Learn how template variables automatically insert Project, Service, Contact, Salesperson, and company information into OneCrew templates and documents.
Template Variables are placeholders that automatically insert specific Project, Service, Contact, Salesperson, or company information into OneCrew templates and documents.
Instead of manually typing repetitive information, variables pull data directly from the system. In OneCrew, these variables often appear as gray-highlighted text within template editor fields.
Template Variables transform static templates into dynamic, personalized documents with less manual effort.
Template Variables allow standardized templates to still feel personalized for each customer, Project, and service.
| Benefit | How It Helps |
|---|---|
| Efficiency | Reduces manual data entry and saves time when creating documents or emails. |
| Consistency | Keeps information and formatting more uniform across documents and communications. |
| Accuracy | Pulls data directly from the system, reducing typos and manual entry errors. |
| Personalization | Tailors documents and emails to specific clients, Projects, services, and salespeople. |
To insert a Template Variable, type an open curly bracket in a supported text field. OneCrew will display a dropdown list of available variables for that context.
Navigate to a text field where variables are supported, such as a Service Description, Proposal Note, or Email Template body.
Type { to open the variable dropdown list.
Choose the desired variable from the dropdown. It will be
inserted into the text field, usually formatted like
{VariableName}.
Variables are context-aware. The list of available variables changes depending on where you are inserting them.
Service template fields can use variables in the main Description field and in notes. Proposal Notes and Work Order Notes are accessed by clicking Edit Notes within a specific service’s settings.
Variables can be used in editable text sections within a proposal, including Service Description, Additional Service Information, or custom text blocks.
Variables can be used in Settings > Proposals for the Post Signature Message and Signed Proposal Email Message.
Variables can be used in Settings > Email for email subject lines and email message bodies.
The variables available depend on the context where you are working. Common categories include service-level, cost-item, table, Project, Contact, Salesperson, and utility variables.
| Variable Type | Purpose | Examples |
|---|---|---|
| Service-Level | References the overall service. |
{Asphalt - Full Depth Repair Measurement},
{Asphalt - Overlay Unit Price}
|
| Cost-Item Specific | References individual line items within a service, such as labor, materials, or equipment. |
{Paving (7-man) Price},
{Asphalt (3/8” surface) Units}
|
| Table Variables | Compiles a list of all items within a cost category for a service. |
{Materials Table},
{Labor Table}
|
| Project-Specific | Pulls details about the Project. |
{Project Name},
{Project ID},
{Project Price},
{Proposal Link}
|
| Contact-Specific | Pulls details about the client contact. |
{Contact First Name},
{Contact Last Name}
|
| Salesperson-Specific | Pulls details about the salesperson assigned to the Project. |
{Sales First Name},
{Sales Phone},
{Sales Email}
|
| Other | Provides general utility values. |
{Current Date}
|
Service templates usually have access to detailed cost item variables, while global email templates may focus more on Project, Contact, and Salesperson variables.
Automatically include measurements, material types, quantities, or unit prices in service descriptions on proposals or work orders.
Add client-specific or Project-specific information to cover letters, acceptance language, and proposal sections.
Create post-signature messages or emails that automatically include salesperson contact information and Project details.
Use email templates that pull in Project names, Contact details, and Proposal links automatically.
Use table variables to include materials or labor components inside a proposal description when additional transparency is useful.
Scenario: You want an asphalt repair proposal description to show the measured area and calculated unit price.
Configuration:
Repairs at full depth of asphalt. Includes digout and asphalt replacement. Total area is {Asphalt - Full Depth Repair Measurement} @ {Asphalt - Full Depth Repair Unit Price}.Result:
Repairs at full depth of asphalt. Includes digout and asphalt replacement. Total area is 10,000 sq ft @ $2.90 / sq ft.Scenario: You want to show a transparent list of major materials and quantities directly within the service description.
Configuration:
{Materials Table}| Material | Quantity | Unit |
|---|---|---|
| Tack Oil | 10 | gal |
| Asphalt (3/8” surface) | 93 | tn |
| Asphalt (1” base) | 124 | tn |
Table variables can provide transparency without manually typing each material item into the proposal.
Scenario: After a client signs a proposal, you want an automated email to thank them and provide the salesperson’s direct contact information.
Configuration:
Thanks for signing our proposal for project: {Project Name}! We appreciate your business. If you have any questions or wish to discuss next steps, please reach out to your sales representative, {Sales First Name}, directly at {Sales Phone} or via email at {Sales Email}.Result:
Thanks for signing our proposal for project: Marshalls Site Work! We appreciate your business. If you have any questions or wish to discuss next steps, please reach out to your sales representative, Ari, directly at (555) 123-4567 or via email at ari@getonecrew.com.Scenario: You want a standard proposal email template to include a direct link to view the proposal online.
Email Subject:
Proposal for {Project Name}Email Message:
Hello {Contact First Name},
Please find your proposal from OneCrew Paving for project {Project Name}. It can be viewed online here: {Proposal Link}
Thanks,
The OneCrew TeamConfirm you are in a supported text field and that you typed an open curly bracket.
Variables are context-aware. The variable you need may not be available in the specific field where you are working.
Check the source data in OneCrew, such as the Project, Contact, Service, Estimate, or Salesperson record. Variables populate based on the data stored in the system.
Confirm the template includes {Proposal Link} and
that the proposal workflow supports sending a proposal link in
that context.