Engage with your audience and increase your impact by making emails more direct and personal. With name personalization for Staffbase Email, you can automatically greet each of your recipients by name in the body text, the subject line, and the preview text of your emails.

In This Article

• Personalization Tags and Fallback Texts
• Personalizing an Email
• Previewing Your Personalized Email 
• How Personalization Works in Multi-Language Emails
• Additional Helpful Information

Personalization Tags and Fallback Texts

Personalization in Staffbase Email works similarly to the Mail Merge functionality in the Microsoft Office suite by using merge tags, for example, “hey {{firstName}},” that reference the following profile fields:

• First Name
• Last Name

You can also set up custom fallback text such as “everyone” to replace an empty first name or last name field.

When you send the email, it will greet recipients differently depending on which of their profile fields you are using and which profile fields are filled in or blank, for example:

“Hey {{firstName}} {{lastName}},” (no fallback text configured)

• “Hey John Doe,” if their first name and last name profile fields are both filled in.
• “Hey John,” if their last name profile field is blank.
• “Hey Doe,” if their first name profile field is blank.
• “Hey,” if their first name and last name profile fields are both blank.

“Hey {{firstName}},”

• “Hey everyone,” if their first name field is blank, and you configured the fallback text “everyone”.
• “Hey,” if their first name field is blank and no fallback text is configured.

Personalizing an Email

Prerequisite

• The name fields in your intended recipients' profiles are correctly filled out to display in your email.
  If not, contact your administrator to update the name fields before sending a personalized email.

1. In the Studio, navigate to Email > a draft or template > the Email Designer.
2. Click on a text element.
3. From the toolbar, click Personalize and select {{firstName}}, {{lastName}}, or both.
   
   

   Alternatively, type the tags {{firstName}} and {{lastName}} directly into the text element. Ensure to use the correct spelling and capitalization, as the tags are case-sensitive.

   The name tags are added to your email.

   
4. Optionally, in the Text Settings panel under Fallback Text, provide the fallback value for any tags you are using.
   
   
5. Finish your email and click Next.
   The summary page opens.
6. Under Content, click Personalize to add personalization tags to your Subject Line or Preview Text.
   
   
7. Optionally, under Fallback Text provide the fallback value for any tags you are using.

   You can also use the wand icon to generate a subject line and preview text with personalization tags using the Staffbase AI Companion, or type the tags {{firstName}} and {{lastName}} directly into the subject line or preview text. In this case, make sure to use the correct spelling and capitalization, as the tags are case-sensitive.

You have personalized your email with names and provided a fallback text. The fallback text for a tag will only affect the email you are currently editing. It will not update the tag's fallback for any other email draft in your organization, including scheduled emails.

Previewing Your Personalized Email

1. In the draft or template that includes tags for personalization, switch to the Preview mode.
2. Open the Personalization dropdown.
3. Select Fallback text to preview how your email looks in case a profile field is blank for some recipients.
   
   
4. Optionally, send a test email to see how the personalized greeting looks in the sent email.

How Personalization Works in Multi-Language Emails

If you create a new language version of the email, you will need to re-enter the fallback text for that new language version. The fallback text is not translated automatically.

Additional Helpful Information

• • Overview of User Rights and Roles in Staffbase Email
  • Creating a Studio User in Staffbase Email
  • Creating a Profile Field in Staffbase Email
  • Uploading a CSV File
  • Creating and Sending Emails with Staffbase Email
  • Sending a Test Email with Staffbase Email
  • Overview of the Text Editor Mode in Staffbase Email