Set up your business details
Set up essential business details
Required roles: Any role with access to the Administrator mode
Required permissions: None
Set up business details for the organization
At the organization level, click the Configurations icon.
Search for and configure the following settings from the Business details section.
Contact details: Configure details such as account name, brand name, email address, and postal address.
Locale: Configure details such as culture, default language, and currency. Note that prices appear in the selected currency.
Credit balance: Shows details of credit balance for text messages, WhatsApp messages, email, voice, and Always on campaigns.
Click Save.
Set up business details for a center
At the center level, click the Configurations icon.
Search for and configure the following settings from the Business details section.
Display name and center code: The display name is the name of your center or location for mobile apps.
Credit balance: Shows details of credit balance for text messages, WhatsApp messages, email, voice, and Always on campaigns.
Storage details: Shows details of the storage space you have used (in KB).
Contact details: Includes details such as your zone, company name, email address, postal address, phone numbers, and address in your local language.
Locale: Includes details such as timezone, culture, language, currency, and culture for receipts.
Business hours: Your center's business hours, office hours, working hours, center operating hours, or center hours determine the booking slots that are available for guests and slots that are available for online booking. Learn more: Update center timings and holidays
Click Save.
Impacts and considerations
Configure the contact details of your business to ensure smooth communications with guests. This in turn contributes to operational efficiency. The credit balance section provides transparency about the usage and availability of credits you use while communicating with guests.
Configure the locale-related settings to ensure a personalized customer experience; this leads to better customer satisfaction and engagement.
Configure business hours and holidays accurately to control the booking slots available for guests.
Send transactional notifications in preferred languages
Important
Zenoti does not translate the content, businesses must get content and images translated from a third-party tool and copy-paste the translated content and image in the Zenoti template.
Ensure you are at the organizational level.
Click the Configuration icon.
Search for and select Essentials from the Business details section.
Click Locale.
Click the Manage Languages link.
Select the languages for Web, Webstore, and CMA.
Click Save.
Open a transactional template for editing.
In the Select Content Language section, select the languages in which you want to send notifications.
Notes:
You will see only the languages that your business has selected in the General section.
The green checkmark on a language indicates that the template has some content added to it.
Select the Use this language template to enable a template.
Set up transactional notifications in preferred languages
You can set the preferred language for transactional notifications at the organization level for email/texts, loyalty points statements, and reminders for abandoned carts.
At the organization level, click the Configuration icon.
Search for and configure Templates for email and text from the Notifications section.
Click Edit for the appropriate notification template, for example, Appointment Cancellation.
Click the language name and select the Use this language template checkbox. For example, click French and then click Use this language template checkbox.
Click Save.
At the organization level, click the Configuration icon.
Search for Loyalty settings in the Loyalty program section.
Switch on the Loyalty Points Statement toggle. You will see the Edit loyalty points statement template link.
Click the Edit loyalty points statement template link.
Click the language name and select the Use this language template checkbox. For example, click French and then click Use this language template checkbox.
Click Save.
At the organization level, click the Configuration icon.
Search for Abandoned cart checkout reminder in the Marketing settings section.
Enable Abandoned cart checkout reminder.
Click Edit template for Services.
Click the language name and select the Use this language template checkbox. For example, click French and then click Use this language template checkbox.
Click Edit template for Gift cards.
Click the language name and select the Use this language template checkbox. For example, click French and then click Use this language template checkbox.
Click Save.
Transactional notifications in preferred languages: Impacts and considerations
Language preference for transactional notifications can be set at three different levels:
User level (in the guest profile)
Center level
Organization level
 |
When Zenoti triggers a transactional notification, the order in which the language preference is selected is as follows:
User level > Center level > Organization level
User level (Guest profile)
Zenoti sends transactional notifications in the languages set in the guest profile. If there are no active templates in these languages, then Zenoti checks for templates in the languages set at the center level.
Center level
Zenoti sends transactional notifications in the languages set at the center level. If there are no active templates in these languages, then Zenoti checks for templates in languages set at the organization level.
Organization level
Lastly, if there's no template active in user-preferred or center-preferred languages, then Zenoti sends transactional notifications in the language set at the organization level.
Important
If there's no template defined, Zenoti will send the notification in English with the default content. However, for campaigns, if there's no content defined, the campaign will not be sent.
Example: Let's consider some common scenarios where different languages are enabled at the user level, center level, and organization level. Note that, if there is no notification template enabled for any language, Zenoti will send notifications in the default language, English.
