Appointment Book and Booking Wizard

Configure Job Card to Show Guest Service and Retail History

A job card is a printout of a guest’s services - it moves with guests as they move through their services and service providers.

As an administrator or business owner, you can configure the job card to serve as a handy reference card with information about a guest’s service and retail purchase history. The job card then becomes a starting point for conversations between a provider and the guest - the provider can use information from the job card to upsell services and products based on their interaction and their own experience.

Read our Help article

Charge Base Price of Services when there is No Provider Preference

As a business, you may want to charge the base price on services when guests do not have any provider preference (especially if you use provider price scaling). For this, we have introduced a new organization level setting (Enforce service base price for bookings without provider preference). If you wish to turn on this feature, reach out to Zenoti Support.

If you have the above setting on, while booking an appointment if the (provider) Request field has Any, Any Male, Any Female, or Other selected, the price you see for a provider reflects the base price for the service (and not the scaled price).

Example: Assume a guest takes the Hair Styling service (base price $120) when the above organization level setting is ON and the Request field is set to Any, Any Male, Any Female, or Other. Amanda is a senior stylist and has price scaling set to $150.

If the guest does not request specifically for Amanda, the service price shows as $120 (which is the base price). However, if the guest requests for Amanda specifically (Request field is set to Specific), the service price shows as $150 (provider scaled price).

Note: You can see the same behavior when guests book services from the booking panel, Booking Wizard, and from online channels (Webstore and Zenoti Mobile - iOS and Android.

Read our Help article

Enable Virtual Appointments for your Business

There are a variety of reasons businesses and guests may prefer to have virtual consultations such as weight loss consultations, personal fitness sessions, or to gather tips from experts to mix hair color.

In case of temporary business disruptions too, where trainers and guests cannot make it to a particular appointment in person, virtual appointments become handy, meaningful, time-saving, and safe.

Businesses can turn on this feature (from organization settings) and then insert virtual appointment details/links into appointments to facilitate remote consultations on the web and Zenoti Mobile (iOS and Android).

Read our Help article

Marketing

Launch Email/Text Campaigns in a Snap!

At times, you may not have the time to create and design a campaign from scratch. You need a quick way to select a campaign design and content so that with just a few tweaks your business is ready to announce some cool deals!

With this release, Zenoti offers some well-designed, ready-to-launch email/text campaigns that you can use to cater to such situations. These predefined campaigns are so handy that you can create, customize, and send a campaign within minutes.

Most importantly, the target segment and discount (for discount campaigns) are created and assigned to the corresponding campaign automatically.

So now, you can just pick a campaign, preview it, and launch it double-quick!

If you want to customize the content, use our enhanced email editor.

Note: The enhanced email editor is in beta stage and will be generally available in August 2020.

Read our Help article

Create Discounts within Campaigns

We’ve heard you!

With this release, for all your discount campaigns, you can now create a discount from within the campaign creation page.

When you click Create discount, the Create/Edit Discount window appears which is the same as the Create New Discount page.

The discount that is created in the campaign page is just like any other discount and it is automatically updated in the discounts page.

Easily Pick Eligible Guests for Campaigns

With this release, we’ve simplified the options for picking the eligible guests who can benefit from the discount.

Here’s how each of these options works:

  • All Guests: Any guest can benefit from the discount.
  • All guests who received this campaign: Only the guests who have received the campaign can avail the discount.
  • Guests in the target segment billing: Only the guests who are in a specific target segment can avail the discount. This can be any group apart from the group that receives the email.

Turn your Guests into your Brand Ambassadors*

*This feature is coming in August 2020.

Generally, guests trust information from family and friends. Word of mouth is the best and fastest way to get new customers. So why not incentivize your loyal customers to recommend your services and accelerate your growth with referrals?

Coming soon (in August 2020), Zenoti will offer a Referral Reward program that will not just elevate your business revenue but will also reward both, the referrer and the referred guest.

