The following table describes all the permissions available to manage administration in Zenoti. You can configure these permissions for any role in your organization.

Navigation

  1. At the organization level, click the Admin icon.

  2. Navigate to Organization > Security Roles.

  3. Select the desired employee role.

  4. Go to the Permissions tab.

  5. Expand Administrator.

Permission Name

Description

Agents/Custom Payments

In Zenoti, the term Agents refers to Custom payments.

You can create a Custom Payment method and use it to collect payments in a form other than cash, credit card, or checks. For example, you can use the Custom Payment method to keep track of payments made using a third-party provider such as Groupon.
Read: Create a Custom Payment

You can control the following permissions for Agents:

  • Add: A user with this permission can add a new custom payment type or agent.

  • Edit: A user with this permission can edit the details of an existing custom payment or agent.

  • Delete: A user with this permission can remove a custom payment or agent.

API

Manage access to the API Package that includes Zenoti APIs, API Keys, Webhooks, and Zapier integration.

  • Manage API Keys: A user with this permission can manage API Keys (Generate and Delete). API Keys provide access to multiple API functionalities in Zenoti.

  • Manage Apps: A user with this permission can access the Manage Applications page. The Manage Applications page allows you to create either a Guest or an Employee app with a unique API Key. These apps track various events in Zenoti such as Payments, Opportunities, and Appointments.

  • Manage Automation: A user with this permission can create automation using either Zenoti Webhooks or Zapier.

AppointmentCategory

Zenoti allows you to classify appointments into various categories such as VIP or Premium Members for easy identification and distinction.

You can control the following permissions for Appointment Categories:

  • Add: A user with this permission can add a new appointment category.

  • Edit: A user with this permission can modify the details of an existing appointment category.

Banks

You can add bank names at the organization level to capture the bank details when processing offline credit card transactions in the Point of Sale (POS) window.
Note: Capturing the bank name is essential as banks charge different transaction fees. You can control the following permissions for Banks:

  • Add: A user with this permission can set up new bank details.

  • Edit: A user with this permission can modify the name and description of an existing bank.

  • Delete: A user with this permission can delete the information of a bank.

Booking Rules

Customize the order in which services must be performed; you can do this from the organization level.

  • View: A user with this permission can view the booking rules.

  • Edit: A user with this permission can edit the existing booking rules.

BusinessUnits

A business unit can be used to group together specific services, products, packages, memberships, and revenue targets. This is helpful in tracking the business performance for each group.
Example: A spa can create separate business units for skin care and body care, and track performance for each business unit.You can control the following permissions for Business Units:

  • Add: A user with this permission can add a new business unit

  • Edit: A user with this permission can modify a business unit

  • Delete: A user with this permission can delete a business unit

Cash Management

Cash is required to make payments in cash transactions or make cash payouts to the providers.

  • Add cash: A user with this permission can add cash to the register.

  • Payout cash: A user with this permission can add cash that is used as a payout to the providers.

  • Transfer cash: A user with this permission can transfer the existing cash from one register to another.

CashRegisters

Cash registers help you to track collections made at your center.

You can control the following permissions for Cash Registers:

  • Add: A user with this permission can add cash registers to the center. Read: Add Cash Registers

  • Edit: A user with this permission can edit existing cash register information

  • Delete: A user with this permission can delete an existing cash register

  • Allow close all registers: If you maintain multiple cash registers, this permission allows you to close all the cash registers at the end of each day after reconciling the receipts

Centers

A user with this permission can change the center hours. This setting is disabled for employees with permission to add or manage centers by default.

Change Setting Logging

A user with this permission can view a log of the settings changed.

Currencies

A user with this permission can collect payments in multiple currencies.

You can control the following permissions for Currencies:

  • Add: A user with this permission can set up a new currency in Zenoti, so that it appears as an option in the POS window

  • Edit: A user with this permission can edit existing currency information such as the price rate

Custom Reports

Customized reports can be managed as needed for your business.
Note: Access to custom reports is an add-on feature. Zenoti will enable these reports on request. Once enabled, the staff with “Manager” and “Owner” roles will have access to them. If you maintain such custom reports, you can control the following permissions:

  • Add: A user with this permission can add a new custom report

  • Edit: A user with this permission can modify an existing custom report

  • Delete: A user with this permission can delete a custom report

  • View: A user with this permission can only view custom reports and restricts adding, editing, and deleting a custom report

Custom_Domain

Custom domain makes it easier for your guests and other people to find your business online.

