Configure notifications
Zenoti offers various ways to notify your guests and employees of key events. You can configure emails and text messages (SMS) to trigger automatically for appointment scheduling, marketing information, employee actions, guest actions, and more. Such notifications use up credits; always ensure you have sufficient credits so that such automated messages (email and text/SMS) go out to the intended recipients.
To keep your business running smoothly, you can also configure alerts to notify business owners of abnormal activity. For instance, you can set up alerts to trigger when too many appointments are deleted, too many employees miss check-outs, or when product levels or inventory is running low. This way, business owners can keep an eye on their employees' and guests' activities. Alerts do not use up any credits.
Important
In France, according to the GDPR guidelines, SMS Marketing notifications cannot be sent between 8 PM to 8 AM, and on Sundays and Holidays.
You can configure the number of marketing messages your organization can send in a set number of days.
Enable email and text notifications
Required role: Owner or Administrator
Required permissions: Notifications (from Org settings > Configuration > Security > Security roles > Administrator role > Permissions tab > Administrator > View Admin Reports)
At the organization level, click the Configurations icon.
Search for and select the Email/Text setting from the Notifications section.
Turn on Activate email.
Turn on Activate SMS.
Turn on Do not send Thank You message for non-service purchases.
Click Save.
Configure email and text templates
Required role: Owner or Administrator
Required permissions: Notifications (from Org settings > Configuration > Security > Security roles > Administrator role > Permissions tab > Administrator > View Admin Reports)
At the organization level, click the Configurations icon.
Search for and select the Templates for email and text setting from the Notifications section.
Find the template you wish to configure and click Edit.
Turn on Email, Text, or WhatsApp as required. You can turn on all three options as well.
Select the language in which to send out the communication. The default language is English.
To add recipients, click Add and provide the necessary details.
To personalize your communications, use macros. Each notification has an Available macros section; drag the relevant macros in the email or text as required.
Click Sent Test Mail and/or Send Test Message as required.
Click Save.
Impacts and considerations
Notification templates in Zenoti
Appointment
Configuration
Customer opt-in templates
Employee
Guests
Integrations
Inventory
Kiosk
Memberships and packages
Mobile/Webstore
Queue
Zenoti Go
Center-level managers can only view the email and text templates configured at the organization level.
Configure Opt-Out Confirmation for Transactional Messages
Starting April 2025, businesses in the US must comply with FCC’s latest TCPA regulations governing automated calls and texts. To help you ensure this, Zenoti now automatically opts your guests out of all text messages when they opt out of transactional messages using the predefined opt-out keyword(s).
You can also set up the necessary opt-out confirmation message that allows the guest to opt back in to only transactional messages. This message is off by default. To enable and set up this message template:
At the organization level, navigate to Configuration > Notifications > Templates for email and text.
Under Customer Opt-in templates, click Edit against the SMS Opt out confirmation message template.
Toggle Text to Yes.
Use the Text Message field and Available Macros to customize the confirmatory text that your guests will receive.
Click Save.
Configure push notifications
Push notifications are short messages that pop up on devices such as phones or computers even when the user is not actively using the app or device. Such notifications are therefore a strategic way for businesses to communicate in real time.
In Zenoti, businesses can use push notifications to inform employees (providers, instructors, trainers) or guests (students) about actions they must take via the ZMA (Zenoti Mobile app) or the CMA (Consumer Mobile app).
Note
To enable this feature for your organization, contact a person at Zenoti.
Required role: Owner
Required permissions: None
Note
Push notifications do not use up any credits - these are free of charge.
At the organization level, click the Configurations icon.
Search for and select the Templates for email and text setting from the Notifications section.
Find the push notification template you wish to configure and click Edit.
Turn on the Push toggle.
Enter your message in the Push notification section.
To personalize your communications use the macros available in the respective email or text notification template.
Click Save.
Prerequisites
To receive push notifications on their devices (iOS or Android), employees must turn on this setting from their devices Settings > Notifications > Zenoti Mobile. For the changes to take effect, the employees must log off from Zenoti Mobile and log back in.
