Security Note: These Settings Require Administrative Access
To access the System Settings views, your 25Live user must be in the System Administrator (-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
Many 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.
Image: Template Variables can be used in the address field of the email.
Image: Template Variables can be used in the 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.
Image: Special template variables are available for custom documents.
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.
Animation: Use dropdown menus to find the variables you need.
Adding Conditional Logic
Conditional logic allows you to determine what is displayed in your template—based on whether certain conditions are met—using the format:{{( expression )}}
Examples:
- In this example, "Created" displays in the template if the event version number is 0 (indicating that it is a new event). Otherwise, "Edited" displays.
{{( {{$pro.vars.versionNumber}} === 0 ? "Created" : "Edited" )}}
(See animation below) - Conditional logic also works with variables. Similar to the example above, here, the Event Name or Event Title displays depending on if the event is new or edited.
{{( {{$pro.vars.versionNumber}} === 0 ? "{{$pro.vars.eventName}}" : "{{$pro.vars.eventTitle}}" )}}
Please note that this condition allows for word wrap, but not line breaks. Each paragraph will need its own conditional statement.
(See animation below)
Animation: Adding conditional logic using the examples above.
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.Standard Event Variables
Event and Organization Variables
| Title | Variable | Example Output | |
Event ID | {{$pro.vars.eventId}} | 188073 Returns the system ID of the event, as seen in the event URL. | |
|---|---|---|---|
| Event Link | {{$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 URL | {{$pro.vars.eventUrl}} | https://25live.collegenet.com/pro/testinstance#!/home/event/21659/details | |
Event Reference | {{$pro.vars.eventLocator}} | 2023-AAZHLW | |
Event Name | {{$pro.vars.eventName}}
{{$pro.vars.preEventName}} | Test Event | |
Event Title | {{$pro.vars.eventTitle}}
{{$pro.vars.preEventTitle}} | Test Title | |
Version Number | {{$pro.vars.versionNumber}}
{{$pro.vars.preVersionNumber}} | Possible values:
| |
Event Type ID | {{$pro.vars.eventTypeId}}
{{$pro.vars.preEventTypeId}} | 51 | |
Event Type Name | {{$pro.vars.eventTypeName}}
{{$pro.vars.preEventTypeName}} | Meeting | |
| Event Description | {{$pro.vars.description}} | Test Description | |
| Internal Notes | {{$pro.vars.internalNote}} | Internal notes | |
| Confirmation Notes | {{$pro.vars.confirmationNote}} | Confirmation notes | |
| Comments | {{$pro.vars.comment}} | Comment text | |
Expected Head Count | {{$pro.vars.expectedCount}}
{{$pro.vars.preExpectedCount}} | 12 | |
Registered Head Count | {{$pro.vars.registeredCount}}
{{$pro.vars.preRegisteredCount}} | 10 | |
Event State ID | {{$pro.vars.state}}
{{$pro.vars.preState}} | Possible values:
| |
Event State Name | {{$pro.vars.stateName}}
{{$pro.vars.preStateName}} | Tentative | |
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}}
{{$pro.vars.preSchedulerEmail}} | smith.jane@school.edu | |
Current Contact Name | {{$pro.vars.currentContactName}}
{{$pro.vars.preCurrentContactName}} | Jane Smith | |
Primary Org ID | {{$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}}
{{$pro.vars.prePrimaryOrganization.itemTitle}} HERE | Athletics Department | |
| Primary Org Type | {{$pro.vars.primaryOrganization.type}}
{{$pro.vars.prePrimaryOrganization.type}} |
| |
| Primary Org Rating | {{$pro.vars.primaryOrganization.rating}}
{{$pro.vars.prePrimaryOrganization.rating}} | Good | |
| Primary Org Account Number | {{$pro.vars.primaryOrganization.accountNumber}}
{{$pro.vars.prePrimaryOrganization.accountNumber}} | 735 |
Event Date and Time Variables
Image: The Date Variable generator fields are the best way to find the correct template variables for dates and times.
