Merge fields and custom variables let you personalize your communication with families by automatically inserting information like names, tour times, and enrollment details. Instead of manually typing the same information over and over, you can use placeholders that Enrollio fills in for you.

What are Merge Fields and Custom Variables?

A merge field is a placeholder that looks like this: {{something.here}}. When you send an email or text message, Enrollio automatically replaces these placeholders with real information from your database.

For example, instead of writing "Hi there," you can write "Hi {{contact.first_name}}," and each parent will see their own name.

Types of Merge Fields

  • Standard Fields: Built-in fields like parent names, tour times, and staff details that come with Enrollio
  • Custom Fields: Fields you create to track specific information about families and enrollment opportunities
  • Custom Values: Reusable text snippets like your center's address or phone number
  • Custom Objects: Advanced data structures you create for specialized tracking needs
  • Trigger Links: Special links that start automations when clicked
  • Payment Links: Links parents can use to pay enrollment fees or tuition
[SCREENSHOT: Show an example email template with visible merge fields like {{contact.first_name}} and {{appointment.start_time}}]

Why Use Merge Fields?

Save time: Stop copying and pasting the same information. Set up your templates once and let Enrollio fill in the details.

Personalize at scale: Send hundreds of personalized messages that feel like you wrote each one individually.

Reduce errors: Pull information directly from your database instead of risking typos or outdated details.

Automate follow-ups: Use merge fields in your automations to send timely, relevant messages without lifting a finger.

Standard Fields

Standard fields are built into Enrollio and available in every account. You can't edit or delete these fields — they're core to how the platform works.

Common Standard Fields for Childcare

  • {{contact.first_name}} — Parent's first name
  • {{contact.email}} — Parent's email address
  • {{contact.phone}} — Parent's phone number
  • {{appointment.start_time}} — Scheduled tour date and time
  • {{user.full_name}} — Name of the staff member assigned
  • {{location.name}} — Your childcare center's name

View the complete list of standard merge fields

Note: Some fields may not appear in the standard list. If you need a field that's not listed, you can create it as a custom field.
[SCREENSHOT: Show the merge field selector dropdown in the email builder with common childcare fields visible]

Custom Fields

Custom fields let you track information specific to your childcare center. These fields are attached to parent profiles or enrollment opportunities and help you segment your families for more targeted communication.

Childcare-Specific Examples

  • Child's Age or Date of Birth: Track ages to send age-appropriate program information
  • Start Date Preference: Know when families want to begin care
  • Program Interest: Track whether families want infant care, preschool, after-school, etc.
  • Tour Status: Mark whether a family has scheduled, completed, or missed their tour
  • Referral Source: Record how families found you (Google, friend referral, Facebook, etc.)
  • Preferred Communication Method: Know whether parents prefer email, text, or phone calls
  • Sibling Information: Track families with multiple children
  • Special Needs or Accommodations: Note any special requirements for enrollment

Once you create a custom field, you can use it as a merge field in your emails, text messages, and automations just like any standard field.

[SCREENSHOT: Show the custom fields section for a parent profile with childcare-relevant fields filled in]

Custom Values

Custom values are reusable text snippets you can insert anywhere in Enrollio — emails, landing pages, automations, and more. When you need to update the information, change it once and it updates everywhere.

Perfect for Childcare Centers

  • Center Contact Information: Phone number, email, and address in email footers
  • Operating Hours: Business hours that appear in multiple templates
  • Tour Details: Standard information about what to expect during a center tour
  • Licensing Information: Your license number or accreditation details
  • Director's Name: Reference your center director consistently
  • Tuition Policy Link: A link to your tuition rates or payment policies
  • Holiday Schedule: Closures and special schedules
Pro Tip: Use custom values for information that changes occasionally but appears in many places. When your phone number or hours change, update the custom value once instead of hunting through dozens of templates.
[SCREENSHOT: Show custom values management screen with examples like {{custom_values.center_phone}} and {{custom_values.center_address}}]

Custom Objects

Custom objects let you create unique data structures beyond what's built into Enrollio. These are advanced features most childcare centers won't need, but they're powerful for specific use cases.