  • Add: A user with this permission can add a custom domain to your existing Zenoti domain. For example, if your existing Zenoti online booking URL is bliss-spa.zenoti.com/webstoreNew, you can customize the domain to booking.bliss-spa.com.

  • Edit: A user with this permission can upload new SSL certificates to the custom domain that was earlier added.

  • Delete: A user with this permission can delete the custom domain.

Custom FIelds

Custom fields allow you to capture additional data for a guest, service, or opportunity. You can display them in the Appointment Book or Guest Profile and front desk staff or guests can fill them out for an appointment.

You can control the following permissions for Custom Fields:

  • Add: A user with this permission can add a new custom field

  • Edit: A user with this permission can modify the details and display of an existing custom field

  • Delete: A user with this permission can delete a custom field

Daily Reports

Consists of a range of useful reports that your center may use on a day-to-day basis, such as Center Collections, Revenue, Sales, Financial Summary, and Employee Utilization reports. You can view a report for any given day.

You can only give permission to view these reports from the Reports tab (Reports > Daily Reports).
If the permission to view is disabled, then the Daily Reports link does not display for the employee.

DiscountOverride

Discounts are added to an invoice in the POS window.
Anyone with ‘Override’ permissions can manually edit a discount that is applied to an invoice. When editing the discount, the staff member with permission must enter their credentials.
Note: If manager authorization is required to edit the discount, then even if the “Override” permission is enabled, an employee with any other role will not be able to edit the discount field without entering the manager’s credentials.

Equipment

In Zenoti, equipment refers to the instruments required to perform services at your center. For example, equipment could be a laser hair removal machine. You can add equipment and assign them to services and rooms.
Read: Assigning Equipment to Services and Assigning Equipment to Rooms
You can control the following permissions for Equipment:

  • Add: A user with this permission can add new equipment and assigning it to rooms and services

  • Edit: A user with this permission can modify existing equipment details, including editing or removing associated rooms and services

  • Delete: A user with this permission can remove the equipment entirely from the center

Export_Admin

Export_Admin allows you to export data from Zenoti.

  • Export: A user with this permission can export data from Zenoti

Fee Objects

Refers to any custom fee that an organization wants to levy on guests at the time of payment such as an environmental service fee.

Note: Currently, enabling the Add, Edit, or Delete permissions will not result in any actual changes. You must contact Zenoti Support to add, edit, or delete a custom fee object. The ability to do this automatically from here will be added in a future release.

You can, however, control the Waive fee object permission. This allows your staff to remove the custom fee from the invoice in the POS window.

GiftCardType

This is only applicable to gift card sales on Webstore.
If you have created gift cards for occasions such as anniversary cards or birthday gift cards, then you can add, edit, or delete such gift card types.

ImportExport

Consists of a range of settings for importing and exporting various data types in Zenoti.

Infrastructure

You can control the following permissions for Infrastructure:

  • Authenticate: A user with this permission can authenticate a machine with credentials.
    This means that someone with this permission can authenticate a machine, which enables Zenoti to be used on it.

IssueCategories


You can classify issues into categories, such as those related to facilities or service feedback.

You can control the following permissions for Issue Categories:

  • Add: A user with this permission can create a new issue category. Read: Create an Issue

  • Edit: A user with this permission can modify an existing issue category. Read: Modify an Issue

KPI Configuration

Zenoti allows you to create custom Key Performance Indicator (KPIs) metrics to measure the organization’s performance and success.
Note: Zenoti will complete any KPI configuration required for your organization. Contact Zenoti Support to enable the settings for KPI reports.You can control the following permissions for KPI Configuration:

  • Add: A user with this permission can create a new KPI metric

  • Edit: A user with this permission can edit an existing KPI metric

  • Delete: A user with this permission can delete a KPI metric

KPI Reports

You can design your own KPI report from the available KPI metrics.

Note: Contact Zenoti Support to enable the settings for KPI reports.

