Appointment Book and Booking Wizard
Restrict Provider Access to Appointment Book
Earlier, providers with permission to add, edit, or delete their own appointments had access to Appointment Book from both, mobile and desktop. When they accessed Appointment Book from mobile, they could access only their appointments. However, when they accessed Appointment Book from desktop, they could manage appointments of other providers too.
Now, administrators can clearly indicate whether providers can access Appointment Book only from desktop or from Zenoti Mobile, or from both. Note that by default, providers can access their own appointments on Zenoti Mobile. If administrators want any provider to access Appointment Book from both Desktop and Zenoti Mobile, they must select the relevant checkboxes.
Book Prerequisite Services from Booking Wizard
Services in medi-spas sometimes require guests to take mandatory consultation services that determine, for example, if guests are allergic to certain products or whether the guests have any pre-existing conditions. Such consultations are termed as prerequisite services.
Earlier, front-desk staff could not book such prerequisite services from Booking Wizard. The guests had to visit a medi-spa, get the consultation service done and after receiving the results, book the appropriate services.
With this release, front-desk staff can book prerequisite services such as consultations directly from Booking Wizard. This makes it easier for medi-spas to manage consultations and service bookings.
Note: Guests can already book prerequisite services from Webstore since our last release in July 2020.
Enable Filtering Forms on Appointment Book
Earlier, there was no convenient way to identify forms that have not been filled prior to an appointment. Since this is a common activity, we are adding a feature that lets you filter forms in Appointment Book to easily locate the ones you want.
For example, you can filter the forms for the next day’s appointments to see if there are any guests who have not filled the Consent form.
Now, in Filter View, you will see a new option - Filter by Forms. You can use this option to find the forms you are looking for.
Easily Resend Guest Intake and Service Forms
Earlier, if you wanted to resend the Guest Intake and Service forms, you had to go to the Guest Details page. Now, you can easily resend these forms from the Actions menu in the List view.
Referral Reward Program is now GA
In our previous release, we announced the Referral Reward Program as a beta feature. This is now Generally Available (GA) for all customers.
For any business, it is challenging to acquire customers or increase footfall. One of the most lucrative ways is to encourage existing guests to bring new guests. Referrals are the most effective way to attract new customers because new or potential guests tend to trust the recommendations of friends and family more than an advertisement.
With this release, Zenoti gives businesses a framework to reward guests for referring friends and family. Understand the Referral Reward Program in a Nutshell
We have made further improvements in the following areas:
- Reports: Guest Referral Effectiveness report
- Invoices: Where applicable, the Referral Code is now auto-populated in the Coupon# field of invoices.
- Guest Profiles: You will find new columns Award Issue Date, Invoice No, Referred Date, and Base Center in the Referral History tab of guest profiles.
Note: Guests can also use the Webstore and Consumer Mobile App (CMA) to refer new guests and redeem their rewards.
Themed Templates for Shopify in Email Campaigns
Launching your Shopify store or following up with guests on their online purchase?
Here are some really cool predesigned templates that you can use for Shopify-related email campaigns:
- Shopify Pre Launcher Mailer
- Shopify Launch Day
- Shopify Account Creation
- Shopify Follow Up
- Shopify Cart Abandonment
You can find these templates under the Themed Templates tab.
Important: These templates are available ONLY for the Professional Email Editor - these are not available in the new email editor.
Restrict Discount Management based on Location
Disclaimer: The restriction only applies to new discounts that are created after this release. For existing discounts, if businesses want to have the same restriction, they must ensure that they create new discounts and replace the existing ones. Read our help article.
Earlier, when a discount was created in a center, users from other centers with appropriate permissions, could edit and delete the discounts.
To restrict users from managing discounts of other centers, with this release, users can manage only those discounts that were created in their respective centers. So, if a discount is created in a center, users from only that center and zone-level and organization-level users can edit and delete the discount.
