What is a variable?

A variable in Bookem is a dynamic placeholder used to automatically insert specific pieces of information - such as a client’s name, appointment date, or business contact details - into documents, invoices, and automated messages. Instead of manually typing out this information every time, variables pull it directly from the relevant data stored in your Bookem account.

Because variables are dynamic, they update automatically whenever the source information changes. This helps ensure accuracy, saves time, and reduces repetitive admin work - making your communication and documentation more consistent and professional.

How are variables displayed in Bookem?

  • When writing documents, notes, or messages, variables are inserted by typing the # symbol followed by the variable name (e.g. #First name, #Medical aid, #ICD-10)

  • In document template names, the $date variable is used to automatically insert the date - this is especially useful when generating documents from calendar bookings

  • In invoices, variables can also be used to display client details, or medical aid data directly on the invoice or in the accompanying message

  • Variables appear in purple, orange or green within the editor, making them easy to spot and manage across templates, messages, and invoice setups

Where does Bookem get the data to populate variables?

Bookem pulls variable data from different areas of your account setup. Here's where each type of information comes from:

Client profile fields

  • Managed in Settings > Clients

  • Includes all client information such as client name, contact details, ID number, and medical aid information

Business information

  • Set up in Settings > Business Profile

  • Includes your practice’s name and logo

Location information

  • Configured in Settings > Locations

  • Includes the practice location’s name, address, contact details, and directions

Team member profiles

  • Maintained by each team member under their own profile settings in Settings > Team members

  • Includes professional board registration and practice number

Payments & invoicing

  • Set up under Settings > Payments & Invoicing

  • Includes payment terms, invoice numbering, client invoice information, and more

Data lists

  • Managed in Settings > Data lists

  • Bookem includes built - in data lists such as ICD-10 codes

  • You can also create and manage your own data lists for use in document templates

Why use variables?

By understanding and effectively using variables, you can:

  • Automate document creation with accurate, personalised content

  • Send professional, tailored messages with minimal effort

  • Ensure consistency across your communication and branding

  • Save time on admin and reduce manual errors

Whether you're generating referral letters, issuing invoices, or sending appointment reminders, variables help streamline your workflow and improve your client experience.

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