You can start the process by choosing a referral source for which you want to enable the reward program. Then, reach out to Zenoti Support to enable that referral source for the reward program. Once that’s done, you must choose the rewards for the referrer and the referred guest. The reward can be a predefined gift card or a discount coupon.

You can also set the maximum number of times you want to award the referrer by using the Referrer award limit option.

To avail the discount or gift card, the referred guest can share the name of the referrer or the referral code with the front-desk staff during payment or directly use it on Webstore, CMA, or Kiosk. After the invoice is closed, both the referrer and the referred guest are awarded.

Important: You can stop a referral program anytime by turning off the Enable Referral Promotions switch.

Email/Text Template & Campaigns

With our new Referral Thank You template and a few new macros, you can send automated thank you emails or texts to the referrer on each closed invoice that has referrer code.

You can also create a buzz with campaigns for the referral program using the [GuestReferralCode] macro to insert the guest code of referrer in a campaign.

Reporting

We are coming up with two reports that you can use to assess the effectiveness of a referral program by guest and by employee.

Read our Help article

Webstore & CMA

On the Webstore and CMA, guests will see a new Referral Marketing section on their profile. This section allows them to refer new guests by sharing a promo code. The Webstore will display a referral prompt after booking an appointment and after submitting feedback.

Kiosk

Guests using kiosks can enter the referral code during sign up. This referral code benefit is applied to the invoice during the guest checkout.

Read our Help article

Supercharge your Marketing with the Enhanced Email Editor*

*This feature is coming in August 2020.

Creating awesome emails that attract your customers to your doors has never been easier.

Coming soon (August 2020), Zenoti will offer you an enhanced email editor that does not require any HTML skills.

Note: In July 2020, this is a beta release and is available to a few customers. If your business is a part of the beta release, when you navigate to the Marketing dashboard, you will notice a switch for the editor.

Note: If your business is not part of the beta release, you can continue to use the existing editor - this latest version of the editor will be available in August 2020.

With the new email editor you can:

  • Configure device-responsive emails that can fit any device such as desktop, tablets, and mobile devices.
  • Drag-and-drop content blocks such as images, text, video, and more to construct emails easily without HTML.
  • Use newsletter designs with centered content, as per industry standards.
  • Add a social media bar that can be configured for any social media site.
  • Benefit from high-definition stock image library
  • Support for accurate size of buttons in emails sent to the Microsoft Outlook email addresses.
  • Hide elements on a specific device type: desktop or mobile.
  • Save time on redesigning headers, footers, contact information by using modules and reuse them across multiple campaigns.
  • Choose email width separately for desktops and mobile devices.
  • Reuse code with import/export of HTML code from the editor.
  • Send out Test emails, and much more!

You must add a new campaign to start using the editor.

Important: For existing campaigns, split the HTML code from the CSS code and then import the HTML code in the enhanced editor.

Read our Help article

Employee Management

How Terminated Employees are Handled across Zenoti Touchpoints

Earlier, when an employee left the organization, the center manager added an end date in the employee profile to terminate the employee. The terminated employee could not access Zenoti or Zenoti Mobile after this date. However, if the terminated employee had future appointments, such an employee continued to be listed and was considered active. This, in turn, meant that the front-desk staff and guests could continue to book appointments against this terminated employee causing confusion.

To overcome such issues, with this release, once an authorized user enters an end date in the employee profile, Zenoti checks if that employee has any future appointments (that is, appointments scheduled after the end date).

  • If the terminated employee has no appointments in the future, Zenoti does not show the employee in the Appointment Book (after the end date).
  • If the terminated employee has appointments in the future, Zenoti alerts the user (that is, the authorized user who adds the end date), that the employee has appointments in the future along with the relevant booking details.
    The user must move these appointments to another provider to ensure that the terminated employee does not show up on the Appointment Book (after the end date).

On the Appointment Book, terminated employees’ schedules are greyed and crossed out with the message ‘This employee is no longer active’. The names of such employees appear in the format, First Name, Last Name (Inactive).