Moreover, if a discount is created at zone-level, only the zone-level and organization-level users can manage that discount. Similarly, if a discount is created at the organization level, only the owners and organization-level administrators can manage those discounts.
We’ve added a new column, Created In and a filter on the Manage Discounts page.
The Created In column is auto-populated based on where a discount is created - you do not have the option to select the location. To distinguish existing discounts from new discounts, Zenoti displays Legacy for all existing discounts under the Created In column.
Send Notifications to Employees when New Tasks are Created
With this release, you can use the Task Create notification to send notifications (email and text) to employees each time a new task is created for them or when an existing task is modified.
You can turn this notification on from the organization level.
As with other notifications, you can customize the content of the email or text message (SMS) using the available macros.
Task Create - Email Notifications
Task Create - SMS Notifications
Configure Feedback Links to Expire
Businesses use feedback as a critical input to help improve services and other aspects of business. With this release, administrators have control over the duration for which feedback links sent via SMS/text messages and email to guests remain active. With this, they can set down the time it takes for the business to get realistic feedback so that the business can actually act on the feedback.
Administrators can configure feedback links to expire from the organizational level.
Return Stock to Warehouse
Earlier in Zenoti, businesses could only transfer stock across centers using Transfer Orders.
With this release, a center can also return order to another center. For example, if the corporate office or head office has dispatched stock to an incorrect center, the destination center need not do a transfer order to return the stock, rather the destination center can do a Return Transfer Order.
On the Procurement page, you can see the Add Transfer Return option.
If you select this option, the Transfer Order Return page appears.
Note: As in Return Order (to return stock to vendor), you can only enter negative quantities on a Return Transfer Order.
New Macro for Time Zone in Email Templates/Texts
Email templates and text notifications now have a new macro, [TimeZoneCenter], that expands to show the abbreviation of a time zone (such as PST or PDT based on daylight savings). This macro is especially useful for virtual appointments where the guest or customer may be in a different time zone from the consultant or instructor who is hosting the session. You can use this macro with the [StartTime] and [EndTime] macro.
Reports V2 (New Version of Reports)
Automatically Receive Reports over Email
We know how important reports are to a business and we know how you would love it if there was a way to schedule reports to arrive at your inbox without having to generate them!
In this release, we have done just that! Your reports now have a scheduler that you can use to specify how often and when the report should be automatically sent to your inbox.
What's more, we also introduced a Scheduler report that you can use to quickly see all the reports that you are scheduled to receive or have received.
Use the Scheduler Report to view the details of all the reports you have subscribed to.
View Current Stock based on FIFO and Average Value
Stock cost is the total cost of your available unsold stock. When you purchase a product from multiple vendors at different prices, and sell them at your specific price, you want to know the value of your product in stock based on the purchase price. Doing this for each product is a time-consuming process.
In the new version of the Current Stock report, businesses can view the cost of on-hand stock based on the Perpetual Average Value (The cost of the stock is calculated as the running average unit cost of all products with every stock-in and stock-out).
Important: This version of report is available only to businesses that enable the 90-days lock (from Admin > Organizations > Organization > Settings > General > Limit Editing of Financial & Inventory transactions to 90 days in the past).
Cross-Center Settlement Report
The Cross-Center Settlement report shows you the monetary value that your center should collect and pay to other centers as a result of redemption of liabilities: packages, prepaid cards, and gift cards.
Using this report, you can track the following:
- Receivables (Amount to collect): The total amount your center should collect from other centers.
Example: A guest purchased a $500 gift card from center B and redeemed it on a service worth $200 at center A (your center), then your center must collect $200 from center B.
- Payables (Amount to pay): The total amount your center should pay to other centers.
Example: A guest purchased a $200 gift card from center A (your center) and redeems it on a service worth $100 at center B, then your center must pay $100 to center B.
Employee KPI Report
Use the Employee KPI report to know the performance of your employees based on the services performed, items sold, and feedback they received from guests.