While some of these variables are found in the Standard Event Variables menu, the most accurate and convenient way to retrieve date/time template variables is to open the Template Variables section then use the fields in the Formattable Date Variables section to generate the exact right variables you need that match the example shown. Variable options include:
- Creation Date
- Current Local Date
- Reservation Start Date (includes pre- and setup times)
- Reservation End Date (includes post- and takedown times)
- Last Edit Date
- Event Start Date (without additional time)
- Event End Date (without additional time)
Tap or click the variable link to copy it to your clipboard.
| Title | Variable | Example Output |
| Event Creation Date | {{$pro.vars.dates.creationDateString}}
{{$pro.vars.preDates.creationDateString}} | Wed Jan 27 2024 |
| Event Creation Date and Time | {{$pro.vars.dates.creationDateTimeString}}
{{$pro.vars.preDates.creationDateTimeString}} | Wed Jan 27 2024 3:10 pm |
| Event Creation Time | {{$pro.vars.dates.creationTimeString}}
{{$pro.vars.preDates.creationTimeString}} | 3:10 pm |
| Current Local Date | {{$pro.vars.dates.currentLocalDateString}}
{{$pro.vars.preDates.currentLocalDateString}} | Wed Jan 27 2024 |
| Current Local Date and Time | {{$pro.vars.dates.currentLocalDateTimeString}}
{{$pro.vars.preDates.currentLocalDateTimeString}} | Wed Jan 27 2024 3:10 pm |
| Current Local Time | {{$pro.vars.dates.currentLocalTimeString}}
{{$pro.vars.preDates.currentLocalTimeString}} | 3:10 pm |
| Last Edit Date | {{$pro.vars.dates.lastModDateString}}
{{$pro.vars.preDates.lastModDateString}} | Wed Jan 27 2024 |
| Last Edit Date and Time | {{$pro.vars.dates.lastModDateTimeString}}
{{$pro.vars.preDates.lastModDateTimeString}} | Wed Jan 27 2024 3:10 pm |
| Last Edit Time | {{$pro.vars.dates.lastModTimeString}}
{{$pro.vars.preDates.lastModTimeString}} | 3:10 pm |
| Setup Date | {{$pro.vars.dates.eventSetupDateString}}
{{$pro.vars.preDates.eventSetupDateString}} | Wed Jan 27 2024 |
| Setup Date and Time | {{$pro.vars.dates.eventSetupDateTimeString}}
{{$pro.vars.preDates.eventSetupDateTimeString}} | Wed Jan 27 2024 3:10 pm |
| Setup Time | {{$pro.vars.dates.eventSetupTimeString}}
{{$pro.vars.preDates.eventSetupTimeString}} | 3:10 pm |
| Pre-Event Date and Time | {{$pro.vars.dates.preEventDateTimeString}}
{{$pro.vars.preDates.preEventDateTimeString}} | Wed Jan 27 2024 3:10 pm |
| Pre-Event Time | {{$pro.vars.dates.preEventTimeString}}
{{$pro.vars.preDates.preEventTimeString}} | 3:10 pm |
| Start Date | {{$pro.vars.dates.eventStartDateString}}
{{$pro.vars.preDates.eventStartDateString}} | Wed Jan 27 2024 |
| Start Date and Time | {{$pro.vars.dates.eventStartDateTimeString}}
{{$pro.vars.preDates.eventStartDateTimeString}} | Wed Jan 27 2024 3:10 pm |
| Start Time | {{$pro.vars.dates.eventStartTimeString}}
{{$pro.vars.preDates.eventStartTimeString}} | 3:10 pm |
| End Date | {{$pro.vars.dates.eventEndDateString}}
{{$pro.vars.preDates.eventEndDateString}} | 3:10 pm |
| End Date and Time | {{$pro.vars.dates.eventEndDateTimeString}}
{{$pro.vars.preDates.eventEndDateTimeString}} | Wed Jan 27 2024 3:10 pm |
| End Time | {{$pro.vars.dates.eventEndTimeString}}
{{$pro.vars.preDates.eventEndTimeString}} | 3:10 pm |
| Post-Event Date | {{$pro.vars.dates.postEventDateString}}
{{$pro.vars.preDates.postEventDateString}} | Wed Jan 27 2024 |
| Post-Event Date and Time | {{$pro.vars.dates.postEventDateTimeString}}
{{$pro.vars.preDates.postEventDateTimeString}} | Wed Jan 27 2024 3:10 pm |
| Post-Event Time | {{$pro.vars.dates.postEventTimeString}}
{{$pro.vars.preDates.postEventTimeString}} | 3:10 pm |
| Takedown Date | {{$pro.vars.dates.eventTakedownDateString}}
{{$pro.vars.preDates.eventTakedownDateString}} | Wed Jan 27 2024 |
