Appointments
Getting Started with Appointments
This section provides a foundational understanding of how to configure and begin using the Appointment Book in Zenoti. Whether you're a new business onboarding to Zenoti or setting up a new location, these articles walk you through essential setup steps, including enabling the redesigned Appointment Book interface. Users will learn how to tailor the booking system to their business needs, configure calendar views, and ensure their team is ready to begin managing appointments efficiently from day one. These guides serve as a starting point for getting the most out of Zenoti’s powerful scheduling features.
Essentials: Understand the core features and workflows of the Appointment Book in Zenoti.
Enable redesigned Appointment Book: Switch to the redesigned Appointment Book for a more modern and efficient interface.
Daily Front Desk Operations
Front desk staff are the frontline of guest experience, and this group of articles supports them in managing daily tasks efficiently. From opening the center and managing appointments throughout the day to closing tasks and handling petty cash, each article ensures operational smoothness and consistency. Staff can learn how to stay on top of schedules, reschedule bookings, track service delivery, and manage end-of-day reports without errors or delays. These articles are perfect for staff training, shift transitions, and creating repeatable front-desk workflows.
Start your day: Kickstart your shift with tasks like opening registers and checking upcoming appointments.
Manage appointments: Book, reschedule, cancel, and manage appointments efficiently from a central dashboard.
End your day: Wrap up your day with closing procedures and summary reports.
Manage petty cash: Track, record, and reconcile petty cash used during daily operations.
Manage Guest Experience
Personalizing the guest's experience can significantly improve satisfaction and retention. This section focuses on tools that let you deliver seamless, personalized interactions—such as managing guest profiles, handling cancellations, editing visit reasons, and conducting virtual appointments. You’ll also find guidance on enhancing guest search, recording feedback, and reviewing past visit histories. These capabilities help front-desk teams and service providers understand guest preferences, improve interactions, and take proactive steps toward building guest loyalty.
Manage guest experience: Deliver personalized guest experiences by managing preferences and visit history.
Manage guests: Add, edit, and search guest profiles to streamline appointment management.
Add or edit deletion reasons: Customize reasons for deleting appointments to maintain records and reporting accuracy.
Add or edit cancellation reasons: Define standardized cancellation reasons to track guest behavior and service issues.
Benefit from guest search enhancements: Quickly locate guests using improved search filters and options.
Manage virtual appointments: Schedule and manage virtual consultations with integrated video call features.
Customize Appointment Book
Every business has unique needs, and Zenoti allows for a high degree of customization in how the Appointment Book appears and functions. In this section, you'll find tools to personalize the appointment interface—whether you need to adjust block formatting, sort providers in a specific order, or tailor display settings. This customization improves usability for front-desk and provider staff, ensuring quick navigation and better visibility of daily schedules.
Bookings: Set up rules for how guests and staff can book services and appointments.
Book appointments: Guide to manually booking appointments from the Appointment Book.
Appointment categories: Classify appointments for reporting and service organization.
Manage memberships: Handle booking rules and redemption for membership-related services.
Manage packages: Schedule and track redemptions for service packages.
Customize Appointment Book
Every business has unique needs, and Zenoti allows for a high degree of customization in how the Appointment Book appears and functions. In this section, you'll find tools to personalize the appointment interface—whether you need to adjust block formatting, sort providers in a specific order, or tailor display settings. This customization improves usability for front-desk and provider staff, ensuring quick navigation and better visibility of daily schedules.
Personalization: Customize the layout, time slots, and views of your Appointment Book to suit your needs. Personalization: Customize the layout, time slots, and views of your Appointment Book to suit your needs.
Customize appointment block in redesigned Appointment book: Adjust the display and grouping of services within each time block.
Sort and reorder providers in redesigned Appointment Book: Reorganize provider columns in your calendar for easier navigation.
Manage Online Booking Requests
Online appointment booking is a key part of modern guest experiences. This section guides staff through managing digital booking requests submitted via the Webstore or CMA (Customer Mobile App). Staff can learn how to review, confirm, edit, or decline appointments directly from the system. These tools help reduce booking errors, automate communication with guests, and streamline digital engagement.
Manage online booking requests: Approve, modify, or decline incoming appointment requests from your Webstore or CMA.
Invoicing, Payments and Refunds
Handling payments is a critical part of the appointment lifecycle. This section contains comprehensive resources for managing invoices, gift cards, prepaid cards, loyalty point redemptions, and financial penalties. Teams will learn how to edit payment types, process refunds, apply discounts, and ensure accurate billing. These articles help reduce billing errors, streamline financial processes, and improve the overall payment experience for both staff and guests.
Manage invoices: View, edit, and process guest invoices with ease.
Manage gift cards: Sell, redeem, and track gift card balances across visits.
Manage prepaid cards: Handle sale, redemption, and balance tracking of prepaid cards.
Manage loyalty points: Track guest loyalty points and configure redemption rules.
Pricing and penalty: Set up pricing rules, late cancellation fees, and no-show penalties.
Appointment Notifications and Alerts
Automated notifications and alerts keep both staff and guests informed in real time. This section includes guidance on setting up appointment confirmations, reminder notifications, and internal alerts for staff actions. These tools help minimize no-shows, prompt staff for follow-ups, and improve communication between the business and its guests. By leveraging this automation, businesses can create more reliable and efficient appointment flows.
Notifications and alerts: Configure appointment confirmations, reminders, and alerts for staff and guests.
Appointment Book Navigation and Tools
Navigating the Appointment Book efficiently is essential for managing high volumes of appointments. This group of articles introduces tools like calendar navigation, filters, views, and hardware integrations like pole displays. These features help staff move between days, manage high-demand periods, and quickly locate relevant appointment data—enhancing productivity and schedule visibility.
Navigate between dates on Appointment Book in the Redesigned Appointment Book: Move across different dates to view and manage future or past appointments.
Use filters and views in appointment block in the redesigned Appointment Book: Use filters and views in appointment block: Apply filters and views to quickly locate and group appointments.
Set up a pole display: Configure a pole display for real-time updates on guest status in your center.
FAQs and Troubleshooting
This section provides answers to frequently asked questions and common troubleshooting scenarios. It’s designed to support users in resolving issues independently, reducing dependency on support teams. Whether it’s a question about a booking error, a UI issue, or best practices for appointment management, this section serves as a quick reference hub for frontline users.
FAQ and Troubleshooting: Get quick answers to common questions and fix issues independently.