Packages Liability Report
Use the Packages Liability report to view the details about package liabilities that your business started with, accrued, redeemed, expired, refunded, and the balance that will be carried forward in the book of accounts for a time period.
Gift Cards Liability Report
Use the Gift Cards Liability report to view the details about gift card liabilities that your business started with, accrued, redeemed, expired, and the balance that will be carried forward in the book of accounts for a time period.
Use the Forms report to view the details of forms (service and tag) saved or submitted on a particular day or during a time period.
Note: If a service has multiple forms, you will see multiple entries in the report.
Drill-downs in Accounting Summary Report
With this release, in the Accounting Summary report, businesses can click a number to view the details of all the transactions that contributed towards the number.
Reconcile Collections and Bank Payouts Easily
With this release, businesses will be able to reconcile their collections and bank payouts using the new online reconciliation tool.
This allows businesses to:
- Verify if each collection is deposited to your bank account.
- Automate the reconciliation between payouts and collections (if there are no mismatches).
- Identify the deficit (if any) between payouts and collections.
- Reconcile deficits at the transaction-level, manually.
Auto-pay is Now Faster
Earlier, for Auto-Pay to function properly, the front-desk staff had to mark the appointments as Start and Complete and then proceed to charge the saved card. If they failed to do so, the Auto-pay button would not appear on the POS and the payment was not initiated. This process created operational overheads as the front desk had to be trained on the process.
With this release, you will see an improved Auto-pay workflow, which does not require the front desk staff to mark the services as Start and Complete, meaning businesses are no longer required to train the front desk staff on the process of collecting the auto payment.
The guest’s card is authorized as soon as she checks-in (either via CMA or by the front desk staff). After the services are completed, the front-desk staff simply clicks the Auto Pay button from the context menu of the appointment to collect the payment and to close the invoice. The entire process is now completed in a single click.
Note: This flow is already available on Zenoti Web and Zenoti Mobile (iOS and Android). Zenoti Queue will adopt the new flow in our next release.
Flexibility to Attach More Forms to a Service
Earlier, you could attach a maximum of four forms that needed to be filled when booking a service. For instance, a service may require a consent form, treatment record, pre-care instructions, and post-care instructions associated with a service. If the service also required that you attach a COVID form, there was no option to do so.
With this release, we have increased the number of forms that you can attach to a service to 11. This gives you the flexibility to add more forms to a service, if required. You can set the maximum number of forms that can be attached to a service at the organization level.
Send Notifications to Managers and Employees on Submission of v2 Forms
In Zenoti, you can set up your organization such that managers receive a notification email or text message when a guest submits a guest form and service providers receive an email or text message when a guest submits a service form. Earlier, this worked only with Forms v1. Forms submitted through Forms v2 did not trigger a notification email or text message.
With this release, submission of v2 guest forms and v2 service forms also trigger the notification email or text message.
Note: The notification is only triggered when the guest submits the form using the email link or on Webstore V2. It is not sent when the guest submits the form via CMA (for CMA, this is an upcoming feature).
Define Visit Frequency for a Service
Certain businesses such as medi-spas require guests to come in at regular intervals for certain services and not deviate from the prescribed treatment for best results. For example, if a guest is undergoing a botox treatment, the guest must adhere to the service frequency or interval and not book another botox service in between.
Earlier, businesses do not have an option to block guests from booking the same service between the service frequency or the interval.
With this release, businesses will be able to define a visit frequency (in days) for each service and restrict multiple bookings of the same treatment within a period of time.
View All Forms Associated with a Service
Earlier, irrespective of the number of forms associated with a service, the Webstore displayed a maximum of three forms. This was inconvenient to the guest and to the front-desk staff as they had to collect the information later for the remaining forms, in-store.
With this release, guests can view all the forms associated with a service and submit them online thus making it easier for the guests and the front-desk staff to record and easily access all the necessary details.