User level (Guest profile) | Center Level | Organization Level | Template defined for | Notification is sent in |
|---|---|---|---|---|
French-Canadian | French-Canadian | French-Canadian | Spanish - Latin American, French-Canadian | French-Canadian |
French-Canadian | French-Canadian | Spanish - Latin American | French-Canadian | French-Canadian |
French-Canadian | Spanish - Latin American | French-Canadian | Spanish - Latin American | Spanish - Latin American |
Spanish - Latin American | French-Canadian | French-Canadian | English, Spanish - Latin American | Spanish - Latin American |
Not set | French-Canadian, Spanish - Latin American | French-Canadian | Spanish - Latin American | Spanish - Latin American |
Not set | Not set | French-Canadian | Spanish - Latin American | English |
Not set | Not set | Not set | No language template defined | English |
Enable preferred pronouns for guests and providers
Businesses can let guests and providers choose the pronouns they prefer to be called by. They can create a list of predefined pronouns that guests and employees can use on their profiles. In addition to these pronouns, guests and employees can also enter their custom pronouns.
To configure pronouns for their guests and employees businesses can follow these steps:
At the organization level, click the Configuration icon.
Search for and select the Enable Preferred Pronouns setting from the Business details section.
Enable the setting.
To add a pronoun of your choice, click Add another preferred pronoun and enter the pronouns.
You can add up to 20 different pronouns for your guests and employees.
Each pronoun can have up to 30 characters.
To allow a guest to enter their custom pronouns, enable the Allow guests to create custom pronouns setting.
On CMA and webstore, guests can enter their custom pronouns on various screens such as guest profile, sign-up page, guest forms, family booking, couple booking, and group booking.
To allow an employee to enter their custom pronouns, enable the Allow employees to create custom pronouns setting.
Employees can add their custom pronouns on the General tab of the employee profile.
Click Save.
The guest and provider's pronouns are displayed after their first name.
Upon enabling the preferred pronouns feature, it reflects across various touchpoints, including the booking panel, booking wizard, queue view, list view, calendar, appointment block, waitlist, ZMA, guest and employee profile, online bookings, appointment follow-ups, and POS.
Impacts and considerations
If the Enable Preferred Pronouns setting is turned on, guests will be able to enter custom pronouns for themselves on webstore and CMA.
If the setting is turned off, any previously configured pronouns will no longer be displayed next to the guest or provider's name. Instead, only the guest's name will be shown.
Enable features relevant to your business
Required role: Any role with access to the Administrator mode
Required permissions: None
Enable features for your organization
At the organization level, click the Configurations icon.
Search for and enable the following settings from the Business setup section.
Setting
Impacts and considerations
Enable alerts
Set up alerts to keep track of the actions of front-desk staff, employees, and guests when their actions reach a particular limit.
Enable sale of memberships on POS
Enable sale of packages on POS
Enable sale of gift cards on POS
Enable sale of prepaid cards on POS
Your business can sell these items from POS.
Enable donations
To fulfill your social responsibility objectives, you can collect donations from your guests to contribute to a charitable organization for social causes.
Businesses can collect donations from guests on Zenoti Web and Zenoti Mobile (supported on both Ayden and Stripe); guests can pay via the Mirror Mode.
Businesses cannot collect donations on Webstore and CMA; they also cannot refund donations.
Learn more: Configure donations
Enable prescriptions
Prescriptions are printable forms given to patients after an appointment and can be used for invasive or non-invasive medical procedures such as a hair transplant or laser therapy.
Learn more: Configure prescriptions
Enable pre and post care instruction
Services such as botox treatment or tattoo removal require guests to take certain measures before and after the procedure such as dietary changes or restrictions on the usage of cosmetics.
You can add such pre-care and post-care instructions as a macro to your email templates so that you can send such instructions in regular communication channels such as the Appointment confirmation and Appointment reminder notifications.
Learn more: Set-up pre and post care instructions
Enable dot phrases
Dot phrases or smart phrases are commonly used in healthcare documentation to quickly insert standardized and repetitive information into patient records, such as clinical notes, progress notes, or discharge summaries.
Dot phrases are shortcuts or predefined text snippets preceded by a period or a dot (.HPT expands to History of Present Illness).
Learn more: Fill-out forms using dot phrases
Enable location groups
Location groups are a collection of centers within a zone. These help businesses track data related to specific regions or demographics.
Learn more: Create location groups
Click Save.
Enable features for your center
At the center level, click the Configurations icon.
Search for and configure the following settings from the Business setup section.
Setting
Impacts and considerations
Enable alerts
Set up alerts to keep track of the actions of front-desk staff, employees, and guests when their actions reach a particular limit.
For example, use the alert, Too many invoices were deleted and set an alert to be sent (to business owners) if the number of invoices deleted in a day crosses five. This way, business owners can stay informed of operational issues and take timely action.
