How to use custom fields/values Part 2

Custom fields in TheraSaaS allow you to personalize your email and SMS templates by dynamically inserting specific information related to your contacts, users, or appointments. Here’s a clear step-by-step guide on how to use custom fields effectively in your messages.

1. Accessing Custom Fields

1. Open an Existing Template:

   • Log in to your TheraSaaS account.

   • Navigate to Marketing > Templates and select an existing template or create a new one.

2. Hover Over Custom Values:

   • When editing the content of your template, hover over the Custom Values button. A dropdown list with different categories of custom fields will appear.

2. Categories of Custom Fields

Custom fields are divided into several key categories. Here’s a breakdown of the most common categories and how to use them:

Contact Fields:

• Purpose: This pulls information about the person you are sending the message to.

• Common Fields:

  • First Name: Inserts the recipient’s first name (e.g., “Hello, John”).

  • Last Name: Inserts the recipient’s last name.

  • Full Name: Combines both first and last names.

  • Other Contact Details: You can insert their email address, phone number, or other fields stored in their contact profile.

Example: Use this to personalize your messages. Instead of “Hello,” you can use “Hello {{Contact.First Name}}” to dynamically greet each recipient by name.

Custom Fields:

• Purpose: These are unique fields you’ve created in your TheraSaaS account to gather specific information from contacts.

• Usage:

  • If you've asked a contact for a specific input (e.g., "How would you like to receive services?"), you can insert this custom response into your messages.

  • Note: Custom fields only work if they are filled out for the contact. Otherwise, they will be blank in the message.

Example: If a custom field asks, “Preferred Service Method,” you can insert {{Contact.Preferred Service Method}} in an email, and it will populate with the response the contact provided (e.g., "Teletherapy").

User Fields:

• Purpose: This pulls information about the logged-in TheraSaaS user (e.g., the clinician or staff member sending the message).

• Common Fields:

  • User Name: Automatically inserts the name of the logged-in user.

  • User Email: Inserts the user’s email.

  • Useful for group practices, where different clinicians or team members may be sending messages.

Example: If you’re a group practice and the message sender changes, using {{User.Name}} ensures the correct name is displayed without manual changes.

Appointment Fields:

• Purpose: If you have your appointment calendar connected to TheraSaaS, you can include details about upcoming appointments in your messages.

• Common Fields:

  • Appointment Date: Inserts the date of the contact’s appointment.

  • Appointment Time: Inserts the time of the scheduled appointment.

Example: Use this to remind clients of upcoming sessions, such as “Your next appointment is on {{Appointment.Date}} at {{Appointment.Time}}.”

Account Fields:

• Purpose: These fields are related to your TheraSaaS account.

• Common Fields:

  • Account Name: Automatically inserts the name of your TheraSaaS sub-account or practice.

  • Location Name: Adds the name of your practice’s location (if applicable).

Example: Use this to sign off emails with your practice name, like “Best regards, {{Account.Name}}.”

Attribution Fields:

• Purpose: Provides details about how the contact was created or what marketing campaign they are associated with.

• Usage:

  • This can be useful for understanding where a contact came from, but it’s less commonly used in everyday messages.

3. How to Insert Custom Fields

1. Select the Field:

   • In the template editor, hover over the Custom Values button and select the appropriate field from the dropdown (e.g., Contact.First Name, Account.Name).

2. Preview and Test:

   • Once you’ve inserted custom fields, always send a test email or SMS to yourself to verify that the fields populate correctly.

   • If the custom field is missing data, it will show a blank space in the message.

4. Common Use Cases for Custom Fields

• Personalized Greetings: Insert the contact’s first name for a more personalized touch (e.g., “Hi, {{Contact.First Name}}”).

• Appointment Reminders: Use custom fields to include appointment details (e.g., “Your next session is scheduled for {{Appointment.Date}} at {{Appointment.Time}}”).

• Dynamic Signatures: Automatically insert your practice’s name using the account name field in your email signature (e.g., “Thank you, {{Account.Name}}”).

Summary

Custom fields in TheraSaaS allow you to automatically personalize your messages by pulling in specific details from your contacts, users, and appointments. The most commonly used fields include Contact (for recipient details), User (for sender information), and Account (for practice information). Be sure to test your messages before sending to ensure the fields populate correctly.