Make every message feel personal without the manual effort! This guide shows you how to use ALOHA® replacement strings to automatically fill in names, dates, and business info.
✨ When You Need This Guide
You want to address patients by their first names automatically.
You need to include appointment dates or times without looking them up for every text.
You want to create one template that works for every contact in your list.
You are looking to save time and reduce typos in your outgoing communications.
What This Covers (And What It Doesn't):
✅ How to insert automated placeholders into both text messages and email templates within ALOHA.
❌ How to edit the source contact information.
Prerequisites/You'll Need:
An active ALOHA account.
Access to the Message Editor or Email Template Builder.
✅ How to Insert Replacement Strings
Whether you are sending a quick text or designing a beautiful email, ALOHA makes it easy to drop in "smart" text.
Adding Strings to Text Messages
Open the message editor where you normally type your texts.
Locate the "Replacement Strings" section directly under the message box.
Choose your Category from the first dropdown (e.g., Account, Appointment, Contact, or User).
Select the specific detail you want from the second dropdown (e.g., First Name).
Click "Insert." The string will appear in your text surrounded by tildes, like this:
~Contact.FirstName~.
Adding Strings (Merge Tags) to Emails
Open your Email Template and drag a Paragraph Icon onto the template canvas.
Click inside the text block to start editing.
Click the "Merge Tags" dropdown in the toolbar above your text (see the image above for reference).
Select the category and field you want to insert and it will add the code to your message!
Pro Tip for Success: You can write your message naturally around these tags, just be sure to leave the code portion exactly as-is! Do not edit the text or symbols within the ~ marks (like ~Contact.FirstName~), or the magic won't work.
Example: "Hi ~Contact.FirstName~, we can't wait to see you at ~Account.BusinessName~!"
💡 Common Questions
What You Might Notice | Why It's Happening | What to Do |
The message shows the code (like | This is normal! The system only "swaps" the code for a real name at the moment the message is sent. | Don't delete the tildes (~). Send a test message to yourself to see it in action. |
A patient's name is missing or blank in the sent message. | The contact record in ALOHA might be missing that specific information. | Check the Contact tab to ensure your patient's profile has a first name and phone number saved. |
I edited the text inside the tildes and now it doesn't work. | The system doesn't recognize the tag if the spelling or punctuation inside the | Delete the broken tag and use the "Merge Tags" or "Replacement Strings" menu to re-insert it. |
🎉 You'll Know It's Working When:
Sent messages display the recipient's actual name instead of a placeholder.
Appointment reminders show the correct dates and times for each individual patient.
You no longer have to manually type out the information your replacement strings pull.
💬 Need Help? We're Here!
Not sure which replacement string to use? We’ve got your back. Reach out to our team anytime:
📧 Email: support@getaloha.com
📞 Phone: 800-563-0469