Learn more: Configure alerts
Enable geofence
Geofence refers to a virtual boundary that you can specify around your store (latitude and longitude), where you allow employees access to the full functionality of the Zenoti Mobile app.
Learn more: Configure geofence
Enable pole display
A customer pole display is a device on the POS that shows the customer the amount being charged; the front-desk staff sees a pole display icon on the invoice.
Learn more: Set up a pole display
Hotel
If your hotel or resort provides services, you can bill charges to a guest's room number.
Hotel room details apply to your business, only if you integrate Zenoti with a Property Management system such as Opera.
Click Save.
Set up financial details
Required roles: Any role with access to the Administrator mode
Required permissions: None
Set up financial details for the organization
At the organization level, click the Configurations icon.
Search for and configure the following settings from the Business details section.
Setting
Impacts and considerations
Limit editing of financial & inventory transactions to 90 days in the past
Restrict edits to your financial and inventory-related data for a fixed period of 90 days in the past from today’s date.
Lock financial data
To secure your financial data and ensure that no one makes any changes to it, you can opt to lock your financial data. This is especially useful when your organization is due for a financial audit. The lock period applies to all centers.
Add tax groups
A tax group is a set of tax components applied to various products or services. For instance, on the same invoice, businesses may apply a service tax and service charge on services and VAT on products purchased.
Click Save.
Set up financial details for a center
At the center level, click the Configurations icon.
Search for and configure the following settings from the Business details sections.
Setting
Impacts and considerations
Lock financial data
You can view the financial lock option at the center level only if the option is enabled at the organization level.
Operations start date, Start date, Go live date
Record milestones of your business start date with Zenoti to help trace back any financial or invoice details at a later date.
Center area
Enter your location's area in square feet. The area is used to track the average revenue the center generates for every square foot of sales space.
Incentive
Enter the center-based incentive if you wish to give all employees who join this center a top-up commission.
License edition
Shows the license edition of your business.
Business type
Shows your business type such as spa, salon, fitness, or hotel.
Service tax #, Luxury tax #, CST #, TIN #, TOT#, VAT#,
Enter all these details relevant to invoice generation and proper application of taxes.
Receipt prefix
Enter a prefix for your receipts.
Associate tax groups
Associate the relevant tax groups for your center.
Click Save.
Configure prefix for different transaction types
To support accurate tracking and reconciliation of transactions, you can configure distinct prefixes for various invoice types. This invoice sequencing system categorizes transactions into four types, payments, redemptions, payment + redemption, and voucher redemptions. Each prefix helps clearly identify the nature of the transaction at a glance and ensures that the invoice number reflects the appropriate sequence for reporting and compliance.
To configure prefix for different transaction types, follow these steps:
At the center level, click Configuration.
Navigate to Business details > Business setup > Financials.
Enter the desired prefix value for the relevant setting.
Prefix for receipt numbers: Set a prefix to customize your receipt numbers. This prefix will appear before each receipt number.
Prefix for payment receipts: Set a prefix to identify invoices that are paid via cash, card, cheque, or other standard payment methods.
Prefix for redeemed items: Set a prefix to identify invoices where made entirely through redemptions such as memberships, package, coupons, or loyalty points.
Prefix for mixed payment transactions: Set a prefix for when a sale includes both a payment and a redemption such as a partial membership and cash.
Prefix for voucher redemptions: Set a prefix for when payments are made entirely through gift or prepaid cards.
Click Save.
Set up other business details
Required roles: Any role with access to the Administrator mode
Required permissions: Specific to settings - Room categories and Royalty categories - see the table for details
Set up other business details for the organization
At the organization level, click the Configurations icon.
Search for and configure the following settings from the Business details section.
Setting
Impacts and considerations
Records per page
Set the number of records for various items (centers, employee records, guest records) you'd like to see per page on the user interface.
Improve experience of resource allocation in centers of large businesses
If your business has more than 500 centers or locations, we recommend you turn this setting on.
With this setting on, centers appear grouped by zone in all the master-prices pages.
If this setting is off, centers appear as a flat list.
Allow providers to sync their Zenoti calendar appointments with their personal calendars
Only changes from Zenoti calendar to personal calendars such as iCloud calendar, Google Calendar, and Outlook calendar are synced and not vice versa.
Enable cross-center redemption for (Memberships, Packages, Prepaid cards, and Gift cards)
Specify whether guests can redeem memberships, packages, prepaid cards, and gift cards across centers.
If taxation laws make it difficult to report cross-center redemptions or if the centers follow tiered pricing (not allowing benefits of a membership that was purchased at a lower price to be redeemed at a center that sells the same membership at a higher price), turn off cross center redemptions.
