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. 

To configure and customize the Guest Data Form Submitted email/text messages (SMS) template, follow the below steps:

  1. Ensure that you are at the organizational level.
  2. On the main menu, click the Admin tab to open the Admin dashboard.
  3. On Admin dashboard, click Organization > Organizations. The Manage Organization page opens.
  4. Click the Email/Texts tab.
  5. Scroll down to the Employee section.
  6. Click Edit next to Guest Data Form Submitted.

   7. On the Edit page, configure the below templates:

  • Guest Data Form Submitted - Email
    - Select Turn this automated email on checkbox to activate the email template.
    - 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 in the
      guest's base center receive the email notification.
    - Edit the Subject field and use the available macros (explained in the next
      section) if required.
    - Use the available macros to customize the content for plain text and HTML
      emails.  
      Tip: Click Full Screen in the editor to edit the text in full-screen mode.
      Depending on the recipient's browser, the email is delivered as plain text (no
      formatting and images) or HTML text (includes images, links, and formatting).
    - Click Send Test Email to send a test email and to view how the test email
      appears to your guest.
      Note: In the test email, macros will appear as is and will not be expanded.
      For example, if you have used [FirstName] macro in the email text such as
      'Hi [FirstName]' then, test mail continues to show 'Hi [FirstName]' and does
      not show actual first name of the receiver.
  • Guest Data Form Submitted - Text Messages (SMS)
    - Select Turn this automated message on checkbox to activate the text
      message template.
    - Click Add to include recipients by their username, employee role, or phone
      number  
      Note:
    For recipients added by role, all employees mapped to the role in the
      guest's base center receive the message.
    - Use the available macros (explained in the next section) to customize text
      messages.  
      Important:
    Messages with more than 160 alphanumeric characters require two
      or more text (SMS) credits. Messages with one or more Unicode characters
      (international/multilingual text characters) require one text credit for every 70
      characters.
    - Click Send Test Message to send a test notification and view how the test
      message appears to your guest.
      Note: In the test message, macros will appear as is and will not be
      expanded. For example, if you have used [FirstName] macro in the SMS text
      such as 'Hi [FirstName]' then, test mail continues to show 'Hi [FirstName]'
      and does not show actual first name of the receiver.

     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, and service name. For example, the [CenterName] macro gets replaced with the actual center’s name.

  • [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 

Note: There may be times when the manager may fail to receive an intended email/text message. Learn more about it in troubleshooting tips.

 

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