Variables dynamically insert personalized information into your emails. When you upload leads:
Instantly scans all column headers
Suggests variable mappings for each column(firstName, lastName, companyName, email, etc)
You can review and adjust mappings before upload
Instantly offers three types of variable mappings during upload:
Predefined Variables: The predefined variables include Email(required), First name, Last name, Job title, Company name, Personalization, Phone, Website, Location, and LinkedIn.
Custom Variables: For personalized columns or any additional data not in the predefined list, map them as 'Personalization' or 'Custom variable'. You can then use {{columnName}} variable in the campaign.
Do Not Import: For columns that you don't need to import to the campaign, map them as 'Do Not Import'.
Mapping Variables During Upload
Step 1: Prepare your leads
Include all data you want to personalize with
Use clear column headers (they become variable names when mapping to custom variables)
Step 2: Start upload
Go to the Leads section of the campaign
Click "Add leads" or "Upload leads"
Select your preferred method
Step 3: Variable mapping
Review the automatic mappings suggested by the system.
For standard fields:
Use dropdown to select a predefined variable
Example: Map "email" column → "Email" variable
For custom fields:
Select "Custom Variable" from dropdown
Variable name = your column name
For unused columns:
Select "Do Not Import"
These columns won't be uploaded
Verify mappings:
Double-check all important fields mapped correctly
Ensure email is mapped to "Email" as it's mandatory for leads in the campaign
Step 4: Complete upload
Click "Upload all"
Variables are now available to use in the campaign
Example: If you have a column named Country in the file, map it to a Custom Variable. You can later use it in the copy as {{Country}} to dynamically insert the country of each contact.
Using Variables
Variables in Subject Lines
Go to the "Sequence" section of the campaign
Select the email step to edit
Find the subject line field at the top
Click the bolt icon (⚡) next to the "Preview" button (top-right)
Dropdown shows all available variables
Click the variable you want to insert
Variable appears:
Shows as {{variableName}} in subject line
Will be replaced with actual lead data when sent
Variables in Email Body
Go to the "Sequence" section of the campaign
Select the email step to edit
Click "Variables" button in the bottom editor toolbar
Dropdown shows all available variables
Click the variable to insert
Variable appears:
Shows as {{variableName}} in editor
Will be replaced with actual lead data when sent
Previewing Variables
Preview your email to ensure that the variables are working correctly before launching the campaign.
Click the "Preview" button
Select lead:
Choose a lead from the 'Load data for lead' field
Preview shows how the email looks for that specific lead
All variables filled with their actual data
Select sending account:
Choose a sending account to preview the signature variable
Frequently Asked Questions
Only the signature variable shows up
Only the signature variable shows up
If only the signature variable appears, this usually means you haven't uploaded any leads, the variables weren't mapped correctly during upload, or there are cache issues.
Here's how to fix this:
Verify leads were uploaded
Go to the Leads section of your campaign to confirm that the leads are actually present.
If no leads appear after uploading, it could be because duplicate leads are being skipped. When you enable "Check for Duplicates" during upload, leads that already exist elsewhere won't be uploaded again
Only columns that exist in your uploaded file will appear as variables (unless marked "Do Not Import")
Check variable mapping: When uploading leads, ensure you map each column as a variable in the dropdown menu
Refresh the page: After uploading and mapping variables correctly, refresh the page to prevent cache issues
Preview emails: If you're in Preview mode, the preview doesn't automatically show variable values. You need to:
Select a lead in the "Load Lead Data" field on the left panel
Choose a sending account in the 'Send from' option if you have variables for sending account details
This tells the system which lead's data to load for the preview
Can I use the same variable multiple times in one email?
Can I use the same variable multiple times in one email?
Yes, you can use variables multiple times in the same email.
Are variables case-sensitive?
Are variables case-sensitive?
Yes. {{firstName}} is different from {{firstname}}. The custom variable name must exactly match your column header in the original file.
Can I edit variable data after uploading?
Can I edit variable data after uploading?
You can edit individual lead data by clicking on the lead. For bulk changes, you'll need to export leads, edit variable data in CSV, delete old leads, and re-upload.
Can I delete variables after upload?
Can I delete variables after upload?
No. There's no direct way to delete variables after uploading leads.