When most of the centers in your organization collect guest intake details, configure the guest intake form option in the Optional fields of the organization.

Add Guest Intake Form related Text in Optional Fields of the 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 related to the Optional Fields render the text 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> Please fill up the
            guest intake form by clicking <a href="Note: The text can be anything such
            as ‘Share your details with us’ and not necessarily be ‘Please fill up the
            guest intake form by clicking’. However, ensure that the text is correctly
            written between the HTML tags (see the screenshot below).
            Important: Do not close the <a href=" tag in the Optional Field 1. You will
            shortly learn the reason, under Append the Macros in the Appointment
            Confirmation template section (below).
        b. In Optional Field 2, enter the remaining code: ">here</a></p>
            Important: Do not override the optional fields of the centers that want to
            include guest intake form link in the notification. If you override, the
            Appointment Confirmation notifications will render incorrect information.

Correctly Append the Macros into the Appointment Confirmation Template

  1. At the 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.
    Appointment Confirmation notification template opens. 
  4. In the HTML field, at appropriate place in the body text, drag-and-drop macros in the following order:
    [CustomMacro1][GuestDataLink][CustomMacro2]
    Refer to the image below to learn how to insert the macros:

       In the background, HTML reads the appended macros as:

       In the Appointment Confirmation email that a guest receives, the message
       appears with the text and link to guest intake form, as highlighted in the image.

Override Optional Fields for centers that do not want to include guest intake form  

If there are only few centers that are not yet ready to collect guest data, follow the steps below to override organization’s optional fields so that Appointment Confirmation notifications will not show Guest Intake form link to the guests of your center:

  1. At the center level, navigate to Admin > Organization > Centers.
    The 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>Please fill up 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 style="display: none;">Please fill up guest intake form by clicking <a href="
    This code will hide the text and link related to the guest intake form 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 not receive guest intake form
       link and text in their Appointment Confirmation notifications. 

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