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 uploading
Instantly offers three types of variable mappings during upload:
Predefined Variables: The predefined variables include Email(mandatory), 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. Custom variables should not be named similarly to the predefined variables.
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 uploading
Go to the Leads section of the campaign
If you already have leads in the campaign, you can add more by clicking the "+ Add Leads" button located in the upper-right corner.
Choose your preferred upload method to import your own leads:
CSV: Import leads from CSV files
Enter emails manually: Type or paste email addresses directly
Google Sheet: Import leads from Google Sheets
HubSpot: Sync leads from HubSpot
Pipedrive: Sync leads from Pipedrive
Step 3: Variable mapping
Review the automatic mappings suggested by the system.
For standard fields:
Use the dropdown to select a predefined variable
Example: Map "email" column → "Email" variable
For custom fields:
Select "Custom Variable" from the 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 are mapped correctly
Ensure that there is only one column for emails, and it is mapped to "Email"
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 "Editor" tab of the campaign
Select the email step to edit
Find the subject line field at the top
Click the bolt icon (⚡) on its right side
Dropdown shows all available variables
Click the variable you want to insert
Variables in Email Body
Go to the "Editor" 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
Previewing Variables
Preview your email to ensure that the variables are working correctly before launching the campaign.
Click the "Preview" button in the bottom editor toolbar
Select lead:
Choose a lead from the 'Load data for lead' field
Preview shows how the email looks for that specific lead
All variables will be filled with their actual data
Select sending account:
Choose a sending account in the 'Send from' section to preview the signature or the sending account variable
Frequently Asked Questions
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. 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 the leads, edit variable data in the 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.