For example, in the following screenshot, the employee appears as Harry Bright (Inactive) on the dates where he has scheduled appointments (after the end date) and his schedule for such days are greyed and crossed out.

Read our Help article

Guest Management

Simplified Feedback Setup

We have simplified the way you, as administrators, can set up feedback. Now, you can enable and set up feedback from the organizational level - this enables feedback across your centers..

You can then enable feedback sharing on common social media sites from the center level.

In both cases, we have the handy Preview option that you can use to get a sense of how your configurations will appear to guests on their devices.

Organization-level settings for feedback

Center-level settings for feedback

Memberships

Undo Transfer of Membership Service Credit

Earlier, if a service credit was transferred to the wrong account, there was no way to undo the transfer. Now, if you have the permission to transfer credits, you can also undo the transfer of credits. For example, if Mary wanted to transfer some credits to Martha but the credits were transferred to Margaret, you can undo the transfer of Mary’s credits to Margaret and then transfer them to Martha.

However, if any of the credits from the transfer have been used, then the undo transfer operation cannot happen. Similarly, you cannot undo the transfer partially. As in, you cannot return only part of the transferred credits.

For example, if Mary transferred 2 credits for a 30-minute massage and 2 credits for a haircut to Martha and Martha used one of the 30-minute massage credits, then the credits cannot be returned to Mary.

You can undo the service credit transfer from the Membership Activity page of the guest from whom the service credits were transferred. In our example, that would be Mary’s Membership Activity page.

Payroll to Consider Membership List Price for Service Credit Redemption

With this release, business owners can choose how to pay commissions to therapists for services performed. Currently, service provider commissions are calculated on the service list price. This leads to situations where commissions are calculated on prices higher than what the guest is actually paying. Now, customers can choose to calculate commissions on the membership list price rather than the service list price, which is a more realistic way to calculate commissions.

To enable this feature, customers must contact Zenoti Support.

After it is enabled, customers will see an option under the Memberships section at the organization level that lets them choose how to calculate commissions. The available options are - Service list price and Membership list price.

Add Membership Refund Comment to Pre-paid Card Note

When refunding a membership, you are prompted to enter two comments, but only the comment from the main page used to appear on the invoice. Now both the comments are displayed as Refund Note on the invoice.

Packages

Disable Cross-Center Refund for Packages

Earlier, guests could buy a package at one center and get refunds from any other center. However, some businesses have a policy to allow refunds only in centers where they were sold.

To better support such businesses, we have introduced a setting (at the organization level) to block cross-center refund of packages. If this setting is turned on for your business, and front-desk staff tries to process a refund (from the invoice or from the guest profile), they will see a block icon in place of the refund icon. The icon also shows a tooltip that explains why the refund is blocked.

Read our Help article

Calculation of Package Expiry Date Fine-Tuned for Packages whose Validity Starts at First Redemption

Earlier, when guests booked packages whose validity was set to start at first redemption, the validity was calculated as soon as the first appointment was booked. If guests cancelled or rescheduled their appointments, the validity was not recalculated. As a result, Zenoti blocked the front-desk staff from creating appointments in some cases.

Now, for more accurate calculations for package validity, Zenoti calculates the end date for the package only after the first appointment is booked. Guests can reschedule their first appointment to an earlier or later date, and Zenoti recalculates the end date accordingly.

Note: Zenoti recalculates an end date only till the guest books the first appointment - once the guest books a second appointment, Zenoti does not recalculate the end date.

Versioning in Packages Disabled

For ease of maintenance of guests on packages, we have disabled package versioning for businesses going live on Zenoti after the July 2020 release. What this means is that if an administrator or a business owner edits critical aspects of a series regular package, all guests (guests who already have the package and guests who purchase the package anew) get the same benefits. That means there are no separate versions of the package - all guests benefit in equal measure. Do note that some fields are uneditable after the first sale is done.

Note: If you want to turn on the package versioning feature for your business, reach out to Zenoti Support. Note that once you choose to enable package versioning for your business, you cannot disable it.