| Takedown Date and Time | {{$pro.vars.dates.eventTakedownDateTimeString}}
{{$pro.vars.preDates.eventTakedownDateTimeString}} | Wed Jan 27 2024 3:10 pm |
| Takedown Time | {{$pro.vars.dates.eventTakedownTimeString}}
{{$pro.vars.preDates.eventTakedownTimeString}} | 3:10 pm |
| Setup Duration | {{$pro.vars.durations.setup}}
{{$pro.vars.preDurations.setup}} | 1 Hour, 30 Minutes |
| Pre-Event Duration | {{$pro.vars.durations.preEvent}}
{{$pro.vars.preDurations.preEvent}} | 1 Hour, 30 Minutes |
| Event Duration | {{$pro.vars.durations.event}}
{{$pro.vars.preDurations.event}} | 1 Hour, 30 Minutes |
| Post-Event Duration | {{$pro.vars.durations.postEvent}}
{{$pro.vars.preDurations.postEvent}} | 1 Hour, 30 Minutes |
| Takedown Duration | {{$pro.vars.durations.takedown}}
{{$pro.vars.preDurations.takedown}} | 1 Hour, 30 Minutes |
| Pre-Event to Post-Event Duration | {{$pro.vars.durations.preToPost}}
{{$pro.vars.preDurations.preToPost}} | 1 Hour, 30 Minutes |
| Setup to Takedown Duration | {{$pro.vars.durations.setupToTakedown}}
{{$pro.vars.preDurations.setupToTakedown}} | 1 Hour, 30 Minutes |
Occurrence, Location, and Resource Variables
Take care to distinguish between "pre-save" variables and "preference" variables which look similar:
- Pre-save variables include "pre" in the name and include the event's details before changes were saved
- Preference variables include "pref" in the name and include lists of location or resource preferences (such as appear in drafts or requests) instead of actual assignments
Some variables include both, such as {{$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 $pro.vars.occurrencesWithLocationsString variable.
| Title | Variable | Example Output | |||||||||||||||||||||||||||||||||||
| Occurrence Table | {{$pro.vars.occurrencesString}}
{{$pro.vars.preOccurrencesString}} |
| |||||||||||||||||||||||||||||||||||
| Occurrence List | {{$pro.vars.occurrencesStringCSV}}
{{$pro.vars.preOccurrencesStringCSV}} | ||||||||||||||||||||||||||||||||||||
| Occurrence and Location Table | {{$pro.vars.occurrencesWithLocationsString}}
{{$pro.vars.preOccurrencesWithLocationsString}} |
| |||||||||||||||||||||||||||||||||||
| Occurrence and Resource Table | {{$pro.vars.occurrencesWithResourcesString}}
{{$pro.vars.preOccurrencesWithResourcesString}} |
| |||||||||||||||||||||||||||||||||||
| Occurrence Location Resource Table | {{$pro.vars.occurrencesWithLocationsAndResourcesString}}
{{$pro.vars.preOccurrencesWithLocationsAndResourcesString}} |
| |||||||||||||||||||||||||||||||||||
| Location Table | {{$pro.vars.locationsString}}
{{$pro.vars.preLocationsString}} |
| |||||||||||||||||||||||||||||||||||
| Location List | {{$pro.vars.locationsStringCSV}}
{{$pro.vars.preLocationsStringCSV}} | ||||||||||||||||||||||||||||||||||||
| Resource Table | {{$pro.vars.resourcesString}}
{{$pro.vars.preResourcesString}} |
| |||||||||||||||||||||||||||||||||||
| Resource List | {{$pro.vars.resourcesStringCSV}}
{{$pro.vars.preResourcesStringCSV}} | ||||||||||||||||||||||||||||||||||||
| Pref Occurrence and Location Table | {{$pro.vars.prefOccurrencesWithLocationsString}}
{{$pro.vars.prePrefOccurrencesWithLocationsString}} |
| |||||||||||||||||||||||||||||||||||
| Pref Occurrence and Resource Table | {{$pro.vars.prefOccurrencesWithResourcesString}}
{{$pro.vars.prePrefOccurrencesWithResourcesString}} |
| |||||||||||||||||||||||||||||||||||
| Pref Occurrence Location Resource Table | {{$pro.vars.prefOccurrencesWithLocationsAndResourcesString}}
{{$pro.vars.prePrefOccurrencesWithLocationsAndResourcesString}} |
| |||||||||||||||||||||||||||||||||||
| Pref Location Table | {{$pro.vars.prefLocationsString}}
{{$pro.vars.prePrefLocationsString}} |
| |||||||||||||||||||||||||||||||||||
| Pref Location List | {{$pro.vars.prefLocationsStringCSV}}
