Fields are used to insert dynamic data (based on each appointment) into each message that is sent. The intention is to allow you to set up Auto Message templates that can be applied to each appointment without the user having to customize each message for each appointment.

Fields can be inserted by clicking the “Insert Field” button when editing Auto Messages. You can also type fields directly into the message using the {{ FIELDNAME }} syntax.

Fields can be used in

Fields that are available include:

Event Fields

Field Description
event.time The start of the appointment unformatted. (use the “date” filter to format it) (e.g. 2013-11-15 10:00:00 -0800).
event.time_phrase Nicely formatted time based on locale. e.g. “8:00am”
event.time_hour The hour (integer) that the event begins. e.g. “15” for 3pm. Mainly used in conditions.
event.time_hhmm The hour and minute as a number (integer). e.g. “1530” for 3:30pm. Mainly used in conditions.
event.time_zone The time zone of the event. e.g. “PDT
event.time_zone_expanded The expanded version of the time zone. e.g. “Pacific Daylight Time” (useful in voice scripts)
event.date Nicely date based on locale. e.g. “6-21”
event.date_phrase Expanded date. e.g. “Tuesday, March 8thst”
event.date_abbreviated_phrase Abbreviated date. e.g. “Tue, Mar 8th”
event.date_phrase_and_time Expanded date with time. e.g. “Tuesday, March 8th at 2:00 pm”
event.date_abbreviated_phrase_and_time Abbreviated date with time. e.g. “Tue, Mar 8th at 2:00pm”
event.date_with_year Date with year. e.g. “2014-06-21”
event.start_time Same as event.time
event.previous_start_time If appointment is rescheduled, then this will be the previous start time.
event.start_time_phrase Same as event.time_phrase
event.end_time The end of the appointment unformatted. (e.g. 2013-11-15 11:00:00 -0800).
event.end_time_phrase Nicely formatted end time based on locale. e.g. “8:00am”
event.day_and_time_phrase Phrase useful in reminders. Results in “tomorrow at 8:00am” if the event is tomorrow or “on Saturday, November 23rd at 2:00pm” if the date is after tomorrow.
event.day_phrase same as day_and_time_phrase but without the time.
event.day_and_time_range_phrase Phrase useful in reminders. Results in “tomorrow between 2 and 3 PM” if the event is tomorrow or “on Saturday, November 23rd between 2 and 3pm” if the date is after tomorrow.
event.specific_day_phrase Same as event.day_phrase however the day is forced to be absolute (e.g. “Wednesday” instead of “tomorrow”)
event.specific_day_and_timephrase Same as event.day_and_time_phrase however the day is forced to be absolute (e.g. “Wednesday” instead of “tomorrow”)
event.all_day Returns true if the appointment is an all day appointment.
event.duration The length of the appointment in minutes. To say the number of hours use: {{event.duration | divided_by:60 }}
event.days_in_advance The number of days between when the appointment was created on the calendar and when the appointment takes place. This is calculated on a strict 24 hours basis… meaning if the appointment is for 4pm tomorrow and is booked at 2pm the previous day, then days_in_advance will be 2 since it’s more than 24 hours. If that is an issue, consider using hours_in_advance below.
event.hours_in_advance The number of hours between when the appointment was created on the calendar and when the appointment takes place.
event.days_until The number of days until the appointment.
event.days_since The number of days since the appointment.
event.title The title of the appointment in your calendar entry.
event.where The contents of the “where” field in your calendar entry.
event.location Same as event.where .
event.content The contents of the “content” field in your calendar entry.
event.all The title, where, and content, in one string with a “|” character in between each. Useful in if blocks… e.g {%if event.all contains 'haircut'%>This is a haircut appointment{%endif%}.
event Same as event.all
event.custom The data found in your appointment. Apptoto looks for “key:value” in your appointments and then makes those items available for you through this field. e.g. if your appointment has

service: haircut

on the body of the appointment, then you can access it in your message templates with event.custom.service . e.g. {{event.data.service}} would inline “haircut” into your template. See Custom Fields for more information
event.color_id_on_calendar The color of the appointment on your calendars (Only supported with Google Calendar currently)
event.categories The categories (comma delimited) of the appointment on your calendar (Only support by Outlook and/or Exchange currently)
event.show_as The “Show As” label of the appointment. e.g. “Busy”
event.recurring True if the appointment is a repeating appointment
event.created The date and time that the appointment was created on the calendar
event.participant_count The number of participants for the appointment
event.any_confirmed True if any participant of the event has said they are coming
event.any_not_coming True if any participant of the event has said they are not coming
event.any_cancelled Same as event.any_not_coming
event.any_responded True if any participant of the event has responded
event.all_responses A string containing all of the responses from all participants separated by “|” characters.
event.was_rescheduled True only if event was rescheduled
event.line_with_email_address returns the line from the event (title if it’s in the title, or the particular line if it’s in the body) containing the participant’s email address. Useful if you want to customize the message for each participant depending on information on that line.
event.line_with_phone_number same as event.line_with_email_address but for the participant’s phone number
event.line_with_email_or_phone same as event.line_with_email_address but for both email or phone number. The line containing the email address takes precedence.
event.is_first_appointment_of_day_on_calendar True if the event is the first event of the day on it’s calendar. Useful if you want to send a different message for the first appointment. Often times this is used to send a specific time for the first appointment of the day and then send a time range for all subsequent appointments.