To receive push notifications on their devices (iOS and Android), customers or guests must turn on notifications from their devices Settings > Notifications > <Name of their CMA>.
List of push notifications
Template | Push notification | When it is sent |
|---|---|---|
Appointment | Referral Thank You | Sends a notification to the referrer when an invoice with a referral code is closed. |
Classes | Class Modified for Instructor | Sends a notification to the instructor when a class is modified or updated. |
Classes | Class Modified for Student | Sends a notification to the student or guest when a class is modified or updated. |
Classes | Class Reminder for Instructor | Sends a notification to the instructor reminding them of an upcoming class. The notification is sent at a set duration configured at the organization level. |
Classes | Class Reminder for Student | Sends a notification to the student reminding them of an upcoming class. The notification is sent at a set duration configured at the organization level. |
Classes | Class Scheduled | Sends a notification to the students when schedules are added for a class. For virtual classes, you can include links to join classes online. |
Classes | Instructor Requests Daily Report to Instructor | Sends a notification to instructors about the total substitution requests raised today. To view the requests, access your Instructor app and navigate to Available Shifts. |
Classes | Instructor Requests Daily Report to Manager | Sends a notification to the manager about the total instructor substitution requests raised today. To view the requests, access your Instructor app and navigate to Available Shifts. |
Classes | Substitute Instructor Request Approval | Sends a notification to the instructor when their substitution request is approved. |
Classes | Substitute Instructor Request Decline | Sends a notification to the instructor when their substitution request is declined. |
Classes | Substitute Instructor Request Expiry | Sends a notification to the instructor when their substitution request expires. The class may be cancelled if a subsutution request expires. |
Classes | Substitute Request Expiry Reminder | Sends a notification to the manager regarding pending substitution requests and the cutoff date to approve the requests. The session start and end times can also be included for more details. |
Classes | Substitute Requested for a Session | Sends a notification to the manager regarding substitution request made for a session. |
Classes | Virtual Class Modified for Instructor | Sends a notification to the instructor when a virtual class is modified or updated. |
Classes | Virtual Class Modified for Student | Sends a notification to students when a virtual class is modified or updated. |
Classes | Virtual Class Reminder for Instructor | Sends a notification to the instructor reminding them of an upcoming virtual class. The notification is sent at a set duration configured at the organization level. |
Classes | Virtual Class Reminder for Student | Sends a notification to the students reminding them of an upcoming virtual class. The notification is sent at a set duration configured at the organization level. |
Employee | Appointment Checkin | Sends a notification to the provider when a guest has checked in for a service. |
Employee | Appointment Completion | Sends a notification to the provider when their appointment is marked complete. |
Employee | Check-in Alert | Sends a notification to the provider just before or after their shift starts to remind them to check-in. |
Employee | Checkout Alert | Sends a notification to the provider just before or after their shift end to remind them to check out. |
Memberships and packages | Reminder for upcoming membership recurring payment | Sends a notification to guests to remind them about their upcoming recurring payment for membership fee. |
Workshops | Event Scheduled | Sends a notification to the instructor when schedules are added for a workshop. |
Workshops | Workshop Modified for Instructor | Sends a notification to the instructor when a workshop is modified or updated. |
Workshops | Workshop Modified for Student | Sends a notification to the student when a workshop is modified or updated. |
Workshops | Workshop Reminder for Instructor | Sends a notification to the instructor reminding them of an upcoming workshop. The notification is sent at a set duration configured at the organization level. |
Workshops | Workshop Reminder for Student | Sends a notification to the students reminding them of an upcoming workshop. The notification is sent at a set duration configured at the organization level. |
Zenoti Go | AppointmentsForToday | Sends a notification to guests to remind them about their appointments for that day. |
Zenoti Go | Auto-pay Failure | Sends a notification to guests to alert them that their payment through auto pay failed. |
Zenoti Go | Auto-pay Success | Sends a notification to guests to alert them that their payment through auto pay succeeded. |