{{$pro.vars.prePrefLocationsStringCSV}} | ARTS 101, ARTS 103, ARTS 105 | |||||||||||||||||||||||||||||||||||
| Pref Resource Table | {{$pro.vars.prefResourcesString}}
{{$pro.vars.prePrefResourcesString}} |
| |||||||||||||||||||||||||||||||||||
| Pref Resource List | {{$pro.vars.prefResourcesStringCSV}}
{{$pro.vars.prePrefResourcesStringCSV}} | AV - MAC, AV - Projector, AV - PC |
Other Variables
| Title | Variable | Example Output |
Current Group ID | {{$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. |
| 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. |
| Home URL | {{$pro.vars.homeUrl}} | The URL of your 25Live instance. |
Event Role and Custom Attribute Variables
To use the event role and custom attribute variables, replace the italicized text with the system ID for the contact role or custom attribute. Selecting a field from the dropdowns in the Template Variables section will automatically fill in this value for you, or you can locate it yourself in System Settings > Master Definitions. If you need the IDs, see Finding Object IDs in 25Live for more information.
Contact Roles
1. Choose the contact role from:
- Requestor
- Scheduler
- Coach
- Emergency Contact
- Instructor
- Umpire / Referee
2. Then, select the variable format for the contact role.
Tip: Most Common Contact Roles
These are the IDs of the most common contact roles in 25Live:
- -1 is the event requestor
- -2 is the event scheduler
Title | Variable | Example Output |
|---|---|---|
| Contact Full Name | {{$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}} | 123 Work St. 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: {{$pro.vars.customAttributes.23}} |
Email Recipient Shortcuts
In addition, a number of special recipient shortcuts are available for use in the To, CC, and BCC fields.
Shortcut | Recipient |
|---|---|
| object owner | The event's owner |
| service providers | Any user with approval workflow (notifications) |
| assigners | Any user with assignment policy workflow |
Formattable Date Variables
To add formattable date variables to a template, select the desired variable from the menu and then select a date or time format. You can see a preview of how the variable will be displayed.
To manually format a date variable, choose one of the date values below and add the desired date code after a pipe bar | character.
{{$pro.vars.dates.startDate | short}} |
Title | Variable |
|---|---|
| Creation Date | {{$pro.vars.dates.creationDate}} |
| Current Local Date | {{$pro.vars.dates.currentLocalDate}} |
| Last Edit Date | {{$pro.vars.dates.lastModDate}} |
| Setup Date | {{$pro.vars.dates.eventSetupDate}} |
| Pre-Event Date | {{$pro.vars.dates.preEventDate}} |
| Event Start Date | {{$pro.vars.dates.eventStartDate}} |
| Event End Date | {{$pro.vars.dates.eventEndDate}} |
| Post-Event Date | {{$pro.vars.dates.postEventDate}} |
| Takedown Date | {{$pro.vars.dates.eventTakedownDate}} |
Email and document templates support the following codes for use with formattable date variables:
| M/d/yy, h:mm a | short | 6/15/23, 9:03 AM |
|---|---|---|
| MMM d, y, h:mm:ss a | medium | Jun 15, 2023, 9:03:01 AM |
| MMMM d, y, h:mm:ss a z | long | June 15, 2023 at 9:03:01 AM GMT+1 |
| EEEE, MMMM d, y, h:mm:ss a zzzz | full | Monday, June 15, 2023 at 9:03:01 AM GMT+01:00 |
| M/d/yy | shortDate | 6/15/23 |
| MMM d, y | mediumDate | Jun 15, 2023 |
| MMMM d, y | longDate | June 15, 2023 |
| EEEE, MMMM d, y | fullDate | Monday, June 15, 2023 |
| h:mm a | shortTime | 9:03 AM |
| h:mm:ss a | mediumTime | 9:03:01 AM |
| h:mm:ss a z | longTime | 9:03:01 AM GMT+1 |
| h:mm:ss a zzzz | fullTime | 9:03:01 AM GMT+01:00 |
Building Lists and Tables
The Table Builder and List Builder dropdowns allow you to organize data more data easily, without having to create tables and lists manually.