View Package Summary from POS

Often, the name and description of a package does not give enough information for the front-desk staff to handle repeat queries such as the details of services and products and the service benefits that remain in the package.

Now, front-desk staff can answer such questions easily as they can view a quick summary of the package right from the Point of Sale (POS).

Inventory

Quickly Onboard New Centers with Opening Stock Setup

Note: This feature is available to businesses that go live on Zenoti after the July 2020 release.

If you have a new center or a new franchisee joining your business, setting up the opening stock or the starting inventory is time-consuming, especially if you are a retail-heavy business.

With this release, Zenoti allows businesses to set up their opening stock or starting inventory themselves!

With a simple and easy-to-use setup screen for each product, businesses can set up not just the opening stock, but also assign a vendor and cost - all in one go!

After you’re done with the setup process, Zenoti automatically creates audits (and

reconciliations) and delivered purchase orders to set the stock level and stock value.

Read our Help article

Shift to the On-Hand Quantity Model

Businesses usually maintain stock either on the store or on the floor. For simplicity, with this release, Zenoti follows a single point for stock maintenance, called the On-hand Quantity model.

If your business maintains stock on both store and floor, switching to the On-Hand Quantity model is very simple. Before you move you to this model, ensure the following are in place:

  • Checkpoint 1: There are no pending audits - the audit is saved but not submitted.
  • Checkpoint 2: There are no pending reconciliations - the audit is submitted but not reconciled.

However, if you have any pending audits or reconciliations, don’t worry. Complete the audits and reconciliations and then you can move to the new model.

Impact on Reports

The past data in all Inventory Reports will show On Hand Quantity as the sum of Store Qty and Floor Qty. For example, in Audit history Report, when you view an audit you can see the Audited On-Hand Quantity column.

Note: Reach out to Zenoti Support to enable this feature for your business.

Read our Help article

Reports

The Latest Version of Zenoti Reports is now Live (beta)!

With this release, Zenoti brings you a newly designed dashboard for reports. From improved usability to better business insights, the latest version of Zenoti Reports is a must-have reporting tool for every business.

You can switch to the new version of reports any time, without impacting any data in the current reports or new reports.

New Version of Reports versus Old Version: FAQ

  • Does switching between the current version and new version of reports have an impact on reports data?
    Absolutely No. The data is the same across the versions, the difference is in the business intelligence and the user experience.
  • Will the numbers in the current report version match with the data in the latest version?
    We strongly recommend that you do not compare data between the versions as the business intelligence models are different for both versions.

Benefits of the Latest Version of Reports

Explore some of the cool features of the newly designed dashboard and the reports:

Watch a video that gives an overview of the latest version of reports

Reports in the Latest Version

The following is the list of reports that are available on the latest version of Zenoti Reports:

New Columns in Sales-Service Report

Currently, for memberships and packages with service benefits, if the price of the membership or package is less than the service price, you can reconcile the difference amount in the Register Summary report.

With this release, we’ve added the following new columns in the Sales-Service report:

  • Membership Discount: For service-credit based memberships, this column gives the difference between the service list price and membership service redemption amount if the membership price is less than the service price.
  • Package Discount: For packages with service discounts, this column gives the difference between the service list price and package price, if the package price is less than the service price.

Read our Help article

Payments

Reconcile Collections and Payouts*

*This feature is coming in August 2020.

Businesses that are on Zenoti Payments can utilize the new reconciliation tool that brings all the important information such as Collections, Payouts, and Bank Deposits under one roof.

This tool allows you to do the following:

  • Verify if each collection is deposited into your bank account
  • Choose to automatically reconcile payouts and collections
  • Identify the deficit (if any) between payouts and collections
  • View the reason for payout mismatches
  • Reconcile manually at the transaction level.

Zenoti Payments is now Available in More Countries

Earlier Zenoti Payments and its features were available only in the US, UK, Canada, and Australia.

