Using a service form (also known as medical charts, treatment notes, treatment charts, SOAP notes, consent forms, or charts), you can take guest consent or provide your guest with information specific to a service. A service can have either the same form for each visit or one form for the first visit and another for the subsequent visits.

To upload a Service form

  1. At the organization level, click the Admin icon and navigate to Custom Fields > Custom Forms.

  2. Click Add.

  3. Complete the following fields:

    • Name: Enter a name for the form. Example: Spa Service - Guest Form.

    • Code: Enter a code for the form. Example: Ann 02

    • Description: Enter a description. This is an optional field.

    • Assigned To: To associate the HTML form with services, select the Service option.

    • Type: Select V2 Form HTML to upload an HTML form.

    • Enable for Review: Select this checkbox to allow medical directors to review the form.

    • Show form only once for review per guest in the form expiry period: Select this check box to make the form available for review only once, if the same form applies to the other services inside the form expiry period. This way, you can prevent the needless form review overhead for your employees (such as Medical Directors).

    • Make this form read-only for guests(Webstore,CMA): Select this checkbox to make the form read-only for your guests in the Webstore and Customer Mobile Application.
      Only providers can fill the form.

    • Load this form with data from previous visit: Select this checkbox to automatically upload the data which your guest or provider has already filled in the form. Your guests or providers need not fill the form data again when the same service is taken by the guest.

    • Copy and fill details from the old form into the new version of the form: Select this checkbox to retain the relevant data from the previous version of the form in the new version. This way, after you update the HTML of the form, when a guest or provider updates the data in the form, they will only need to fill the updated fields.

    • Validity: Select one of the options:

      • No expiry - Applicable for single service: This option is selected by default. If left unchanged, the form is valid for a single service and the guest must fill the form for every visit.

      • No expiry - Common form for all services on the same day: You can use this option to fill common treatment forms and charts for services that are often booked multiple times on a single day for the same guest, such as laser hair removal for different parts of the body.

      • Expires after: Enter the number of days the form must remain valid after it's first filled. For example, if you have entered 60 in this field and the guest fills the form on August 1st, then the form is valid till September 29th only.

      • Expires on: Enter a date on which the form must expire irrespective of when it was first filled. For example, if you select December 15th as the expiry date and the guest has filled the form on December 14th, then the form is valid only till December 15th. The guest must fill the form again in the next visit.
        Note: When a form reaches its expiry date, the information available in the form is reset and you must fill the information again. If no expiry date is set, Zenoti continues to display the information for each visit.

    • Active: This option is selected by default and means that the form can be associated with either services or guest profiles.
      Clear the checkbox if you do not wish to make the form active.

  4. Click Next.

    A text area appears where you can enter your HTML.

    You can use the available macros to add variable values to the body of the form.

  5. (Optional) Click Preview to view your form before saving the changes.

    This allows you to view your form with multiple fields in one single screen

  6. Add your HTML to the text area and click Save.

    You have successfully uploaded your service form.

    You can now associate the uploaded form with services.

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