTimeString + 5d - 3h}}
Five days later and three hours earlier
{{$pro.vars.dates.creationDate + 5d | short}}
Five days later with a "short" date format


Basic Math

Any variable which returns a number can have basic arithmetic operations applied to it:

  • addition: +
  • subtraction: -
  • multiplication: *
  • division: /

Add these operations within the curly brackets at the end of the variable. It is useful to combine this with currency formatting for displaying prices and discounts.

VariableExample OutputUse Case
{{$$pro.vars.pricing.grandTotal}}
$96.40Base price
{{$$pro.vars.pricing.grandTotal * .2}}
$19.2880% discount
{{$$pro.vars.pricing.grandTotal - 50}}
$46.40$50 discount

Event Registration

Warning: This Feature Is Only Available For Participating Test Instances

Event registration is currently being developed and tested with customers who request access and provide feedback and suggestions. While in test, only users in the (-1) administrative security group can register or manage registrants.

ValueVariableExample Output
Attendee Table by Occurrence
{{ws.OccurrenceAttendeeTable}}

Attendee Table by Occurrence by Status
{{ws.OccurrenceAttendeeByStatusTable}}




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