Calendar Fields​

Field Description
calendar.name The name of the calendar. By default this will be the name of the calendar at the source, but you can change the name of the calendar on the calendar settings page.
calendar.owner_name The name of the calendar owner. This is the same as owner.name below.
calendar.all_event_titles_today All of the event titles on the same day as the appointment separated by “|” characters. This is useful if you want to set up a condition that blocks messages from going out for an appointment that is on the same day as another appointment.

Owner Fields​

Field Description
owner.name The name of the calendar owner. This is the same as calendar.owner_name above.
owner.name_and_company The name and company of the calendar owner.
owner.name_and_company_link The name and company of the calendar owner in link form (for use in emails and appointment pages)
owner.phone Calendar owner’s phone number.
owner.phone_link Calendar owner’s phone number in link form (for use in emails and appointment pages)
owner.email Calendar owner’s email address.

Location Fields​

Field Description
location.name The name of the location (on the “Locations” tab)
location.phone The phone number for the location.
location.phone_link The phone number for the location in link form (for use in emails and appointment pages)
location.address The address of the location.
location.address_html The address of the location formatted with <br/>. (for use in emails and appointment pages)
location.map_link The address of the location linked to Google maps
location.description The description of the location. This is often used to add directions to your location.

User Fields​

These fields use the values provided on the “Settings” > “Account” tab inside of your Apptoto dashboard.

Field Description
user.name The name of the user.
user.company Your company name for the user.
user.name_and_company The name and company of the user.
user.company_link Your company name in link form. (for use in emails and appointment pages)
user.company_url Your company url.
user.phone Your phone number.
user.phone Your phone number in link form. (for use in emails and appointment pages)
user.email Your email address.
user.outgoing_email Your outgoing email address. This might be different than your email address for your account if you’ve configured it.

Participant Fields​

These fields pull in information from the participant or contact.

Field Description
participant.name The name of the participant. (e.g. “Fred Smith”).
participant.first_name The first name of the participant (e.g. “Fred”).
participant.last_name The last name of the participant (e.g. “Smith”).
participant.email The email address of the participant. (e.g. foo@gmail.com)
participant.phone The phone number of the participant. (e.g. (650) 555-1212)
participant.normalized_phone The normalized phone number of the participant. (e.g. +16505551212)
participant.number Which participant this is for the appointment. The first participant returns 1.
participant.reminder_state The current reminder state for the participant. Values include “initial”, “reminded”, “confirmed”, “not_coming”, “not_coming_no_reschedule”, “not_coming_needs_reschedule”
participant.reminded True if any reminder has been sent
participant.booking_state The current booking state for the participant. Values include “initial”, “sent”, “accepted”, “declined”
participant.booking_sent True if any booking (i.e. invitation) has been sent
participant.check_in_state The current check in state for the participant. Values include “initial”, “arrived”, “ontime”, “late”, “noshow”
participant.state This field rolls up the booking_state, reminder_state, and check_in_state into one. i.e. when the check_in_state is set, then this field is the check_in_state. If the check_in_state is not sent, then the reminder_state is used. If the reminder_state is not set, then the booking_state is used, and if none of them are set then the value of this field is “initial”
participant.state_on_calendar The current booking state for the attendee on the source calendar. This is really only useful for calendars types (like Google) which have the ability to send invites themselves. If the client responds accepts/declines, etc through those invites, then you can access that information through the participant.state_on_calendar field. The values for this field are “initial”, “sent”, “accepted”, “declined”, and “tentative”
participant.all_responses A string containing all of the responses from this participant separated by “|” characters.
participant.group Appointments can be grouped together using our BETA Appointment Grouping Feature. e.g. all appointments with the same person on the same day can all be considered a group. Only one set of messages can be sent for all of them. The messages can list out all of the appointments on that same day using this field.
participant.group_count The number of appointments in this group
participant.custom Very similar to event.custom but data is pulled from the associated contact (if one exists). See Custom Fields for more information
participant.locale The locale for the participant based on which “Message Schedule” was used for the participant. The possible values are en-US, en-AU, en-GB, nl, fr, es, and de.

Message Fields​

“Message fields” are fields that are specific to the type of message that is being sent. For example, reminder’s have the following fields.

Field Description
reminder.time The date and time that the reminder is being generated. This is not the appointment time.
reminder.link The url to the “Appointment Page” for the reminder. The user will be able to find out more information about the appointment and confirm/cancel from the Appointment Page.
reminder.prompt The prompt string automatically generated depending on the type of reminder. e.g. if the reminder type is an SMS message, then the prompt will say “Please reply with 1 to confirm.” if you have it set up to only allow confirmations.
reminder.buttons Only useful in email messages. Same thing as “prompt” above except the options are buttons that the end-user can click on.

“Booking” and “Followup” messages have the same fields as above, e.g. “booking.link” or “followup.link” .

Reply Fields

These fields are useful in auto replies actions..

Field Description
reply.trigger The type of trigger that caused the auto reply action to take place.
reply.content The reply from the participant
reply Same as reply.content
reply.time The date and time of when the participant replied

Booking Page Fields

These fields are available only when the appointment was booked through an Apptoto Online Booking page.

Field Description
booking_fields The booking fields as a long string… one field each
CUSTOM BOOKING FIELD The value entered by the client when booking an appointment and filling out one of the custom fields for your booking page
ip_address The ip address of the client used when booking the appointment
type.label The appointment type’s label selected
type.description The appointment type’s description
type.token The shortened “token” of the appointment type. Typically very similar to the label, but with no spaces
reschedule_link A direct link back to the booking page that immediately asks the client to pick a new time
booking_page.name The name of the booking page
booking_page.title The title of the booking page
booking_page.url The url of the booking page used

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