Filling in client details automatically
Write something once and have every client see their own details in it. CoreHue has two kinds of variable, a small set for emails and a bigger set for contracts, plus blanks your client fills in themselves when they sign.
Variables in emails and messages
Anywhere you write to a client, open Variables in the toolbar above the text box and pick one. A tag drops into your text and fills in when the email goes out.
| Variable | Becomes |
|---|---|
| Client's first name | Their first name, like "Kate" |
| Business name | Your business name from settings |
| Business email | Your business email |
| Today's date | The date it's sent |
| Current year | This year |
So "Hi Client's first name, thanks for getting in touch" reaches Kate as "Hi Kate, thanks for getting in touch."
Where they work
- Every send screen, for invoices, proposals, contracts, questionnaires, bookings, receipts and reminders. They work in the subject line too.
- Saved email templates under Templates → Emails.
- Booking confirmations and inquiry auto-replies under Bookings → Settings → Emails. See Booking confirmation and reminder emails.
- The confirmation message on a contact form.
- Messages, where the tag shows your client's real name straight away because you already know who you're writing to.
The gallery email is the exception for Client's first name, because you can send one gallery to several people at once. Write that greeting out yourself.
When there's no first name
Some contacts arrive with only an email address. Then Client's first name reads "there", so "Hi there" still works. "Thanks, there!" doesn't, so it's worth writing greetings that work either way.
Variables in contracts
Contracts have a much bigger set: 28 variables in six groups, inserted from the contract editor's toolbar.
| Group | Examples |
|---|---|
| Client | Client Name, Client Email, Client Phone, Client Address |
| Business | Business Name, Business Email, Business Phone, Business Address, Registration Number |
| Contract | Contract Number, Contract Date, Expiry Date |
| Booking | Booking Date, Booking End Date, Service Name, Venue, Booking Duration, Start Time, End Time, Package, Add-ons |
| Invoice | Invoice Number, Invoice Total, Currency, Deposit, Balance |
| Dates | Today's Date, Current Year |
Write your contract once with Client Name and Booking Date in it, and every contract you send carries the right details.
A variable needs something to fill it. If a contract isn't linked to a booking, or you haven't added your business phone, CoreHue won't send a half-filled contract. A Cannot send contract box lists each variable it couldn't fill and why, so you can link the booking, fill in the missing detail, or take the variable out. See Variables and blanks in contracts.
Blanks your client fills in
Some details only your client knows, like an emergency contact or the name of their venue coordinator. For those, add a client field to the contract. It's a blank line your client types into while they sign.
- Fields are text or date, with a date picker for dates.
- A contract can have up to 50, and each can be required or optional.
- Once signed, the answers are locked into the finished contract.
Give each one a clear label. "Name of your day-of coordinator" is much easier to answer on a phone than "Coordinator".
Which one to use
Ask yourself: do I already know this?
| Variable | Client field | |
|---|---|---|
| Who fills it in | CoreHue | Your client |
| When | When you send | While they sign |
| Where the answer comes from | Your settings, the contact, the booking, the invoice | Your client |
| If it can't be filled | The send is blocked and CoreHue tells you why | Your client sees a blank to complete |
Frequently asked questions
Can I add the service name or price to an email?
Not with a variable. Email variables cover the client's first name, your business name and email, today's date and the year. Type other details in yourself, or use a contract variable inside a contract.
Do questionnaire answers fill into a contract?
No. Questionnaire answers stay with the questionnaire. Add a client field to the contract, or copy the detail in before you send.
What does my client see if a variable is empty?
They don't see an empty variable, because CoreHue stops the contract from sending until every variable can be filled.
Can I edit a template without changing emails I've already sent?
Yes. Using a template copies it, so later edits never change anything you've already sent.