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 of your emails.

In This Article

• Personalization Options
• Prerequisites
• Personalizing an Email Draft
• Previewing Your Personalized Email 
• How Personalization Works in Multi-Language Emails
• Additional Helpful Information

Personalization Options

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.

Prerequisites

• The profile fields for the names of your intended recipients are filled in and formatted correctly to display in your email.
  Optionally, ask your Administrator to fix these profile fields before sending a personalized email.

Personalizing an Email Draft

1. While editing a draft or template in Staffbase Email, click on a text element.
2. Click the Personalize button in the editing toolbar and select the tags from the dropdown menu.
   
   

   It is also possible to type the tags {{firstName}} and {{lastName}} directly into the text element. In this case, make sure to use the correct spelling and capitalization, as the tags are case-sensitive.

   The name tags are added to your email.

   
3. Optionally, in the Settings panel under Fallback Text, provide the fallback value for any tags you are using.
   
   

For example, if you enter “everyone” as the fallback for the {{firstName}} tag, then “Hey {{firstName}},” will be sent as “Hey everyone,” to any recipients whose first name field is blank.
If you use {{firstName}} and {{lastName}} tags together, ensure that your fallbacks make sense in various combinations so that none of your sent emails display odd-looking greetings like these:

• “Hey John everyone,”
• “Hey everyone Doe,”

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