Configuring Email/Text Notification for Guest Data Form Submitted

You can configure the automated email/text messages (SMS) sent to the manager of the guest’s base center when the guest custom data form/intake form is submitted by the guest. The form provides an insight into the guest’s personal information before they come in for their appointment. The notification can be customized to include details such as center contact details, guest’s first name, guest form, etc. 
 

Table of Contents

Configure and Customize Coupon Email or Text Message (SMS) Template

Available Macros

Troubleshooting Tips

Configure and Customize Guest Data Form Submitted Email or Text Message (SMS) Template

To configure and customize the Guest Data Form Submitted email/text messages (SMS) 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 Employee section.
  6. To enable email/text notification when a guest data form is submitted, click Edit next to Guest Data Form Submitted.
  7.  Configure the following fields in the Edit Organization window:
    • Guest Data Form Submitted - Email 
      1. To send automated emails, select Turn this automated email on check box.
      2. To send an email copy (Cc), click Add to include recipients by Username, employee Role or Email.
        Note: For recipients added by Role, all employees mapped to the role selected in the guest's base center, will receive the email notification.
      3. Edit the Subject field and use the Available Macros if required.
      4. 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.
    • Guest Data Form Submitted - Text Messages (SMS) 
      1.  To send automated texts, select the Turn this automated message on check box.
      2. To Forward a message automatically, click Add to include recipients by Username, employee Role or PhoneNo
        Note: For recipients added by Role, all employees mapped to the role selected in the guest's base center, will receive the message.
      3. Use the  Available Macros to customize text messages.
        Note: Messages with more than 160 alphanumeric characters will require two or more text (SMS) credits. Messages with one or more Unicode characters (international/multilingual text characters) will require one text credit for every 70 characters.
  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

[OrgName]

Name of the center’s organization

[CenterName]

Name of the center where the appointment is booked

[FirstName]

First name of the center’s manager (email/text recipient)

[LastName]

Last name of the center’s manager (email/text recipient)

[Name]

Center manager’s first name followed by the last name (email/text recipient)

[DownloadLink]

Link to download the Customer Mobile Application (CMA)

[CenterE-mail]

Email address of the center where the appointment is booked

[MailUnsubscribeLink]

Link for the manager to unsubscribe from transaction emails. Once the manager unsubscribes,  the manager will no longer receive any transaction related email, including appointment related notifications.

[CenterPhone]

Primary phone number of the center where the appointment is booked (corresponds to the Phone 1 field in the center settings)

[CenterCountry]

Country where the appointment center is located

[CenterZip]

Zip code/postal code of the center where the appointment is booked

[CenterPhone2]

Secondary phone number provided for the center where the appointment is booked (corresponds to the Phone 2 field in the center settings)

[CenterAddlData1]

Additional center information provided in the Additional Text field in the center where the appointment is booked (Center  Settings->Invoice & Receipts)

[CenterAddress]

Complete address of the center where the appointment is booked (corresponds to the Address 1 and Address 2 field in the center settings)

[CenterState]

The state where the center is located

[GuestDataLink]

Link to view the complete guest data form

[GuestName]

First name followed by the last name of the guest

There are several possible reasons why a manager did not receive an intended email/text message. Below mentioned are some common scenarios and troubleshooting tips:  

  • Verify that there are enough email and text (SMS) credits in the center to send notifications. You can view your available credits in the right panel at the organization/center level. Contact Support if you wish to add credits.
  • Check for the following in the Employee Profile:
    •   Verify if the manager has a valid phone number/email address.
    • Ensure that Receive Transactional Emails and Receive Transactional Text Messages (SMS) check boxes are selected.
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