You can control the following permissions for KPI reports:

  • Add: A user with this permission can create a new KPI report

  • Edit: A user with this permission can edit the configuration of an existing KPI report

  • Delete: A user with this permission can delete a KPI report

  • View: A user with this permission can only view a KPI report and restricts any other action

MembershipCategory

Group memberships into categories based on the term of the membership (such as monthly, annually, and recurring) or by the services included (such as hair, body, and face).

These categories display in reports where you can filter information based on membership categories. For example, when reviewing membership sales, you can filter to see only massage membership sales.

You can control the following permissions for Membership Categories:

  • Add: A user with this permission can create a new membership category

  • Edit: A user with this permission can modify an existing membership category

  • Delete: A user with this permission can delete a membership category

OpportunityProperties

Customize the properties of Opportunities.

  • Add: A user with this permission can add opportunity categories, call dispositions, stages of the sale, and sources of a sale.

  • Edit: A user with this permission can edit the existing properties of Opportunities such as editing call dispositions and opportunity categories.

  • Delete: A user with this permission can delete opportunity categories, call dispositions, and other opportunity properties.

PackageCategories

Package Categories help categorize your packages under logical sets such as day, series, promo, or custom packages.

You can control the following permissions for Package Categories:

  • Add: A user with this permission can create a new package category. Read: Create a Package Category

  • Edit: A user with this permission can modify an existing package category

  • Delete: A user with this permission can delete a package category

Packages

A package is a group of services that are often offered at a discounted price. You can design four types of packages: day, series, promotional, and custom packages.
Read: Set Up Packages
You can control the following permissions for Packages:

  • Add: A user with this permission can create and define a new package

  • Edit: A user with this permission can modify an existing package

  • Delete: A user with this permission can delete a package

  • Extend: A user with this permission can modify the start date or expiration date for a package from the guest’s profile

  • Refund: A user with this permission can refund a package purchased

  • Freeze: A user with this permission can freeze the package temporarily till the guest can begin to avail of the benefits of the package once again

  • Unfreeze: A user with this permission can unfreeze a package that is temporarily frozen from the guest’s profile

  • Export_PackageCenters: A user with this permission can export the list of packages available at the center to other formats (CSV, PDF, or Excel)

  • Edit Payment Schedule POS: A user with this permission can edit the payment schedules for packages from the Point of Sale (POS).

  • Transfer Credits: A user with this permission can users transfer service credits from the original guest to a new guest. Learn more

  • Extend Grace Period: A user with this permission can extend the grace period of packages. Learn more

  • Excess Refund: A user with this permission can process a refund on packages that exceed the package balance.

Payments

These settings allow you to configure or add a payment processor such as Zenoti Payments or Stripe.

  • Configure Payment Settings: A user with this permission can configure a payment processor for your business or a center.

  • Reconcile Payments: A user with this permission can enable the reconciliation of payments and collections; it allows you to view the Zenoti Payments Reconciliation Report.

  • Manage Payment Settings: A user with this permission can manage payment settings such as Transaction Types, Payment Options, and Terminals.

  • Manage Business Payments: A user with this permission can access and manage Zenoti Business Payments.

  • Manage Tips Payout: A user with this permission can manage the tips payout feature of Zenoti Payments.

PettyCash

Petty cash refers to small amounts of cash kept aside for operational expenses or logistics.

Petty cash is usually utilized to pay for small purchases which require cash, such as food for office lunch, coffee supplies, or for parking. Every purchase made using petty cash is recorded. Read: What is Petty Cash?

You can control the following permissions for Petty Cash:

  • View: A user with this permission can view the Daily Petty Cash details and prevents any other action.

  • Delete: A user with this permission can delete a petty cash entry.
    Note: You cannot, however, delete a business cash entry once you submit your closure after the entry.

MyAccount

Your billing information and access to your payment history and invoices with Zenoti.

You can control the following permissions for My Account:

  • View: A user with this permission can only view the account information

  • Edit: A user with this permission can modify account information

PMS-Floors

Manage Property Management System (PMS) integration and its settings at the center level with the PMS permissions. Zenoti supports Opera PMS integration.

  • Add: A user with this permission can add floors to the PMS integration.

  • Edit: A user with this permission can edit the existing floors in the PMS.

  • Delete: A user with this permission can delete floors in the PMS.

