When fewer centers in your organization want guests to fill out Guest Forms and most of the centers don’t, then, configure optional fields in organization to hide the Guest intake form link in the Appointment Confirmation notification. 

Add Guest Form details in Optional Fields of Organization

  1. At the organization level, navigate to Admin > Organization > Organizations and select your organization.
    The Manage Organization page appears.
  2. Under General tab, scroll down to Optional Fields.
    Note: Custom macros render the text in Optional Fields, into the email/text notifications that use the macros. For example, text written in Optional Field 1 is rendered by [CustomMacro1] into Zenoti notifications. Learn more about optional fields in the article: Update General Organization Business Details
  3. Use any two Optional fields to configure the guest intake form text.
       a. For example, In Optional Field 1, enter the code:  
           <p style="display:none;">Please fill up the guest intake form by clicking
           <a href="
       b. In Optional Field 2, enter the remaining code: ">here</a></p> 

Correctly Append the Macros into the Appointment Confirmation Template

  1. At organization level, navigate to Admin > Organization > Organizations.
    The Manage Organization page appears.
  2. Go to Email/Text tab > Appointment templates > Appointment Confirmation.
  3. Click Edit against Appointment Confirmation template.
  4. In the HTML field, at appropriate place in the body text, drag-and-drop macros in the following order:
    [CustomMacro1][GuestDataLink][CustomMacro2]

In the background, HTML reads the appended macros as:

In the Appointment Confirmation email that a guest receives, the text with the guest intake form link does not appear.

Override Optional Fields for centers that want to include the Guest Intake Form in Email

If there are only few centers that are willing to use the Guest Intake Form, follow the steps below to override organization’s optional fields so that Appointment Confirmation notifications will show the link to the Guest Intake Form to the guests of your center:

  1. At the center level, navigate to Admin > Organization > Centers.
    Manage Center page appears.
  2. Under the General tab, scroll down to Optional Fields.
  3. Click the link: Override for this center for the Optional field that shows the HTML code:<p style="display: none;">Please fill up the guest intake form by clicking<a href="
    Zenoti removes the code and makes the optional field blank. 
  4. In that same Optional Field, enter the following code: <p>Please fill up the guest intake form by clicking <a href="
    This code will allow display of the guest intake form link and text in the Appointment Confirmation notifications.

       Important: There is no need to modify the optional field that has ending tags:
       ”>here</a></p> as, the ending tags will remain same.

   5. Click Save.
       The center’s custom macros will override the custom macros of Organization,
       due to which, guests belonging to the center will receive the link to the Guest
       Intake Form and text in their Appointment Confirmation notifications. 

Points to note

  • In the Guest History, the button named “Send Guest Custom Data link” on the top right corner will still be visible at centers that have not opted to fill up the guest intake form. 
  • This entire setup is only to allow notifications to be sent to guests based on the choices of the center about guest form usage or otherwise.  
  • The appointment details section on the Mobile app will continue to show the “Guest Intake Form” for centers that have not opted to fill the guest intake form. 

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