Table Builder
- To create a table, make a table selection from the Table Builder dropdown menu.
| Table Options:
|
The table selection will populate data that will represent columns once your table is generated. Each column will have a Column Name, a Variable, and occasionally a Format option.
The number of columns generated by default will depend on the number of available variables for the table type selected. For example, the Related Events table (pictured below) has five variable options (ID, Event Name, Event Title, Start Date, & End Date) so a column is populated for each of them.
- Select your Column Name, Variable, and Format values
- Each Column Name populates with a default label that matches the associated variable; these labels can be edited.
- The variables available in the Variable dropdowns are specific to the table type selected.
- When a formattable date variable is selected, use the Format dropdown to choose the date and time structure of that variable.
- The table builder also features a Width of the column relative to other columns. All of these values are added together and the relative width of any individual column is its value divided by the sum.
- Add Columns or Delete columns as needed.
- Once you've made your selections, copy and paste the variable output into your template.
Example Table Configurations:
Example Table Preview:
List Builder
- To create a table, make a table selection from the List Builder dropdown menu.
 | List Options:
|
- Next, choose a Variable from the dropdown. These options will depend on your List Builder selection.
- Copy and paste the variable into your template.
Example List Configurations:
Example List Preview:
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.
Tip: Special Reservation Based Variables
If your custom document is scoped to reservations, a special set of variables will appear in 25Live in the expandable "Template Variables" section in System Settings. See the Reservation Based section below.
Formatted Tables (within Document Management General Variables)
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 their name. These produce similar outputs but include data from all related events.
Variable | Example 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. |
Resources
| Variable | Example Output |
{{ws.rsrv.RsrcName_Inst-Cat.###,###,###}}
{{ws.rsrv.RsrcName_Inst-ID.###,###,###}}
{{ws.rsrv.RsrcName_Inst-ID.All}} | Resource name appears in row above the resource instructions.  |
{{ws.rsrv.RsrcNameQty_Inst-Cat.###,###,###}}
{{ws.rsrv.RsrcNameQty_Inst-ID.###,###,###}}
{{ws.rsrv.RsrcNameQty_Inst-ID.All}} | Resource Name and (quantity:###) appears in the row above the resource instructions.
|
{{ws.rsrv.RsrcName_Qty_Inst-Cat.###,###,###}}
{{ws.rsrv.RsrcName_Qty_Inst-ID.###,###,###}}
{{ws.rsrv.RsrcName_Qty_Inst-ID.All}} | Line breaks appear between each of the resource name, (quantity:###) and resource instructions. |
{{ws.rsrv.RsrcQtyName_Inst-Cat.###,###,###}}
{{ws.rsrv.RsrcQtyName_Inst-ID.###,###,###}}
{{ws.rsrv.RsrcQtyName_Inst-ID.All}} | A row with columns for the resource quantity and resource name appear above the row with resource instructions.
