Comms Templates
Go to Admin → Comms to manage your templates and variables.
Templates
Each template has:
- Label — displayed in the send picker
- Key — auto-generated from the label, used in logs (e.g.
GRADING_INVITE) - Email subject and body — supports
{{TOKEN}}placeholders - SMS body — keep under 160 characters to avoid multi-part messages; the editor shows a live character count
- Active/Inactive — inactive templates never appear in the send picker and are never fired by automations
- Student Groups — restrict a template to specific student types, or leave blank to show for all groups
Token helper
Every template editor shows a row of token chips at the bottom. Click any chip to copy it to your clipboard, then paste it wherever you want it in the subject or body.
The tokens shown change depending on which type of template you are editing:
New Starter Pipeline templates (TRIAL_* and MANDATE_*)
These templates are sent to trial leads and their parents, so they have access to trial-specific data:
Lead & Trial tokens
| Token | Resolves to |
|---|---|
{{FORENAME}} | Child's first name |
{{SURNAME}} | Child's last name |
{{PARENT_NAME}} | Parent or carer's name |
{{TRIAL_DATE}} | Week 1 trial date — e.g. Saturday, 14 June 2026 |
{{TRIAL_TIME}} | Week 1 start time — e.g. 10:00 AM |
{{TRIAL_DATE_2}} | Week 2 trial date |
{{TRIAL_TIME_2}} | Week 2 start time |
{{CLASS_NAME}} | Class name — e.g. Snakes & Cranes |
{{MONTHLY_FEE}} | Monthly membership fee for their class — e.g. £33 |
{{MEMBERSHIP_JOIN_LINK}} | Personalised direct link to their membership application form |
Club & Instructor tokens
| Token | Resolves to |
|---|---|
{{SMTP_FROM_NAME}} | Club name (from App Settings) |
{{INSTRUCTOR_NAME}} | Instructor name (from Comms Config) |
{{INSTRUCTOR_PHONE}} | Instructor phone number (from App Settings) |
{{INSTRUCTOR_EMAIL}} | Instructor email (from App Settings) |
{{VENUE_ADDRESS}} | Training venue address (from App Settings) |
Standard student templates
These templates are sent to enrolled students from a student profile or bulk comms:
| Token | Resolves to |
|---|---|
{{FORENAME}} | Student's first name |
{{SURNAME}} | Student's last name |
{{FULL_NAME}} | First and last name combined |
{{GRADE}} | Current grade/sash name |
{{GROUP}} | Student type name |
{{ATT_PCT}} | Year-to-date attendance percentage |
Plus any custom variables you've defined (see below).
Variables
Variables are custom {{TOKEN}} values you define for use in standard student templates — for example, {{NEXT_GRADE_MONTH}} set to July 2026.
Update variable values before each grading or renewal season — one change here updates every template that uses the token.
To add a variable: tap + Add Variable, give it a key (e.g. NEXT_GRADE_MONTH) and a label, then set its value.
The following token names are reserved and cannot be used as custom variable keys — they are always populated from the student record:
{{FORENAME}}, {{SURNAME}}, {{FULL_NAME}}, {{GRADE}}, {{GROUP}}, {{ATT_PCT}}
Test Mode
When Comms Test Mode is on, every message sent — including automated pipeline comms — is redirected to your test email and test phone number instead of the real recipient. The subject/body also gets a [TEST] prefix so you can clearly identify test messages.
Set your test email and phone in Admin → Comms → Variables: TEST_EMAIL and TEST_PHONE.
Switch Test Mode off in Admin → Integrations → App Settings when you are ready to send to real parents and students.
On some instances, Test Mode may be locked by the environment (e.g. to prevent accidental live sends on a UAT environment). If you see "Test Mode is locked for this environment", contact your account administrator.