Advanced Tracking Examples

  • Classroom Capacity: Track room availability by age group and session
  • Staff Credentials: Manage staff certifications and renewal dates
  • Supply Inventory: Track supplies, reorder dates, and vendor information
  • Meal Plans: Record dietary preferences and meal service details
  • Incident Reports: Log and track incidents with structured data

Custom objects require technical setup and are best for centers with complex tracking needs beyond standard enrollment management.

Trigger Links

Trigger links look like regular links, but when someone clicks them, they start an automation in Enrollio. This helps you track engagement and respond automatically.

How Childcare Centers Use Trigger Links

  • Tour Confirmations: Send a "Confirm Your Tour" link that triggers a confirmation email when clicked
  • Program Interest: Send links for different programs (infant, toddler, preschool) and automatically tag families based on which they click
  • Waitlist Updates: "Click here if you're still interested" links that trigger follow-up sequences
  • Document Downloads: Track who downloads your parent handbook and send follow-up information
  • Survey Responses: Send satisfaction surveys and trigger thank-you messages when completed
  • Virtual Tour Links: Track who watches your virtual tour and follow up accordingly

When you create a trigger link, you'll connect it to a specific automation that runs when the link is clicked.

[SCREENSHOT: Show how to create a trigger link in the automation builder]

Payment Links

Payment links let families pay enrollment fees, deposits, or tuition directly from your emails or text messages. No need to send invoices or collect checks.

Common Uses in Childcare

  • Enrollment Deposits: Collect deposits to hold a child's spot
  • Registration Fees: One-time enrollment or registration fees
  • Supply Fees: Annual supply or activity fees
  • Event Registration: Payment for special events or field trips
  • Tuition Payments: Links for recurring monthly tuition (though most centers use autopay)

Parents click the link, enter their payment information, and you're done. The payment processes automatically and updates in Enrollio.

[SCREENSHOT: Show an example email with a payment link and what the payment page looks like]

Handling Empty Fields

What happens if a merge field is empty? For example, if you use {{contact.first_name}} but you don't have that parent's first name on file?

Enrollio will simply leave the space blank. The merge field won't show up — it'll just be empty.

Workaround: Show Different Content Based on Data

In the email builder, you can use Conditional Send to show different content blocks based on whether a field has data.

Example: Create two blocks in your email:

  1. Block 1: "Hi {{contact.first_name}}," — set this to show only when first_name is NOT empty
  2. Block 2: "Hi there," — set this to show only when first_name IS empty

This way, families with names on file see personalized greetings, and everyone else sees a friendly generic greeting.

Pro Tip: Keep your parent records complete to get the most out of merge fields. Make first name and email required fields in your enrollment forms.
[SCREENSHOT: Show the conditional send settings in email builder with the first_name example]

Frequently Asked Questions

What's the difference between Custom Fields and Custom Values?

Custom Fields are specific to each family or enrollment opportunity. One parent might have "Interested in Infants" while another has "Interested in Preschool."

Custom Values are the same for everyone. Your center's phone number is the same in every email you send.

Can I use merge fields in text messages?

Yes! Merge fields work in text messages, emails, landing pages, and automations throughout Enrollio.

Do merge fields work with automations?

Absolutely. Merge fields are incredibly powerful in automations because they let you send personalized messages automatically as families move through your enrollment process.

What if I misspell a merge field?

If Enrollio doesn't recognize the merge field, it will appear exactly as you typed it — brackets and all. Always use the merge field picker or copy from documentation to avoid typos.

Can I see which merge fields are available?

Yes. When you're editing an email, text message, or automation, look for the merge field button (usually looks like {}) or a dropdown menu. This shows all available fields for that context.