|
{{ws.rsrv.RsrcQtyNameInst-Cat.###,###,###}}
{{ws.rsrv.RsrcQtyNameInst-ID.###,###,###}}
{{ws.rsrv.RsrcQtyNameInst-ID.All}} | A row with columns for the resource quantity and resource name and resource instructions.  |
{{ws.rsrv.RsrcNameQty-Cat.###,###,###}}
{{ws.rsrv.RsrcNameQty-ID.###,###,###}}
{{ws.rsrv.RsrcNameQty-ID.All}} | A single row with columns for the resource name followed by the quantity.  |
{{ws.rsrv.RsrcQtyName-Cat.###,###,###}}
{{ws.rsrv.RsrcQtyName-ID.###,###,###}}
{{ws.rsrv.RsrcQtyName-ID.All}} | A single row with columns for the resource quantity followed by the name.  |
Locations
| Variable | Example Output |
{{ws.rsrv.LocationNameLayoutInst}}
{{ws.rsrv.FormalNameLayoutInst}} | A row with columns for the location name and layout and location instructions.  |
{{ws.rsrv.LocationNameLayout_Inst}}
{{ws.rsrv.FormalNameLayout_Inst}} | A row with columns for the location name and layout appear above the row with location instructions.  |
{{ws.rsrv.TimesLocationTable}}
{{ws.rsrv.TimesFormalTable}} | A row is displayed for each occurrence in chronological order by the event start dateTime. If defined, values for the Setup start time, Pre-Event start time and Takedown start time are displayed. Each row will show the Event Start and End times as well as the assigned Location. If multiple locations are assigned to the reservation occurrence, a comma-separated list of location names are provided. |
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
Value | Variable | Example Output |
|---|---|---|
| Organization Name | {{$pro.vars.organizations.orgID.itemName}} | ATHLETICS |
| Organization Title | {{$pro.vars.organizations.orgID.itemTitle}} | Athletics Department |
| Organization Billing Address | {{ws.PrimaryOrgBillingAddr}} | 123 Billing St. Portland OR 97205 |
| Organization Administrative Address | {{ws.PrimaryOrgAdminAddr}} | 123 Admin St. 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 Portland, OR 97205 |
Pricing
The following variables give the total pricing for a single event or a group of related events.
Value | Variable | Example Output | Notes |
|---|---|---|---|
| Grand Total | {{$pro.vars.pricing.grandTotal}} | 96.4 | Pricing total for a single event, formatted as a number |
| Grand Total (currency) | {{$$pro.vars.pricing.grandTotal}} | $96.40 | Pricing total for a single event, formatted as currency |
| Invoice Details Table | {{ws.InvoiceDetailsTable}} |
| Adds a table of invoice/billing information details |
| Invoice Details Table With Related | {{ws.RelatedInvoiceDetailsTable}} |
| Adds a table of invoice/billing information details with related information |
Event-Based Variables in Document Management (Document Event Variables)
These items are only available if you chose "Event Based" in the Choose the scope of the document dropdown menu when creating or editing your custom document.
| Title | Variable | Example Output and Notes |
|---|---|---|
| Resource Total Charge | {{ws.RsrcChargeTotal}} | $50.00 (Dollar amount.) |
| Location Total Charge | {{ws.LocationChargeTotal}} | $50.00 (Dollar amount.) |
| Grand Total | {{ws.EventPricingGrandTotal}} | $3,167.80 (Dollar amount.) |
| Pricing Date | {{ws.EventPricingDate}} | Jan 27 2021 |
| Tax Total | {{ws.TaxTotal}} | $50.00 (Dollar amount.) |
| Billing Details | {{ws.EventBillingDetailsTable}} |  (List of billing items for the event.) |
| Billing Details Include Zeros | {{ws.EventBillingDetailsZeroTable}}
|  |
| Invoice Details | {{ws.InvoiceDetailsTable}} |  (List of billing items for the event.) |
| Invoice Details Include Zeros | {{ws.InvoiceDetailsZeroTable}} |  |
| Related Event Grand Total | {{ws.RelatedEventPricingGrandTotal}} | $331.20 Pricing total for all related events, formatted as currency. |
| Related Location Total Charge | {{ws.RelatedEventLocationChargeTotal}} | $871.20 |
| Related Resource Total Charge | {{ws.RelatedEventRsrcChargeTotal}} | $23,586.80 |
| Related Total Tax | {{ws.RelatedEventTaxTotal}} | $2,098.00 |
| Related Invoice Details Include Zeros | {{ws.RelatedInvoiceDetailsZeroTable}} |  |
| Related Event Billing Details Include Zeros | {{ws.RelatedEventBillingDetailsZeroTable}} | |
| Related Event Billing Details | {{ws.RelatedEventBillingDetailsTable}} |  (List of billing items for the event.) |
| Related Invoice Details | {{ws.RelatedInvoiceDetailsTable}} |  (List of billing items for the event.) |
Reservation Based Variables in Document Management
These variables are only available if you chose "Reservation Based" in the Choose the scope of the document dropdown menu when creating or editing your custom document.
