Preview Email & Letter Templates with Recipient Data

Overview

When composing emails with template variables like {{FIRST_NAME}} or {{CURRENT_RESIDENCY_ROOM}}, you can preview exactly how the message will appear for specific recipients before sending. The recipient preview feature replaces placeholder variables with real student data, helping you catch errors and verify personalization.

Access the Preview Feature

The recipient preview appears in the Preview tab of the email builder when you have recipients selected.

1. Navigate to Admin > Communications > New Email or open an existing template
2. Add recipients to the To field
3. Compose your message with template variables (e.g., {{PREFERRED_NAME}}, {{CURRENT_RESIDENCY_BUILDING}})
4. Click the Preview tab in the toolbar

Select a Recipient to Preview

At the bottom left of the preview panel, you'll see a search combobox that replaces the standard "1 blocks" indicator.

Search for Recipients

1. Click the "Preview as recipient..." combobox
2. Type at least 2 characters to search by:
   • Student name (first or last)
   • SIS ID
3. Select a recipient from the dropdown

Each option shows:

• Student name (bolded)
• SIS ID badge
• Email address

View Rendered Variables

After selecting a recipient, the preview automatically updates to show:

• All template variables replaced with that student's data
• Missing variables highlighted in red with a light red background
• The complete message as the recipient will see it

Available Template Variables

You can insert variables using the Variables button in the email builder. Common variables include:

Personal Information

• {{FIRST_NAME}} - Student's first name
• {{LAST_NAME}} - Student's last name
• {{PREFERRED_NAME}} - Student's preferred name
• {{AGE}} - Student's age

Current Residency

• {{CURRENT_RESIDENCY_ROOM}} - Current room assignment
• {{CURRENT_RESIDENCY_BUILDING}} - Current building assignment

Past Residency

• {{LAST_RESIDENCY_ROOM}} - Previous room assignment
• {{LAST_RESIDENCY_BUILDING}} - Previous building assignment

Applications and Move-Ins

• {{LAST_APPLICATION_SUBMITTED_DATE}} - Date of most recent application

Toggle Device Preview

Switch between desktop and mobile views to see how your email renders on different devices:

1. In the preview header, click the Desktop or Mobile icon
2. Mobile preview renders at 375px width to simulate smartphone displays
3. Recipient-specific variables remain rendered in both views

Common Use Cases

Verify Room Assignments

Before sending move-in instructions, preview the email for students in different buildings to ensure room variables populate correctly.

Test Personalization

Check that preferred names appear properly throughout the message, especially for students with different name preferences.

Catch Missing Data

Identify students who lack required information (highlighted in red) before sending, allowing you to update records or adjust the message.

Troubleshooting

Variables Show Red Highlighting

Red text with a light red background indicates the selected student doesn't have data for that variable. This could mean:

• The student hasn't been assigned to a room yet (for residency variables)
• The field is empty in their student record
• The variable references data from a different academic cycle

Solution: Update student records before sending, or remove variables that don't apply to all recipients.

Combobox Doesn't Appear

The recipient preview combobox only appears when:

• You have recipients selected in the To field
• You're in the Preview tab
• The feature is enabled for your institution

Solution: Add recipients first, then switch to the Preview tab.

Search Returns No Results

Search requires at least 2 characters and matches:

• First or last name (case-insensitive)
• SIS ID (case-insensitive)

Solution: Try searching by a different part of the name or use the student's SIS ID.