Tokens are placeholders you can add to emails, the Web Terminal, and as fields in rosters. They automatically fill in with the right information for each volunteer.
How Tokens Know What to Show
-
In an email, tokens pull details about the person receiving the message.
-
In the Web Terminal, tokens show information about the person who is logged in.
-
In a roster, tokens insert the information for the volunteer listed in that row.
How Tokens Look
Tokens always appear inside curly braces, like this: {{FirstName}}.
For example, if you write:
Each volunteer will see their own name instead of {{FirstName}}.
Common Types of Tokens
Below is a non-exhaustive list of some of the tokens used most frequently for communication:
🔹 Profile Information
-
{{FullName}}→ Full name -
{{FirstName}}→ First name only -
{{Family}}→ Family name or household members, depending on token option settings -
{{Phone}},{{Cell}}→ Phone numbers (note that Cell is used for texting through MSP) -
{{Address}}→ Mailing address -
{{Email}}→ Email address -
{{Comments}}→ Notes from the profile -
{{MinistryQualifications}}→ Ministries they can serve in -
{{ServicePreferences}}→ Preferred services/times -
{{CantServeTimes}}→ Times they are unavailable
🔹 Schedule & Assignments
-
{{ScheduledServices}}→ Positions they’re scheduled in -
{{NoShows}}→ Missed assignments -
{{Extras}}→ Extra assignments given -
{{Preassignments}}→ Roles they’ve been pre-assigned -
{{Teams}}→ Teams they belong to
🔹 Fill-In Opportunities
Please note that these will vary form volunteer to volunteer depending on their ministry qualifications, service preferences, can't serve times, and assigned positions.
-
{{AllAvailablePositions}}→ All open spots they qualify for -
{{UnfilledPositions}}→ Unfilled positions in the schedule -
{{SwapRequestedPositions}}→ Roles others have requested to swap out
🔹 Next Schedule Dates
-
{{NextScheduleCutoffDate}}→ Last day to update availability -
{{NextScheduleStartDate}}→ First day of the next schedule -
{{NextScheduleEndDate}}→ Last day of the next schedule
🔹 Attendance & Stats
-
{{ScheduleServicesCount}}→ Number of times scheduled -
{{NoShowsCount}}→ Number of missed assignments -
{{SwapsMadeCount}}→ Number of swaps made -
{{ExtrasCount}}→ Number of extra services taken
🔹 Web Terminal Links & Login
-
{{WebTerminalHomePageLink}}→ Main Web Terminal link -
{{WebTerminalMyProfilePageLink}}→ Direct link to their profile -
{{WebTerminalUsername}}/{{WebTerminalPassword}}→ Login details
🔹 Live Schedule & Roster Links
These tokens appear as a link in the email, and when clicked, the volunteer will see up-to-date information on the schedule or volunteer roster.
-
{{LiveSchedulePostList}}→ List of all Live Schedule Posts -
{{LiveSchedulePost:ScheduleName}}→ Link to a specific schedule -
{{LiveRosterPostList}}→ List of all Live Roster Posts -
{{LiveRosterPost:RosterName}}→ Link to a specific roster
🔹 Custom tokens
Custom tokens can be used to further customize the text generated in the Web Terminal and
Announcements pane for each volunteer (custom tokens may not be used as fields in rosters).
Customizing Token Information
Token options let you control how the token is expanded with the information for each volunteer. These options come up when previewing an email or publishing a roster. For example, you can:
-
Names → Add a title (Mr./Mrs.), show last name first, or shorten names to initials.
-
Family → Show the family name, or list all family members.
-
Addresses → Combine everything into a single line instead of multiple lines.
-
Ministries & Preferences → Choose whether to include subdivisions, substitute indicators, or only certain preferences.
-
Schedules & Assignments → Limit results to certain dates, weeks, ministries, or services, or exclude volunteers without matching assignments.
-
Statistics → Set date ranges for counts, or choose whether numbers appear as digits (“3”) or words (“three”).
In short: token options give you flexibility to show exactly the information you want, in the format you need.