PMS-Housekeeping

  • Add: A user with this permission can add housekeeping charges to the invoice.

  • Edit: A user with this permission can edit the housekeeping charges to the invoice.

PMS-OccupancyLevels

  • Add: A user with this permission can add occupancy levels in the PMS.

  • Edit: A user with this permission can edit the occupancy levels in the PMS.

  • Delete: A user with this permission can delete the occupancy levels in the PMS.

PMS-POS

  • Add: A user with this permission can add invoices in the Point of Sale of the PMS.

  • Edit: A user with this permission can edit the invoices in the PMS POS.

PMS-RestaurantTables

  • Add: A user with this permission can add tables to the PMS so that charges can be added to the invoice.

  • Edit: A user with this permission can edit the number of restaurant tables in the PMS.

  • Delete: A user with this permission can delete the number of restaurant tables in the PMS.

PMS-RoomBooking

  • Add: A user with this permission can create bookings for rooms in the PMS.

  • Edit: A user with this permission can edit the bookings for rooms in the PMS.

PMS-Rooms

  • Add: A user with this permission can add rooms to the invoice.

  • Edit: A user with this permission can edit the rooms that you add to the invoice.

  • Delete: A user with this permission can delete the rooms in the invoice.

PMS-RoomTypes

  • Add: A user with this permission can add room types to the PMS.

  • Edit: A user with this permission can edit room types in the PMS.

  • Delete: A user with this permission can delete the room types.

PMS-Seasons

  • Add: A user with this permission can add seasons to the PMS integrations.

  • Edit: A user with this permission can edit the seasons in the PMS integrations.

  • Delete: A user with this permission can delete the seasons from the PMS integration.

PrescriptionItems

Prescribed item names required for treatment.

You can control the following permissions for Prescription Items:

  • Add: A user with this permission can create a new prescription item

  • Edit: A user with this permission can edit an existing prescription item

  • Delete: A user with this permission can delete a prescription item

PrescriptionSets

Prescription sets are a combination of prescriptions, dosage, and instructions.

You can control the following permissions for Prescription Sets:

  • Add: A user with this permission can create a new prescription set and adding prescription items

  • Edit: A user with this permission can edit an existing prescription set and its prescription items

  • Delete: A user with this permission can delete a prescription set

Products


A ‘product’ in Zenoti is categorized into Retail and Consumable. Retail products are sold to guests and Consumable products are used by your staff to deliver services.

You can control the following permissions for Products:

  • Add: A user with this permission can add a product to Zenoti

  • Edit: A user with this permission can edit an existing product

  • Delete: A user with this permission can remove a product
    Note: You cannot delete a product that is associated with another object in Zenoti such as associated with a service or vendor.

Reasons

Zenoti allows you to set up a list of specific reasons that your employees can select from when they cancel membership, cancel an appointment, or when marking an appointment as “turn away”.

You can control the following permissions for Reasons:

  • Add: A user with this permission can add a new reason to the list of reasons.

  • Edit: A user with this permission can edit an existing reason.

Referrals

Referral sources are created and used to track what is bringing new guests to your center. These referral sources are selected at the time of booking appointments from the Appointment Book.

You can control the following permissions for Referrals:

  • Add: A user with this permission can add a new referral source

  • Edit: A user with this permission can modify an existing referral source

  • Delete: A user with this permission can delete a referral source

Refund

You can control the following permissions for processing Refunds:

  • Cash: A user with this permission can refund payment in cash.

  • Card: A user with this permission can refund any online credit card charge either partially or fully to a credit card
    Read: Refunding an online credit card charge

  • Check: A user with this permission can refund a payment using the check option.

  • Custom: A user with this permission can refund the amount using a custom payment option.

  • Prepaid Card: A user with this permission can refund payment by issuing a prepaid card for the amount.

  • Gift Card: A user with this permission can refund an amount by issuing a gift card. Read: Refund a Gift Card Payment

  • Tips: A user with this permission can refund the tip amount collected on an invoice. Read: Refund Tips and Support Staff Gratuity

  • Support Staff Gratuity: A user with this permission can refund the Support Staff Gratuity amount collected on an invoice. Read: Refund Tips and Support Staff Gratuity

ViewAdminReports

You can enable or disable permissions to view any or all of the following Admin reports:

Sales, Collections, Revenue, Accounting, CSI Export, Xero, Alerts, Prescription, Appointments, Utilization, Notifications, Membership Status, Suspended Memberships, Classes, Import Export, and Tally Exports.

