What are variables?

Variables are an easy way of displaying ‘variable’ information that is unique to each checklist of a template.

Variables can currently be added to text and email widgets.

Variable information could include the checklist name, checklist created date, or data that was inputted into a form field in that specific checklist, run either manually or via Zapier.

This lets you surface any information that might be required to complete a specific task.

For example, if you record a client’s email address using a form field, you could set up a sample email and then push their email address into the “To” field.

That way, the email is automatically populated instead of having to copy it from the form field into your email client. If the email is changed or even updated, the sample email will always be sent to the right place.

Note: You need to be an Admin or a Member with editing permission to edit templates. 

Variables Example

Available Variables

There are global variables for almost every aspect of a template and checklist, namely:

  • Checklist created by (email) – {{}}
  • Checklist created by (name) – {{}}
  • Checklist created date – {{checklist.created_date}}
  • Checklist due date – {{checklist.due_date.full}}
  • Checklist name – {{}}
  • Checklist URL – {{checklist.url}}
  • Current date – {{current_date.full}}
  • Current day of the month – {{}}
  • Current month – {{current_date.month}}
  • Current user’s email – {{}}
  • Current user’s name – {{}}
  • Current year – {{current_date.year}}
  • Organization name – {{}}
  • Task due date – {{task.due_date.full}}
  • Task name – {{}}
  • Task URL – {{task.url}}
  • Template name – {{}}
  • Template URL – {{template.url}}

Most form fields that you create can also be used as variables, so the more you add the more you can use!

How to set up variables

First, locate the template you want to add variables to in your home dashboard and click the cog next to its name.

This opens the template menu on the right-hand side of your screen. Next, click “Edit this template” to open the template editor.

Go into the task you want to use the variable in, and find (or create) a basic text or email widget. Click the section of the widget you want to put the variable in, and then on the magic wand icon to bring up the variable list.

In text widgets the variable icon (magic wand) is in the top right of the text options, and in email widgets the icon is next to each field.

Setting up variables in a text widget

To set up a variable in a text field, click the magic wand in the to right of the widget (shown above).

Next, select the variable you want to use from the menu which appears. You can use any and every variable in text widgets, so if you have a lot, start typing the name of the field you want to add, to narrow down your options.

Pro tip: You can copy the variable and use it elsewhere, such as in the body of an email widget.

Setting up variables in an email widget

Much like in text widgets, you can click the magic wand next to the fields in an email widget, to push information (a variable) into it from elsewhere in the checklist.

However, when putting a variable into the “To”, “Cc”, and “Bcc” fields on an email widget your options will be limited to pushing in information from:

  • Single line form fields (short text)
  • Email address form fields
  • The current user’s email address (as in, the person using the checklist)

Once you’ve finished setting up your variables, click “Save changes” in the top left of your screen to apply the changes to your template.

Advanced variable options

Default values
Variables can have a default value set if there is no input into the form field, all you need to do is copy and paste this to the end of the existing variable text before the last two brackets (don’t forget the leading space at the beginning):


To set a default value for a variable, follow the below format:


To set a blank default value for a variable, follow this format:


URL encode
You can use a URL encode on a variable to make symbols safe to use in a link or Send Email widget. Simply copy and paste this to the end of the existing variable text before the last two brackets (don’t forget the leading space at the beginning):


Your link containing a variable should look like this if followed properly:{{form.Name|url_encode}}

This will ensure your link will not break if your form fields have values with spaces or symbols inside such as “Name”, “Address”, or “Title”.

Spaces in variables
One final thing to note is ‘spaces’ have no effect on variables when not used in a link.

{{Hey}} is the same as {{ Hey }} and also {{Hey }}

Using variables

When running a new checklist

To use a variable you need to run a checklist from a template where you’ve set them up. Do this by clicking the cog next to a template’s name in your dashboard, and then clicking “Run checklist” in the right-hand side of your screen.

Once open, fill out the form fields you are using as variables and then take a look at how the information is pulled through into your email or text widget.

When you create a checklist run link, you have the option to add variables into the link, so that you can pull data from one place (another checklist or a CRM for example) into a new checklist.

Learn more about checklist run links, and also how to use variables in integrations links.


Was this article helpful?

Related Articles