Use merge tags in emails and comms

Merge tags are placeholders the platform replaces with each recipient’s real data when an email or comms post goes out. Instead of writing “Hi there”, you write Hi {first_name} and each recipient sees their own name.

Insert a merge tag

In the comms editor:

1. Click where you want the tag.
2. Toolbar then Insert merge tag.
3. Pick from the list. Common ones:
   • {first_name}, {last_name}, {full_name}
   • {email}, {mobile}
   • {job_title}, {department}, {employment_type}
   • {start_date} (formatted to AU)
   • {manager_name}, {manager_email}
   • {org_name}
4. The tag appears in your text wrapped in curly braces.

In code mode, type the curly brace tag directly. Same names.

Workflow specific tags

When the email is part of a workflow (onboarding sequence, exit sequence), additional tags become available based on the workflow context:

• Onboarding: {onboarding_link}, {welcome_pack_url}, {first_day_location}
• Exit: {last_day}, {exit_interview_link}, {handover_doc_link}
• Reviews: {review_link}, {review_due_date}

The picker only shows tags that make sense for the context you’re in.

Custom field tags

Anything you’ve added under Settings then Custom fields is also a merge tag. If you have a custom field called “preferred name”, it’s available as {preferred_name}.

Preview to test

Always preview before sending. The preview shows exactly what one recipient will see with their data filled in. Pick a few different people to preview against (e.g. someone with a custom field set, someone without).

What happens if a tag has no value

If an employee record is missing a field that a merge tag references, the platform falls back gracefully:

• Empty string by default
• Or a fallback you specify, like {first_name|there} (uses “there” if first name is empty)

Avoid sending emails where a missing tag would read awkwardly. The preview is your safety net.