Zenoti Go | EndOfSummary | Sends a notification to providers giving an end-of-day summary of the number of guests who had appointments, how many guests requested specifically for the provider, and how many were new guests, |
Zenoti Go | GoalAchieved | Sends a congratulatory notification to providers when they achieve a goal with details of the goal name, metric name, and center name. |
Zenoti Go | GoalAchieved | Sends a congratulatory notification to providers when they achieve a goal with details of the metric name and goal name. |
Zenoti Go | GoalAchieved | Sends a congratulatory notification to providers when they achieve a goal with details of the metric code and goal name. |
Zenoti Go | Goal Active | Sends a notification when the provider's goal becomes active. |
Zenoti Go | Guest - Directions | Sends a notification to guests to remind them of their appointment and to help them with directions to get to the location, center, or studio. |
Zenoti Go | Guest - Request Feedback | Sends a notification to guests to remind them to provide feedback for the appointment that is closed. |
Zenoti Go | Guest - Self Pay Completion | Sends a notification to guests to remind them to make a payment with details of the amount due. |
Zenoti Go | HalfwayThroughGoal | Sends a notification to providers to alert them that they are halfway through their goal. |
Zenoti Go | LeaderBoardRefresh | Sends a notification to providers to alert them that the leaderboard has been refreshed so that they can check the latest ranks or standings. |
Zenoti Go | NearingGoalEndTitle | Sends a notification to providers to alert them that the goal timeline is nearing the end; it provides the number of days remaining before the goal ends so that providers can take the required actions on the goal. |
Available macros
A macro is a placeholder text that gets replaced with specific data when inserted into an automated push notification. Use these macros to customize or personalize your notification 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.
Macro | Description |
|---|---|
[AwardName] | The name of the award that the referrer gets for referring another guest. |
[CenterName] | The name of the center where the guest has an appointment or where the provider must check in or check out, depending on the context. |
[CollectionDate] | The collection date for a membership for which a recurring payment is nearing. |
[DefaultPaymentMethod] | The default payment method for a recurring membership payment. |
[DueAmount] | The amount due for a membership for which a recurring payment is nearing. |
[FirstName] | The first name of the guest or the provider, depending on the context. |
[GuestCount] | The number of guests who have booked with a provider on a given day. |
[GuestRequestCount] | The number of guests who requested specifically for the provider on a given day. |
[NewGuestCount] | The number of new guests who have booked with a provider on a given day. |
[LastName] | The last name of the guest or the provider, depending on the context. |
[ShiftStartTime] | The time when the shift starts for the provider. |
[ShiftEndTime] | The time when the shift ends for the provider. |
[StartTime] | The scheduled start time of the service. |
[NextService] | The next service that the guest is due to take after having completed one service. |
[NextServiceStartTime] | The scheduled start time for the next service. |
[MembershipName] | The name of the membership for which a recurring payment date is nearing. |
[OrgName] | The name of the business where the provider works or where the guest has an appointment, depending on the context. |
[TreatmentList] | The list of services or treatments that the guest has booked as part of their appointment. |
[ClassName] | Name of the class |
[Instructor] | Name of the instructor who is assigned to the session |
[ClassCost] | Price of the class |
[ClassDate] | Date on which the class is conducted |
[DayOfClass] | Day on which the class is conducted |
[ClassesVirtualLink] | Virtual link for the class |
[Duration] | Duration of the class |
[ExpiryTime] | Time at which the substitute is no longer assigned to the class |
[OldInstructor] | Name of the instructor who was previously assigned to the session |
[NewInstructor] | Name of the instructor who is the substitute for the assigned instructor |
[SessionName] | Name of the session |
[SessionDate] | Date on which the sessions is conducted |
[RequestStatus] | Current status of the substitute |
View email and text credit balance
At the organization level or the center level, click the Configurations icon.
Search for and select the Templates for email and text setting or the Alerts setting from the Notifications section.
To view your credit balance for Text, What's App Messages, Email, Voice, and Always On campaigns refer to the Credit Balance section.
Note
You can also view credit balance from the Business details > Credit balance section (from both organization level and center level).