Permission available to: Administrator and owner roles
Setting available at: Organization level

You can capture essential guest data for services by sending an email to the guest with a link to the service form (also known as treatment chart, treatment form, medical notes, medical chart, or SOAP notes) and tag form. To maintain the guest’s confidentiality and to prevent unauthorized access to the form, you can enable a setting that requires guests to log in before they can edit or view the form (sent via email or Webstore).

To force guests to access service and tag forms only after they sign in:

  1. Ensure that you are at the organization level.

  2. Navigate to Admin > Organization > Organizations > click the Settings tab > expand the Custom Data section.

  3. Select the Enforce guest sign-in for online service & tag form submission via email links and webstore check box to prevent guests from viewing or entering details without logging in.
    The check box is selected by default, and if cleared, you get an alert message that states the guest will be able to submit forms without logging in, which may lead to data security issues. Click Save.

  4. Guests must now log in or sign up to view or enter their details in the service custom data form that is emailed to their registered email address.

Impact on guest access to the service and tag forms

If the Enforce guest sign-in for online service & tag form submission via email links and webstore setting is enabled, the following takes place:

  1. Guest receives an email with a link to the service form or tag form.
    Note: The link to the form automatically expires after 8 hours.

  2. Guest clicks the link and is directed to log in using the username (unique identifier) and password.
    Tip: Based on your organization level settings, the unique identifier may be the guest’s email address or phone number.

  3. Guest enters the username and password or must sign up to create a new account.

  4. Zenoti performs a check and verifies if the logged in user's credentials is the same as that of the intended guest.
    If the credentials are valid, then Zenoti allows the guest to proceed to complete the form. Else, the following error appears:
    You are not authorized to access this form. Please login with the correct credentials.

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