Document Reservation Variables
| Value | Variable | Example Output |
|---|---|---|
Reservation Id | {{ws.rsrv.r25:reservation_id}} | 257955 |
| Reservation State | {{ws.rsrv.r25:reservation_state}} | 1 |
| Segment Id | {{ws.rsrv.r25:profile_id}} | 58619 |
| Segment Name | {{ws.rsrv.r25:profile_name}} | Rsrv_58619 |
| Segment Description | {{ws.rsrv.r25:profile_description}} | Quarterly Dinner, June |
| Segment Comments | {{ws.rsrv.r25:profile_comments}} | (Text of comments) |
| Expected Count | {{ws.rsrv.r25:expected_count}} | 25 |
| Registered Count | {{ws.rsrv.r25:registered_count}} | 23 |
| Registration Url | {{ws.rsrv.r25:registration_url}} | https://25live.collegenet.com/pro/testinstance#!/home/event/21659/details |
| Registration Label | {{ws.rsrv.r25:registration_label}} | June Quarterly Dinner |
| Last Mod User | {{ws.rsrv.r25:last_mod_user}} | (25Live user name) |
| Reservation Comments | {{ws.rsrv.r25:comments}} | (Text of comments) |
| Reservation Attendee Count | {{ws.rsrv.r25:attendee_count}} | 12 |
Document Reservation Formattable Date Variables
Each of these variables offers a Format choice to choose one of many standard date/time formats from a dropdown menu.
| Value | Modification | Variable (with a format option chosen) |
|---|---|---|
| Reservation Start Date | Choose Format | {{ws.rsrv.r25:reservation_start_dt|short}} |
| Pre Event Date | Choose Format | {{ws.rsrv.r25:pre_event_dt|short}} |
| Event Start Date | Choose Format | {{ws.rsrv.r25:event_start_dt|short}} |
| Event End Date | Choose Format | {{ws.rsrv.r25:event_end_dt|short}} |
| Post Event Date | Choose Format | {{ws.rsrv.r25:post_event_dt|short}} |
| Reservation End Date | Choose Format | {{ws.rsrv.r25:reservation_end_dt|short}} |
| Last Mod Dt | Choose Format | {{ws.rsrv.r25:last_mod_dt|short}} |
Document Organization Variables & Organization Custom Attributes
| Title | Variable | Example Output |
Account Number | {{ws.EventOrgAccountNumber}} | 671 761 |
Admin Address | {{ws.EventOrgAdminAddress}} | 123 Admin St. Portland OR 97205 |
Billing Address | {{ws.EventOrgBillingAddress}} | 123 Billing St. Portland OR 97205 |
Invoice Address | {{ws.EventOrgInvoiceAddress}} | 123 Invoice St. Portland OR 97205 |
Organization Name | {{ws.EventOrgName}} | CollegeNET |
Organization Title | {{ws.EventOrgTitle}} | CollegeNET, Inc. |
| Organization Custom Attribute | {{ws.org.CustomAttribute.#}} |
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 Modification | Effect |
|---|---|
{{$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.
Variable | Example Output | Use Case |
|---|---|---|
{{$$pro.vars.pricing.grandTotal}} | $96.40 | Base price |
{{$$pro.vars.pricing.grandTotal * .2}} | $19.28 | 80% discount |
{{$$pro.vars.pricing.grandTotal - 50}} | $46.40 | $50 discount |
Event Registration
Value | Variable | Example Output |
|---|---|---|
| Attendee Table by Occurrence | {{ws.OccurrenceAttendeeTable}} |
|
| Attendee Table by Occurrence by Status | {{ws.OccurrenceAttendeeByStatusTable}} |
|
Email Recipient Shortcuts
In addition, a number of special recipient shortcuts are available for use in the To, CC, and BCC fields.
Shortcut | Recipient |
|---|---|
| attendees | Users of all registration statuses |
| attendees1 | Users with registration status: Expressed Interest |
| attendees2 | Users with registration status: Unconfirmed |
| attendees3 | Users with registration status: Wait List |
| attendees4 | Users with registration status: Confirmed |
| attendees5 | Users with registration status: No Show |
| attendees6 | Users with registration status: Cancelled |