Resources

Resources are referred to as Rooms in Zenoti.

You can create Rooms and associate these Rooms to various Room Categories. Read: Creating Rooms

You can control the following permissions for Resources (Rooms):

  • Add: A user with this permission can create a new room and assign categories to the room

  • Edit: A user with this permission can edit an existing room information

  • Delete: A user with this permission can delete a room

RoomCategories

You may deliver a range of Services at your Center such as hair treatments, full body massages and scrubs, facials, manicure, and pedicure.
Zenoti allows you to classify the Rooms in your Center into different Categories, so you can allocate them to the appropriate Services and treatments.
Read: Managing Room Categories and Rooms
You can control the following permissions for Room Categories:

  • Add: A user with this permission can create a new room category

  • Edit: A user with this permission can edit an existing room category

  • Delete: A user with this permission can delete a room category.

RoyaltyCategory

A user with this permission can add or edit Royalty categories in Zenoti. Navigate to Admin > Categories > Royalty, to add categories to the Royalty feature. These categories allow you to collect a royalty on items such as Services, Products, Memberships, and others.

ServiceEntities

Allows you to create services with custom attributes.

  • Add: A user with this permission can add service entities.

  • Edit: A user with this permission can edit the service entities.

  • Delete: A user with this permission can delete the service entities

Services

Add all the services that your center offers in Zenoti, so the front office staff can book appointments for them.
Read: How to create a service
You can control the following permissions for Services:

  • Add: A user with this permission can create a new service

  • Edit: A user with this permission can modify the details of an existing service

  • Delete: A user with this permission can delete a service so that it does not appear when booking an appointment
    Note: You cannot delete a service that is associated with another object in Zenoti such as associated to products or rooms.

Support Staff Gratuity


Support staff gratuity is also known as Service Charge or Tip. This is the amount you collect from guests for your service providers.

You can control the following permission for Support Staff Gratuity:
Override: Authorized staff can waive the support staff gratuity amount or adjust it in the POS window

Tags

Tags are used to group guests, services, products, employees, packages, or memberships based on criteria. For example, you could create a tag called “Elite”, and then, in the guests’ profile, assign this tag to specific guests. You then use this tag to pull up all guests associated with the tag when creating a target segment.

You can control the following permissions for Tags:

  • Add: A user with this permission can add a new tag group.

  • Edit: A user with this permission can edit the details of an existing tag group.

  • Delete: A user with this permission can delete a tag group.
    Note: You will not be able to delete a tag if the tag is associated with any other item such as a product or employee.

Tasks

Employees perform a variety of tasks in addition to their main job. These tasks are called work tasks.

  • Add: A user with this permission can assign work tasks to the employees.

  • Edit: A user with this permission can edit the assigned work tasks.

  • Delete: A user with this permission can delete tasks in Zenoti

Tax Group

Tax groups are used in the POS window to calculate tax amounts. A tax group can consist of one or more tax components.

You can control the following permissions for Tax Group:

  • Add: A user with this permission can create and define a new tax group

  • Edit: A user with this permission can edit an existing tax group

  • Delete: A user with this permission can delete a tag group
    Note: You will not be able to delete a tax group if the tax group is associated with any other item such as to another product or service.

Terminal

A terminal name is a machine used to charge the customer for the payment.
Terminal names are displayed in a drop-down box in the POS window when the credit/debit card option is chosen as a payment method. You can control the following permissions for Terminal:

  • Add: A user with this permission can add a new terminal name at your center

  • Edit: A user with this permission can modify an existing terminal information

  • Delete: A user with this permission can delete a terminal at your center

Translations

Manage translations to the UI text in Zenoti.

  • View: A user with this permission can view the translations to the UI text in Zenoti.

  • Edit: A user with this permission can edit the translations to the UI text in Zenoti.

Zenoti BI Data

Zenoti provides APIs that organizations can use to extract data and load the data into their own data warehouses. This data can later be used to create in-house dashboards.
To be able to do so, the Extract permission must be enabled.

Zenoti Billing

Manage subscription to Zenoti.

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