Appointment Book Reflects Bookings of Webstore and CMA in Real-time
Earlier, appointments booked on Webstore and CMA did not immediately reflect on the Appointment Book. Due to this delay, some appointments were booked twice or the front-desk staff accepted other bookings in the slots that were reserved for online bookings.
To avoid such discrepancies, with this release, all the bookings done on the CMA and the Webstore will immediately reflect on the Appointment Book. This does not require any manual intervention.
Online Booking Prioritizes Appointment Requests Intelligently
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 their needs.
With this release, businesses can enable an org-level setting that intelligently prioritizes the appointments of Specific therapists over Any therapist appointments.
For example, Raimy (guest) has booked an appointment with Any provider for Monday 10:00 AM. The appointment is assigned to Judy (a provider). Nancy (a 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, the Webstore algorithm will assign another provider who is available at that time.
Book Prerequisite Services (iOS & Android)
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.
In our July 20 release, we introduced the ability to book prerequisite services or service consultations on the Webstore for Medi-spas.
With this release, guests can also book a prerequisite service or a consultation on the Consumer Mobile App (CMA).
Enable or Disable Tips on CMA (iOS & Android)
Earlier, when guests set up auto-pay or did a self-pay through CMA, they were required to configure tips. These tips are paid to the service providers as a token of appreciation.
However, there are some businesses that do not encourage guests to tip service providers such as medi-spas. In addition, regions like Australia and the UK do not have a cultural practice of tipping service providers.
To honor such varied practices, with this release, businesses can enable or disable the collection of tips on CMA using an organization-level setting Allow entry of tip amounts. When you turn off this setting, tips will be disabled on CMA for auto-pay and self-pay scenarios.
Self-pay using Gift Cards (iOS & Android)
With this release, guests can use gift cards as a method of payment on the app (if Self-pay is enabled).
Guests must enter the gift card number to make the payment. If the invoice amount exceeds the amount on the gift card, guests can pay the balance amount using their credit card via self-pay.
For example, if the invoice amount is $130.00 and the gift card has a balance of $100.00, the guest can pay $100.00 using the gift card and the rest ($30.00) using her credit card - through self-pay.
Track User Behavior on CMA through Google Tag Manager
Google Tag Manager is an e-marketing tag tool that showcases app analytics and measures audience behavior.
With this release, Zenoti is adding the tracking capabilities of the Google Tag Manager to the CMA that allows you to:
- Track guest's behavior on CMA
- Create tags and triggers for custom events
- Track actions on multiple buttons
- View demographic information of your guests
Define Visit Frequency for a Service (iOS & Android)
Some businesses such as medi-spas require guests to come in at regular intervals for certain services and not deviate from the prescribed treatment for best results. For example, if a guest is undergoing a botox treatment, the guest must adhere to the service frequency or interval and not book another botox service in between.
Earlier, businesses did not have an option to block guests from booking the same service between the service frequency or the interval.
With this release, businesses can define a visit frequency (in days) for each service and restrict multiple bookings of the same treatment within a period of time.
New Pop-Up to Drive Zenoti Go Adoption (iOS and Android)
With this release, guests using the CMA app (iOS and Android) will see a pop-up on every app launch prompting them to configure Zenoti Go and its features (Self-pay, Self Check-in, and Auto-pay). This is to spread awareness about the contactless payments and check-in features that Zenoti Go offers.
Note: The pop-up appears on every app launch till the guest configures Zenoti Go.
Tapping the pop-up will take the guests to the Zenoti Go tutorial where the guests are informed about the advantages of Zenoti Go and how they can enable its features.
Note: Guests are allowed to configure only one checkout method. Either Self-Pay or Auto-pay, but not both.
Note: For iOS, it is required that you accept the updated terms and conditions of Apple. Only then your guests will receive the app update notifications.
Book Day Packages on Android
Earlier, Zenoti supported booking of day packages only on iOS. With this release, businesses can book day packages on Android too. Your front-desk staff can now set up and configure day packages and sell them at discounted rates using the Zenoti Mobile app on both iOS and Android.