Configuring Email Notification for Guest Data Form

The Guest Data Form email template triggers an automated email notification to the guests with a link to custom data form/intake form. Sending a sign up or custom data form to guest’s allows you to obtain personal information before they come in for their appointment.  If you've booked an appointment for a new guest over the phone or via the web store, and you require custom guest data to be filled in, you can send the link to the guest's email address. Once the guest receives the email with the link, they can click the link to access the form from the web store. You can customize the automated email to include details such as center contact details, guest’s first name, guest data link, etc. 
 

Table of Contents

Configure and Customize Guest Data Form Email Template

To configure and customize the Guest data form email template, follow the below steps:

  1. Ensure you are at the Organizational level.
  2. On the main menu, click the Admin tab.
    The Admin Dashboard appears.
  3. On Admin Dashboard, click Organization > Organizations. 
    The Manage Organization window opens.
  4. Click Email/Texts tab.
  5. Scroll down to the Guest section.
  6. To enable the email notification for guest data form, click Edit next to Guest Data Form.
  7. Edit Guest Date Form – Email fields as below:
    1. Select the Turn this automated email on check box to send automated emails.
    2. Edit the Subject field and use the Available Macros if required.
    3. Use the Available Macros to customize the content for Plain Text and HTML emails. Depending on the recipient's browser, the email will be delivered as plain text (no formatting and images) or HTML text (includes images, links and formatting).
      Note: Click the Full Screen icon  in the editor to edit the text in full screen mode.
  8. Click Save.
     

Available Macros

A macro is a placeholder text that gets replaced with specific data when inserted into an automated email/text message. Use the below macros to customize emails/text messages to include information such as organization name, guest name, center details, etc. For example, the [OrgName] macro gets replaced with the organization name.

Available MacrosDescription

[GuestDataLink]

Link to user data form. Link can be triggered from Appointment book -> Guest profile -> Send Guest Profile Link.
The Send Guest Data Link button will appear only if you have Guest Data Form template activated at the organization level (step 6)

 

[CenterAddress]

Complete address of the guest's base center (corresponds to the Address 1 and Address 2 field in the center settings)

[CenterState]

State where the center is located

[CenterName]

Name of the guest’s base center

[LastName]

Last name of guest

[CenterZip]

Zip code/postal code of the guest's base center location

[FirstName]

First name of the guest

[Name]

First name followed by the last name of the guest

[OrgName]

Name of the center’s organization

[UserName]

Guest’s user name (corresponds to the Username field in Guest profile -> General tab)

[CenterCity]

City where the guest’s base center is located

[CenterCountry]

Country where the guest's base center is located

[CenterPhone]

Primary phone number of the guest's base center (corresponds to the Phone 1 field in the center settings)

[CenterPhone2]

Secondary phone number provided for the guest's base center (corresponds to the Phone 2 field in the center settings)

[CenterAddlData1]

Additional center information provided in the Additional Text field in the guest's base center Settings->Invoice & Receipts

[DownloadLink]

Link to download the Customer Mobile Application (if enabled at the Organization level)

[CenterE-mail]

Email address of the guest's base center

There are several possible reasons why an email is not delivered or is not seen by  a guest. Below mentioned are some common scenarios and troubleshooting tips.  

  • Guest cannot view an email.
    Email could have been delivered to the guest's Spam folder instead of the Inbox. Guide the guest to check the Spam folder.

  • Send Guest Data Link button does not show.
    The Send Guest Data Link button will only show if you have Guest Data Form template activated at the organization level (step 6 in Configure and Customize Guest Data Form Email Template).

  • Notification was not delivered.
    Navigate to the guest profile and click the Notifications tab to review the status of notifications sent. A notification could have a SentPending or Failed status.  
    • If the status is Sent, the message has been delivered successfully. 
    • If the status is Pending, then Zenoti is awaiting confirmation that the email was delivered. Check the status after a few minutes.
    • If the status is Failed, it could mean that one of the following prerequisites have not been met:
      • Navigate to Admin > Organization >Settings and ensure Activate email field is selected.
      • Navigate to Admin > Organization >Email/Texts and ensure the Guest Data Form template is turned On in the EMAIL/TEXTS tab.
      • Verify that there are enough email credits in the center to send notifications. You can view your available credits in the right panel at the organization/center level. Contact Support to add credits.
      • Verify if the guest profile has a valid email address.
      • Verify in the guest profile if the guest has opted to receive notifications. The Receive Transactional Emails check box must be selected.
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