With this release, we are expanding our reach and you will now see Zenoti Payments operate in the following countries:

  • Austria
  • Czech Republic
  • Germany
  • Ireland
  • Netherlands
  • Switzerland*
    *Note: American Express cards are not supported in Switzerland.

Read our Help Article

Support for E285p Card Reader on Zenoti Payments

Zenoti Payments now supports the Verifone E285p terminal which has better battery life, memory and processing power when compared to Verifone E285. This terminal will be visible as an option when you are adding terminals for Zenoti Payments.

Analytics Express

New Dashboards*

*These dashboards are coming soon (July-end)

We are releasing five new dashboards on Analytics Express. These are:

  • Snapshot of business health: Provides a macro-level view of the health of the business. Read more.
  • Guest satisfaction: Provides an overall view of how guests have rated the services and their experience at the center. Read more.
  • Provider performance: Provides an overall view of the performance of various providers over time and in comparison with other providers. Read more.
  • Provider utilization: Provides a high-level view of the utilization of service providers. Read more.
  • Self-service bookings: Provides a comprehensive overview of your self-service bookings. Read more.

Online Booking

Online Booking Prioritizes Appointment Requests Intelligently*

*This feature is coming in August 2020.

According to our data, more than 33% of guests who regularly book appointments online, have a tendency to choose a specific provider. This may be because they are either comfortable with a provider, or the services are personalized as per the needs of the guests.

Keeping this in mind, with this release, businesses have the option to prioritize "Specific" therapist requests over "Any" therapist, which means, regular guests with "Specific" therapist booking will be given priority over guests with "Any" therapist booking.

For example, Raimy (new guest) has booked an appointment with “Any” provider on Monday 10:00 AM. The appointment is assigned to Judy (provider). Nancy (frequent guest) is looking to book an appointment with Judy (provider) for the same time - Monday at 10:00 AM. In such a scenario, Webstore will automatically prioritize the booking of Nancy and assign Judy as her provider. Since Raimy has booked the appointment with “Any” provider, she will be assigned another provider who is available at that time.
Note: This also applies to bookings made on the CMA.

Optimize Service Bookings

In the earlier release, we introduced a feature that allowed businesses to set up service duration by the minute on Zenoti Web.

This allowed you to set up precise service durations to ensure the provider’s time is used effectively. When guests booked a set of services with such durations with a single provider, Zenoti added the service time of all non-segmented services,

rounded-up the service duration, and displayed the closest available appointment slots.

With this upgrade, Zenoti Webstore will also support the feature to set up service duration by the minute.

Read the help article

Track User Behavior through Facebook Pixel

Analyzing user behavior is critical for any business as this helps in understanding how guests book a particular service, the services guests prefer, and the ones they don’t. Such analysis helps in making informed decisions on improving business and sales.

Zenoti understands this need and with this upgrade, you can use Facebook Pixel to track user behavior.

When a guest purchases a product or books an appointment, Facebook Pixel records these actions and gives you insights into the guest's booking patterns and behavior.

Read our Help article

Book Prerequisite Services

Services in Medi-Spas require guests to take mandatory consultation services that determine if guests are allergic to certain procedures or whether the guests have any pre-existing conditions. Such consultations are termed as Prerequisite Services.

Earlier, guests could not book such prerequisite services on the Webstore. The guests had to visit a medispa, get the evaluation done and after receiving the results, book the appropriate services on the Webstore.

With the upcoming release, guests can book prerequisite services such as evaluations or consultations directly on the Webstore. This makes it easier for medispas to manage consultations and service bookings.

Read our Help article

Digital Forms

Easily Select Tag Forms for Different Centers in One Go

When you have centers across different states, you may have to associate different forms to comply with different local state laws. As a business owner or a provider, it can be a tedious process to keep track of all the required forms as per each state’s law and then associate the appropriate tag forms to each service.

In this upgrade, we are making this process easier.

When you associate tag forms for a service, all the forms related to that service appear in the new Tag Form Center Association window. You can select tag forms for each center.

