Fields

Fields dynamically insert appointment, participant, contact, and message data into Apptoto message templates using the {{ FIELDNAME }} syntax.

Fields insert dynamic appointment or contact data into each message. This allows you to create Auto Message templates that can be used across appointments rather than you needing to customize the message for each appointment and client/patient.

You add them using the Insert Field button in the Message Editor, or by typing {{ FIELDNAME }} directly.

Fields can be used in:

• Auto Messages
• Auto Message Conditions
• One-Time Messages
• Appointment Pages

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	Date based on locale. e.g. “6-21”.
event.date_phrase	Expanded date. e.g. “Tuesday, March 8th”.
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: “[today] at [time]” if the event is today (e.g. “today at 8:00 am”); “[tomorrow] at [time]” if the event is tomorrow; “[day of week] at [time]” if the event is within 6 days (e.g. “Friday at 8:00 am”); “[day of week], [Month] [Day] at [Time]” if the event is 7 or more days later (e.g. “Monday, December 2nd at 8:00 am”).
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-hour basis — 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. 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 supported 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 either 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 its calendar. Useful if you want to send a different message for the first appointment. Often used to send a specific time for the first appointment of the day and then send a time range for all subsequent appointments.

Depending on your location, date formatting may follow: Day of Week DD MM HH:MM instead of the date formatting above (ex: Tuesday 26 November at 8:00 am).

Virtual Meeting Fields

Virtual Meeting Fields work for both:

• Appointments created through your Zoom, Microsoft Teams, or Google Meet integrations.
• Appointments created on your calendar manually with conference information in the body. Apptoto will attempt to extract virtual meeting information from the event body. This works with Zoom, GoToMeeting, Webex, and Jitsi. If you need Apptoto to recognize conference information from other conference solutions, please email support@apptoto.com.

Field	Description
event.is_virtual_meeting	(Boolean) True if the meeting was created through the Apptoto/Zoom integration OR if Apptoto detects that the appointment is a virtual meeting. False otherwise.
virtual_meeting.join_link	The link your client (or you) should click on to join the virtual meeting at meeting time.
virtual_meeting.join_button	The join link as a button (for email messages and appointment pages only).
virtual_meeting.meeting_id	The “Meeting Id”, “Meeting Number”, or “Access Code” for the virtual meeting.
virtual_meeting.passcode	The “Passcode”, “Password”, or “Access Code” for the virtual meeting.
virtual_meeting.call_in_numbers	All of the “Call In Numbers” separated by commas.
virtual_meeting.call_in_number	The first “Call In Number” found.
virtual_meeting.invite	The full invite text (for Zoom meetings created through Apptoto only).

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_link	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.attended	Returns true if the current check-in state for the participant is arrived, ontime, or late.
participant.state	This field rolls up the booking_state, reminder_state, and check_in_state into one. When the check_in_state is set, 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. 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 calendar types (like Google) which have the ability to send invites themselves. If the client accepts/declines through those invites, then you can access that information through the participant.state_on_calendar field. The values 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 the Appointment Grouping feature (all appointments with the same person on the same day can be considered a group, for example). 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.

Contact Fields

These fields pull in information from the contact in the address book, if the event is linked to a contact via Apptoto auto-matching or explicitly.

Field	Description
contact.name	The name of the participant (e.g. “Fred Smith”).
contact.first_name	The first name of the participant (e.g. “Fred”).
contact.last_name	The last name of the participant (e.g. “Smith”).
contact.email	The email address of the participant (e.g. foo@gmail.com).
contact.phone	The phone number of the participant (e.g. (650) 555-1212).
contact.normalized_phone	The normalized phone number of the participant (e.g. +16505551212).
contact.zip	The ZIP code of the contact (e.g. 97701).
contact.external_id	The external id of the contact in the address book.
contact.custom	Very similar to event.custom but data is pulled from the associated contact in the address book. See Custom Fields for more information.

Message Fields

Message fields are fields that are specific to the type of message that is being sent. For example, reminders 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-reply 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.