Configuring Email Notification for Service Data Form

Custom service data form allows you capture additional data related to a service for a guest. For example, to effectively administer a hair spa service, you may need to know the guest’s hair type, or for a customized facial you would want to know and store the guest’s skin type. For these reasons, an automated email notification can be sent to the guest’s with a link to the service custom data form/consent form. Use the Custom service data form email template to configure and customize the automated email notification. It can be customized to include details such as center contact details, guest’s first name, service custom data link etc.

Table of Contents

Configure and Customize Email Template for the Service Data Form notification

To configure and customize the email template, for the Service Data Form follow the below steps:

  1. Ensure you are at the Organizational level.
  2. On the main menu, click the Admin tab.
    The Admin Dashboard appears.
  3. On Admin Dashboard, click Organization > Organizations. 
    The Manage Organization window opens.
  4. Click Email/Texts tab.
  5. Scroll down to the Guest section.
  6. To enable email notification for service data, click Edit next to Service Data Form.
  7. Edit Service Data Form – Email fields as below:
    1. Select the Turn this automated email on check box to send automated emails.
    2. To send an email copy (Cc), click Add to include recipients by Username, employee Role or Email.
      Note: For recipients added by Role, all employees mapped to the role selected at the guest's base center, will receive the email notification.
    3. Edit the Subject field and use the Available Macros if required.
    4. Use the Available Macros to customize the content for Plain Text and HTML emails. Depending on the recipient's browser, the email will be delivered as plain text (no formatting and images) or HTML text (includes images, links and formatting).
      Note: Click the Full Screen icon  in the editor to edit the text in full screen mode.
  8. Click Save.

Available Macros

A macro is a placeholder text that gets replaced with specific data when inserted into an automated email/text message. Use the below macros to customize emails/text messages to include information such as organization name, guest name, center details etc. For example, the [OrgName] macro gets replaced with the organization name.

Available MacrosDescription


Name of the center’s organization


Name of the guest’s base center


First name of the guest


Last name of guest


Primary phone number of the guest's base center (corresponds to the Phone 1 field in the center settings)


Secondary phone number provided for the guest's base center (corresponds to the Phone 2 field in the center settings)


Invoice number for the booked appointment (corresponds to the Invoice No field in the Appointment tab of the Guest profile)


Name of the service for which the appointment is booked


 Link to the service data form. Email can be triggered from the Guest profile->Appointment tab. Click View or enter custom data related to this service icon and click Send custom data link button



Service appointment date (corresponds to the Service Date field in the Appointment tab of the Guest profile)

There are several possible reasons why an email is not delivered or is not seen by a guest. Below mentioned are some common scenarios and troubleshooting tips.  

  • Guest cannot view an email.
    Email could have been delivered to the guest's Spam folder instead of the Inbox. Guide the guest to check the Spam folder.
  • Send Service Data Link button does not show.
    The Send Service Data Link button will only show if you have Service Data Form template activated at the organization level (step 6 above). If no custom data is configured in Zenoti, a link to a form (with the default first name, last name, email, mobile and gender fields) will be sent. When custom data is configured, the form will display the default fields and the custom fields.
  • Notification was not delivered.
    Navigate to the guest profile and click the Notifications tab to review the status of notifications sent. A notification could have a SentPending or Failed status.  
    • If the status is Sent, the message has been delivered successfully. 
    • If the status is Pending, then Zenoti is awaiting confirmation that the email was delivered. Check the status after a few minutes.
    • If the status is Failed, it could mean that one of the following prerequisites have not been met:
      • Navigate to Admin > Organization >Settings and ensure Activate email field is selected.
      • Navigate to Admin > Organization >Email/Texts and ensure the Service Data Form template is turned On in the EMAIL/TEXT tab.
      • Verify that there are enough email credits in the center to send notifications.  You can view your available credits in the right panel at the organization/center level. Contact Support if you wish to add credits.
      • Verify if the guest profile has a valid email address.
      • Verify in the guest pofile if the guest has opted to receive notifications. The Receive Transactional Emails check box must be selected.
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