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Using Merge Fields in Email Templates
Merge fields allow you to personalise emails by automatically inserting information held in PracticeFlow, such as client names, task deadlines, contact details and Client Portal links.
How to use merge fields
When creating an email template:
- Type { in the email body to open the list of available merge fields.
- Scroll through the list or use the Search function to find a field by typing part of its name.
- Select the field you want to insert.
The field will appear enclosed in double curly braces, for example {{Organisation.Name}}. When you compose an email using the template, PracticeFlow replaces the merge fields with the relevant information.
The available fields depend on whether you selected Organisation or Individual as the Client Type when creating the template.
Commonly Used Merge Fields
The following tables show examples of available merge fields. These are not complete lists, and the example values are for illustration only.
Organisation Fields
Use these to insert information from an Organisation's record.
| Merge Field | Format | Example |
|---|---|---|
{{Organisation.Name}} |
Text | ABC Limited |
{{Organisation.RegistrationNumber}} |
Text | 12345678 |
{{Organisation.AccountsPeriodEnd}} |
Date | 31/03/26 |
{{Organisation.AccountsDue}} |
Date | 31/12/26 |
{{Organisation.ConfirmationStatementDue}} |
Date | 20/06/26 |
{{Organisation.TaxReturnDue}} |
Date | 31/03/27 |
{{Organisation.VATReturnDue}} |
Date | 07/05/26 |
{{Organisation.VATNumber}} |
Text | GB123456789 |
Individual Fields
Use these to insert information from an Individual's record.
| Merge Field | Format | Example |
|---|---|---|
{{Individual.FirstName}} |
Text | David |
{{Individual.LastName}} |
Text | Smith |
{{Individual.FullName}} |
Text | David Smith |
{{Individual.Email}} |
Email address | david@example.com |
{{Individual.TaxPeriodEnd}} |
Date | 05/04/26 |
{{Individual.TaxReturnDue}} |
Date | 31/01/27 |
Task Fields
These are particularly useful for email reminders and other task-related communications.
| Merge Field | Format | Example |
|---|---|---|
{{Task.Name}} |
Text | VAT Return |
{{Task.Due}} |
Date | 07/05/26 |
{{Task.PlannedStart}} |
Date | 01/04/26 |
{{Task.PlannedCompletion}} |
Date | 30/04/26 |
{{Task.PortalURL}} |
Link | Unique Client Portal link |
For example, including {{Task.PortalURL}} in an email template automatically inserts the correct Client Portal link for the task you're working on.
Practice, User and Service Fields
These fields allow you to include information about your practice, the user or the service.
| Merge Field | Format | Example |
|---|---|---|
{{Account.Name}} |
Text | Smith & Co Accountants |
{{Account.FromName}} |
Text | Smith & Co |
{{Account.FromEmail}} |
Email address | accounts@example.com |
{{User.FirstName}} |
Text | Sarah |
{{User.LastName}} |
Text | Jones |
{{User.Email}} |
Email address | sarah@example.com |
{{Service.Name}} |
Text | VAT |
Custom Fields
You can also use merge fields to insert information stored in your practice's Custom Fields for Organisations, Individuals and Tasks.
When a custom field has been created and named, its name appears in brackets alongside the merge field in the selection list, making it easier to identify.
| Merge Field Example | Custom Field Name | Example Value |
|---|---|---|
{{Organisation.CustomField1}} (url) |
URL | www.example.com |
{{Organisation.CustomField2}} (client fee) |
Client fee | £500 |
{{Organisation.CustomField3}} (code) |
Code | ABC123 |
{{Organisation.CustomField4}} (software) |
Software | Xero |
PracticeFlow supports up to ten numbered custom-field merge fields for each of Organisations, Individuals and Tasks.
Using Different Date Formats
Date merge fields are available in several formats, allowing you to choose how dates appear in your emails. For example, if a task deadline is 5 March 2026:
| Merge Field | Format | Example |
|---|---|---|
{{Task.Due}} |
Full date | 05/03/26 |
{{Task.Due.Day}} |
Day | 5 |
{{Task.Due.DayOrdinal}} |
Day with suffix | 5th |
{{Task.Due.DayName}} |
Weekday | Thursday |
{{Task.Due.DayNameShort}} |
Short weekday | Thu |
{{Task.Due.Month}} |
Month number | 3 |
{{Task.Due.MonthName}} |
Month name | March |
{{Task.Due.MonthNameShort}} |
Short month | Mar |
{{Task.Due.Year}} |
Year | 2026 |
You can combine merge fields to produce a date in your preferred format.
For example: {{Task.Due.DayOrdinal}} {{Task.Due.MonthName}} {{Task.Due.Year}}
This would display as 5th March 2026. The same date format options are available for other date fields.
Previewing Your Email
Use Preview to see how your email will look with merge fields populated. This allows you to check that the correct information appears before using the template.
For more information, see Creating an Email Template.