Tokens are used to represent information that changes depending on the volunteer by whom it is viewed, called the “focus volunteer.” Tokens are used in the content of emails, the Web Terminal, and as fields in rosters. When tokens are included in the body (or subject) of an email, the focus volunteer is the volunteer to whom the email is sent. In the Web Terminal, the focus volunteer is the volunteer who is logged in. In rosters, the focus volunteer is the volunteer listed on that line of the roster. Tokens are always enclosed in curly braces when used in the Emailer and Web Terminal. For example, the text {{FirstName}} will be replaced by the first name of the focus volunteer. This section includes a list of all available tokens, and a discussion of expandable tokens and custom tokens.

List of Available Tokens

Profile Settings Tokens

{{FullName}}
The full name of the focus volunteer (e.g. Warren Smith). This token may also optionally include the focus volunteer’s title.

{{FirstName}}
The first name of the focus volunteer.

{{Type}}
The focus volunteer’s profile type: Individual or Group

{{Family}}
The focus volunteer’s family name, the names of the other people in the family, or both, depending on the token’s option settings. If the volunteer has no family grouping “No family grouping.” is output.

{{Phone}}
The focus volunteer’s phone number.

{{Cell}}
The focus volunteer’s cell phone number.

{{Address}}
The focus volunteer’s address. You may optionally make this a one-line address, replacing return characters in the address with commas.

{{Email}}
The focus volunteer’s email address.

{{Comments}}
The focus volunteer’s comments field.

{{AutoEmailReminderSettings}}
The number of days in advance auto email reminders are sent to the focus volunteer.

{{AutoSMSReminderSettings}}
The status of the focus volunteer’s SMS reminders – “on” or “off”.

{{JobQualifications}}
A multi-line list of the jobs in which the focus volunteer is qualified to serve. You have the option of listing subdivision qualifications within each job, titles, and/or an indicator whether a volunteer is a substitute in the listed job.

{{ShiftPreferences}}
A multi-line list of the focus volunteer’s shift preferences. You may optionally choose to include or exclude monthly and yearly shifts from this list, as well as the special “[Any special shift]” preference. Moreover, you may specify whether or not “Schedule only at these times” is included at the end of the list when the volunteer has that option checked in their profile.

{{PreferredServingFrequency}}
The focus volunteer’s preferred serving frequency.

{{CantServeTimes}}
A multi-line list of the focus volunteer’s Unavailable dates/times. You may choose which types of can’t serve times to include in this list. For instance, you can optionally exclude “shift” can’t serve times (i.e. Sunday, 9:00 AM – 11:00 AM). You may also chose to just include can’t serve times in a specified date range.

{{DateCreated}}
The date and time the focus volunteer’s profile was created.

{{DateModified}}
The last date and time the focus volunteer’s profile was modified.

Custom Fields

If you are using custom fields, all of the created fields will be listed here.

{{CustomField:name}}
This token will replace the specified custom field information for the focus volunteer. If the field is a checkbox, the token will return “checked” or “not checked”.

Preassignments and Teams Tokens

{{Preassignments}}
A multi-line list of the focus volunteer’s preassignments.

{{Teams}}
A multi-line list of the teams that include the focus volunteer.

Assigned Positions Tokens

These tokens list the positions to which a volunteer is assigned in the active set of schedules. Which schedules are included in the active set depends on whether or not a schedule is Live. If a schedule is not Live, then the only schedule in the active set is the schedule that is currently open. You may not use schedules that have been saved in MS Word or web page format and deleted from VSP because VSP can’t extract the information it needs from these formats.

{{ScheduledShifts}}
A multi-line list of positions for which the focus volunteer has been assigned in the active set of schedules. You may optionally limit the positions to a particular job, shift, or date range. If a volunteer is not scheduled for any positions that pass the criteria you specify, “No scheduled times.” is displayed. You may optionally include links that allow volunteers to request swaps for any of their scheduled positions via the Web Terminal.

{{NoShows}}
A multi-line list of positions for which the focus volunteer has been flagged as not showing up in the active set of schedules. You may optionally specify a time period for the included no shows. If sending an email, you may choose to send the email just to volunteers who have at least one no show during the specified time period. You may also choose to expand non-empty no shows list to a specified full text.

