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# How to Use Variables in Email and SMS Templates

# How to Use Variables in Email and SMS Templates

Insert dynamic content into templates that automatically personalizes messages for each candidate.

## What are variables

Variables are placeholders that get replaced with actual data when the message is sent. Instead of manually typing each candidate's name, you insert `{{candidate_first_name}}` and the system fills it in.

## Inserting variables

1. Open template editor (Email or SMS templates)
2. Select the variable to insert ![How to Use Variables in Email and SMS Templates: Inserting variables](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-use-variables-in-templa_4fkmoz.png)
3. Placeholder appears in your template
4. Save the template

## Available variables

### Candidate Variables

| Variable | Inserts |
| ---- | ---- |
| `{{candidate_first_name}}` | Candidate's first name |
| `{{candidate_last_name}}` | Candidate's last name |
| `{{candidate_email}}` | Email address |
| `{{candidate_phone}}` | Phone number |

### Job Variables

| Variable | Inserts |
| ---- | ---- |
| `{{job_title}}` | Job position name |
| `{{job_location}}` | Job location |
| `{{job_department}}` | Department name |

### Company Variables

| Variable | Inserts |
| ---- | ---- |
| `{{company_name}}` | Your company name |

### Sender Variables

| Variable | Inserts |
| ---- | ---- |
| `{{sender_first_name}}` | Your first name |
| `{{sender_last_name}}` | Your last name |
| `{{sender_email}}` | Your email address |
| `{{sender_phone}}` | Your phone number |

### Special Links

| Variable | Inserts |
| ---- | ---- |
| `{{self_scheduling_link}}` | Your scheduling page URL |
| `{{questionnaire_link}}` | Unique questionnaire URL for candidate |
| `{{career_site_link}}` | Your career page URL |

## Custom job variables

Create job-specific variables for content that changes per position.

### Creating custom variables

1. Open a job
2. Go to the job's **Options** tab
3. Find "Custom job variables" section
4. Click dropdown
5. Type new variable name ![How to Use Variables in Email and SMS Templates: Creating custom variables](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-use-variables-in-templa_b0im1l.png)
6. Click "Add new custom job variable"
7. Enter the content for this job ![How to Use Variables in Email and SMS Templates: Creating custom variables](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-use-variables-in-templa_1sej1q3.png)

### Using custom variables

1. In template editor, click **Job Variables**
2. Select your custom variable ![How to Use Variables in Email and SMS Templates: Using custom variables](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-use-variables-in-templa_wfjjbu.png)
3. Insert into template

### Examples

**Variable**: `{{salary_range}}`
**Content for Job A**: "$80,000 - $100,000"
**Content for Job B**: "$120,000 - $150,000"

**Template**: "The salary range for this position is {{salary_range}}."

**Result Job A**: "The salary range for this position is $80,000 - $100,000."
**Result Job B**: "The salary range for this position is $120,000 - $150,000."

## Template examples

### Outreach template
```
Hi {{candidate_first_name}},

I came across your profile and thought you'd be a great fit for our {{job_title}} position at {{company_name}}.

Would you be open to a quick chat? Here's my calendar: {{self_scheduling_link}}

Best,
{{sender_first_name}}
```

### Follow-up template
```
Hi {{candidate_first_name}},

I wanted to follow up on my previous message about the {{job_title}} role.

Let me know if you have any questions!

{{sender_first_name}}
```

### Questionnaire request
```
Hi {{candidate_first_name}},

Thank you for your interest in the {{job_title}} position.

Please complete this short questionnaire: {{questionnaire_link}}

Best,
{{sender_first_name}}
```

## Tips

* Test templates by sending to yourself
* Check that all variables have values (empty variables stay blank)
* Use fallback phrases for optional fields
* Keep variable names intuitive
* Document custom variables for your team