System Prompt Variables

System prompt variables are only one part of the broader prompt configuration story.

manage reusable prompt presets in System Prompts
manage reusable placeholders on this page
apply both from Workspace Settings > Chat

System prompt variables let you reuse values inside workspace system prompts by inserting placeholders such as {date} or {company_name}.

They are useful when you want prompts that stay consistent but still adapt to runtime context, such as:

current date and time
the current signed-in user's profile fields
reusable organization-specific values maintained by an admin

Where variables are managed

Admins manage variables in Settings > Tools > System Prompt Variables.

The page lists each variable's:

key
current value
description
type

Built-in variables

Current built-ins include:

{time}
{date}
{datetime}
{user.name}
{user.email}
{user.bio}

Two practical notes:

date and time values come from the machine running RealTimeX
user.* variables depend on signed-in user context and are mainly relevant in multi-user flows

Variable types

RealTimeX distinguishes between a few kinds of variables:

System: built-in runtime values such as date and time
User: built-in values taken from the current user's profile
Static: admin-defined values stored in the app

In practice, admins create and maintain Static variables. Built-in System and User variables are read-only.

Creating a custom variable

Use Add Variable on the management page to create a new static variable.

For custom keys:

keys must use letters, numbers, and underscores only
keys cannot start with user. or system.
admins can edit or delete static variables later

Examples of good custom keys:

{company_name}
{support_hours}
{legal_disclaimer}

Using variables in a workspace prompt

Variables are used inside a workspace's System Prompt field in Workspace Settings > Chat.

The system prompt editor already helps here:

it links directly to the variables management page
it shows available variables
it highlights recognized placeholders in the prompt display

Example:

You are a helpful assistant for {company_name}.
Today is {date} and the current time is {time}.
The current user is {user.name}. Use this profile context when relevant:
{user.bio}

What happens if a variable is invalid

If RealTimeX does not recognize a placeholder, it is not expanded into a real value. That means variable names should be checked carefully when editing prompts.

Good uses

System prompt variables work best for values that are reused across many workspaces or prompts:

organization name
reusable policy snippets
support contact details
date and time context
signed-in user context

Related guides

Privacy & Data Handling Overview