{{Extras}}
A multi-line list of those positions that have been flagged as Extra shifts for the focus volunteer. You may optionally choose to include the contact information for the replaced volunteer if the Extra shift is a result of a swap taken on (as opposed to the filling of an unfilled position). This token may also be expanded, so that text only shows to volunteers who have a non-empty set for this token.

Available Positions Tokens

These tokens list positions in the active set of schedules for which the focus volunteer may be able to fill in. (See above for a definition of the active set of schedules.)

{{AllAvailablePositions}}
A multi-line list of any unfilled positions and positions that have been flagged as Swap Requested. You may optionally include only positions in jobs and/or shifts for which the focus volunteer is qualified. You can limit the list to a specific date range, as well as optionally limit the jobs and/or shifts included in this list. You may optionally include “volunteer now” links that allow volunteers to sign up for the unfilled positions via the Web Terminal.

{{UnfilledPositions}}
A multi-line list of any unfilled positions in the active set of schedules. You may optionally include only positions in the jobs in which the focus volunteer is qualified to serve, and/or at times at which the volunteer is available to serve. You may also limit the list to a specific date range. You may optionally include “volunteer now” links that allow volunteers to sign up for the unfilled positions via the Web Terminal.

{{SwapRequestedPositions}}
A multi-line list of any positions that have been flagged as Swap Requested in the active set of schedules. You may optionally only include swap requested positions in the jobs in which the focus volunteer is qualified to serve, and/or at times at which the volunteer is available to serve. You may also limit the list to a specific date range. You may optionally include “volunteer now” links that allow volunteers to sign up for the unfilled positions via the Web Terminal.

Next Schedule Tokens

The following tokens can be configured with the dates that relate to future schedules that will be generated. These are useful for reminding volunteers of the next scheduling period and are used in preconfigured templates in the Emailer.

{{NextScheduleCutoffDate}}
The date by which volunteers can submit updates to their preferences and availability before the next schedule and still have the volunteer considered when the schedule is made.

{{NextScheduleStartDate}}
The first date of the next schedule.

{{NextScheduleEndDate}}
The last date of the next schedule.

Attendance Statistics Tokens

The following tokens output the total number of times a volunteer has been scheduled, has been flagged as not showing up, as making a swap, or as taking on extra shifts. You may choose to output the total numbers from a date range based on schedules that are saved in VSP. All of the tokens may either output the numbers in digit form (“4”), or in text form (“four”). Moreover, all the tokens may be expanded based on their values. Note that the values of these tokens do depend on which schedules are in the active set of schedules.

{{ScheduleHoursCount}}
The number of hours the focus volunteer has been scheduled. The token may also be set up to display the number of hours he has been scheduled in each job separately.

{{NoShowsCount}}
The number of times the focus volunteer has been flagged as not showing up for a shift.

{{SwapsMadeCount}}
The number of times a shift originally assigned to the focus volunteer was swapped out.

{{ExtrasCount}}
The number of times the focus volunteer has been flagged with an extra shift.

Web Terminal Tokens

{{WebTerminalHomePageLink}}
A link to the URL of your license’s Web Terminal, including the volunteer’s username in the username field, and temporary password if it has not yet been changed.

{{WebTerminalEnrollmentPageLink}}
A link to the URL of your license’s Enrollment Page. For current volunteers, – the enrollment token will take the volunteer to the enrollment form with their info filled in so they can re-enroll. This will update their profile information as well as make them active in the program.

{{WebTerminalMyProfilePageLink}}
A link to the URL for the focus volunteer’s My Profile tab of the Web Terminal.

{{OrganizationWebIdentifier}}
Includes your Organization Web Identifier (also known as the Organization ID), which can be used to access the mobile app.

{{WebTerminalUsername}}
The focus volunteer’s Web Terminal username.

{{WebTerminalPassword}}
The focus volunteer’s Web Terminal password. For volunteers who have changed their password away from the temporary password assigned to them, this will appear as “[removed for security] – forgot?” If a volunteer does not know their password, they can click on “forgot?” to be sent an email with their username and a link to reset the password.

Live Schedule Post Links

Live Schedule Posts are exported schedules that appear in the Web Terminal and are updated when their related schedule changes. The following tokens provide the links your volunteers will click on to view your Live Schedule Posts. These tokens are replaced with the same information regardless of who the focus volunteer is.