Read our Help article

Restrict Employees from Editing Submitted Forms

With this upgrade, you can use a new setting to restrict employees from editing consent forms once they are submitted. When you restrict employees from editing a submitted form, you can prevent any unwanted data tampering thereby ensuring your business remains legally compliant.

Note: Only users with the required permissions can unlock a submitted form when using Zenoti web or Zenoti Mobile (iOS and Android).

Read our Help article

Queue/Kiosk

New Features in Queue View

Earlier, the front-desk staff had to frequently switch between the Appointment Book view and the Queue view to perform actions such as managing appointment notes or printing appointment details and job cards. This was tedious for the front-desk staff, especially on busy days.

With this upgrade, to smoothly handle such appointment-related activities in the Queue view, we have introduced the following features:

  • Add, view, or edit appointment notes
    Read the Help article
  • Print open appointments for the day
  • Print open appointments for a specific therapist
  • Print all appointments for the day
  • Print all appointments for a specific therapist
  • Print all sales for a specific therapist
  • Print all job cards
  • Print a specific appointment or job card
    Read the Help article

Select Specific Therapist in the Queue view

Earlier, if the setting, Reschedule queue based on resource availability, was turned on, selecting a specific therapist in the Queue view was not possible.

The front-desk staff had to switch to the Appointment Book view, select a specific therapist for a guest, and then book an appointment. This process was time-consuming for the front-desk staff.

With this release, the front-desk staff can select a specific therapist for a service using the edit icon when adding or editing a service from the Queue view.

Read the Help article

Send Threshold Appointment Notification based on Queue Position

In November 2019, we introduced the ability to create different types of guest appointment notifications such as Confirmation notification, Next-in-line notification, and Threshold notification. In the previous release, your business could set up and send threshold notification based on the guest’s wait time.

With this release, your business can send threshold notification based on the guest’s queue position.

Zenoti Mobile

Zenoti Web Parity Features (iOS and Android)

With this release, the following Zenoti Web features will be available in Zenoti Mobile:

  • You get the Save, Submit and fill next, and Submit and Close options in the guest and service forms. (iOS and Android)
  • All V2 service forms now appear in the Activity tab on the Guest Profile screen (Android).
  • Guests can use their gift cards without tax to pay the Other fee (iOS).
  • Providers who are not working on a specific day appear as Not scheduled in the Select a Provider screen.
    This allows the front-desk staff to visually distinguish the providers who are not working for the selected day when booking an appointment (iOS and Android).

Consumer Mobile App (CMA)

New Zenoti Go User Experience

With this release, we are improving the guest’s onboarding experience for Zenoti Go. These changes ensure guests take maximum advantage of Zenoti Go and its enhanced touchless check-in and checkout experience in a post-COVID world.

A new setup wizard explains the important features of Zenoti Go such as Self Check-in, Self-pay, and Auto-pay and lists down the steps to enable these features on the guest’s mobile device. The guests also see the various permissions requested by the CMA and decide how they want their touchless experience to be.

APIs

Schedule a Group Service Booking

While using the create a service booking API, it was previously not possible to schedule group service booking appointments.

With this release, we have enhanced the bookings object of the create a service booking API to enable you to create a group booking. In addition, the API to retrieve available slots for a service booking will allow you to search for and identify available slots for group bookings.

We have also enhanced the API to confirm a service booking to support the confirmation of group bookings. To confirm a group booking, you must add the group_name parameter in the request body of the confirm a service booking API and provide appropriate details for that parameter.

Create an Invoice for the Sale of a Gift Card

Earlier, while selling a gift card to a guest by leveraging APIs, you had to first create or select a gift card template and then generate the gift card sale invoice.

With this release, we have introduced an API that enables you to create an invoice for the sale of a gift card without the need for you to create or select a gift card template.

If you have your own Webstore, e-commerce store, or Consumer Mobile App (CMA), this new API helps you to record the sale of a physical or online gift card (with a custom gift code or gift card number) in your Zenoti application.

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