{{LiveSchedulePostList}}
A list of all of your Live Schedule Posts; one per line.

{{LiveSchedulePost:name}}
A link to the Live Schedule Post called [name]. You’ll see one of these tokens in the token menu for each of your Live Schedule Posts. These tokens are often used when a new schedule is finalized. You can send an email with a link to the new schedule by using the appropriate token. You may also customize the text in the link to be something other than the name of the Live Schedule Post by adding a semicolon and the text you’d like to appear after the schedule’s name. For instance, to output the text “To see the new schedule, click here,” (where “click here” is a link to the new schedule), you can use “To see the new schedule, {{LiveSchedulePost:Spring Schedule;click here}}.”

Live Roster Post Links

These tokens provide the links your volunteers will click on to view your Live Roster Posts. They work the same way as the tokens described above, but they pertain to Live Roster Posts instead of Live Schedule Posts.

{{LiveRosterPostList}}
A list of all of your Live Roster Posts; one per line.

{{LiveRosterPost:name}}
A link to the Live Roster Post called [name]. You’ll see one of these tokens in the token menu for each of your Live Roster Posts. You can customize the text in the link to be something other than the name of the Live Roster Post by adding a semicolon and the text you’d like to appear after the roster’s name. For instance, to output the text “To see the new roster, click here,” (where “click here” is a link to the new roster), you can use “To see the new roster, {{LiveRosterPost:New Roster;click here}}.”

Custom Tokens

Custom tokens can be used to further customize the text generated in the Web Terminal and Emailer for each volunteer (custom tokens may not be used as fields in rosters). For example, using custom tokens you can include an additional message for all volunteers in a certain job or set up fields that only Shift Leaders can see. You can also use custom tokens to quickly change the value of text that appears in multiple places in the Web Terminal or in multiple email templates.

To define custom tokens, see Token Options.

Other

{{OrganizationName}}
The name of the organization.

{{ReferralProgramCode}}
The code to give to other organizations when they first sign up so they receive a discount and you receive a credit on your account for renewal.

Tokens Only Available in Particular Emails Found in the Web Terminal

{{EnrollmentFormBody}}
Details the text entered into the Enrollment form by the volunteer. Only available in the automatic email generated when an Enrollment Form is processed.

{{AssignedPosition}}
References the position being assigned to the volunteer. Only available in the automatic email generated when an Assignment Form is processed.

{{SwapRequestedByName}}
The name of the person who requested a sub. Only available in the automatic email generated when a Swap Request or Swap Accept Form is processed.

{{SwapRequestedByEmail}}
The email of the person who requested a sub. Only available in the automatic email generated when a Swap Request Form is processed.

{{SwapRequestedByPhone}}
The phone of the person who requested a sub. Only available in the automatic email generated when a Swap Request Form is processed.

{{SwapRequestedPosition}}
The details of a swap requested position. Only available in the automatic email generated when a Swap Request Form is processed.

{{SwapAcceptedByName}}
The name of the person who accepted a swap requested position. Only available in the automatic email generated when a Swap Accept Form is processed.

{{SwapAcceptedByEmail}}
The email of the person who accepted a swap requested position. Only available in the automatic email generated when a Swap Accept Form is processed.

{{SwapAcceptedPosition}}
The details of a swap accepted position. Only available in the automatic email generated when a Swap Accept Form is processed.

{{TradeProposedByName}}
The name of the person who proposed a trade for a swap requested position. Only available in the automatic email generated when a Trade is proposed.

{{TradeProposedByEmail}}
The email of the person who proposed a trade for a swap requested position. Only available in the automatic email generated when a Trade is proposed.

{{TradeProposedPositions}}
The list of proposed positions to trade. Only available in the automatic email generated when a Trade is proposed.

{{InNDays}}
The number of days before an assigned position. Only available in the Auto Reminder email.

{{AutoEmailReminderShifts}}
List of scheduled shifts for the day. Available only in the Auto Reminder email.

Tokens Available in Automatic Text Message Reminders

{{FirstName}}
The first name of the focus volunteer.

{{Position}}
The position in which the volunteer is being reminded to serve.

{{ScheduledTime}}
The time of the shift for which the volunteer is being reminded to serve.

{{Location}}
The location of the shift for which the volunteer is being reminded to serve.