To turn off or disable cross-center redemptions, clear the checkboxes (Memberships, Packages, Prepaid cards, and Gift cards).
Room categories
Define separate room categories depending on the services and treatments you offer such as full-body massages, hair-specific treatments, facials, and massages for couples. You can create room categories only at the organization level; at the center level, you can associate your rooms with these room categories.
Required permissions: Administrator functions > Room categories (Add, Edit, Delete)
Royalty categories and Royalty settings
Define the licensing fee or royalty fee the franchisor (corporate entity) collects from the franchise on items such as services, products, memberships, packages, gift cards, and classes. If your business needs it, you can define additional royalty categories too.
Required permissions: Administrator functions > Royalty category (Add, Edit, Delete)
Optional fields
Insert any additional fields your business needs, using optional fields. Optional fields 1 to 10 correspond to Custom macro 1 to 10.
Click Save.
Set up other business details for the center
At the organization level, click the Configurations icon.
Search for and configure the following settings from the Business details section.
Setting
Impacts and considerations
Targets
Set targets for service and class revenue; Service, Class, Product, Membership, Package, Gift Card, and add-on sales; the number of new guests, existing guests, memberships sold, campaign redemptions, and service hours, and membership conversions.
The following are key metrics used to track and project sales performance for the current month, including monthly targets, sales to date, and projected outcomes based on current progress.
Month Target: The target for the month, as defined in the Targets tab.
ToDate Target: The target up to the current date. It is calculated by dividing the month target by 30 or 31, depending on the month, and multiplying by the number of days from the start of the month to the current date.
Sales ToDate: The total sales generated by the center from the start of the month to the current date, including all types of sales.
Monthly Projection: This is the projected sales for the month based on sales generated to date. It is calculated by dividing Sales ToDate by 30 or 31, depending on the month, and multiplying by the number of days from the start of the month to the current date.
Default owners
Specify the default sales, issue, and inventory owners for smooth communications.
Resorts and hotels may offer spa and salon services. Such properties can integrate with property management systems such as Opera to cater to both, stay-in and walk-in guests.
Import bulk data
Select the item to import such as employees, guests, services, products, memberships, resources, and more. You can also export items from this page.
Required permissions: Administrator functions > DataIO and Administrator functions > ImportExport
Room
Associate rooms to room categories and assign rooms to services. Room details appear when services are being booked (from appointment book, Webstore, and CMA).
Equipment
Assign equipment to services. Equipment details automatically appear when services are being booked (from appointment book, Webstore, and CMA).
Royalty category
Define the licensing fee or royalty fee the franchisor (corporate entity) collects from the franchise on items such as services, products, memberships, packages, gift cards, and classes. If your business needs it, you can define additional royalty categories too.
Required permissions: Administrator functions > Royalty category (Add, Edit, Delete).
Click Save.
Set up zones, centers, and business units
Required roles: Any role with access to the Administrator mode
Required permissions: None
Set up your zones, centers, and business units for the organization
At the organization level, click the Configurations icon.
Search for and configure the following settings from the Business details section.
Setting
Description
Zones
Set up zones for your business such as East zone and West zone.
Centers
Set up your centers or the names of locations for your business.
Business units
Group specific services, products, packages, or memberships and set revenue targets for the entire business unit. For example, skincare, hair care, and nails can be different business units.
Click Save.
Set up business units for your center
At the center level, click the Configurations icon.
Search for and select Business units setting from Business details section.
Set up revenue and sales targets, and view details of services, products, packages, and memberships that the business unit offers.
Click Save.
Impacts and considerations
For corporate businesses: Corporate businesses tend to use centers and zones based on geography. If a business has 20 centers in the same city, then they would be organized by center names and all centers belonging to the north of the city as North zone.
For franchise businesses: The franchise business model may have multiple brands and tend to organize centers and zones based on brand owners. If Anna owns 5 centers in a city and Brenda owns 3 centers in the same city, then the zones may be named after the owners, Anna and Brenda.
For all businesses: Organizing businesses into zones and centers translates to ease of running campaigns and discounts, tracking sales and other metrics, building a consistent or diverse brand image and communication as needed, and maintaining data security and compliance.
Configure real-time product recommendations in POS
Businesses can upsell to customers through real-time product recommendations during checkout based on the services added to the invoice. The POS displays a real time recommendations screen with multiple product options based on the services on the invoice.
Enable real-time recommendations for POS for the organization
Required roles: Any role with access to the Administrator mode.
Required permissions: None
At the organization level, click the Configurations icon.
Search for and select Show recommendations on POS.
Enable the setting.
Click Save.
Check current stock level of a product during sale for center
Required roles: Any role with access to the Administrator mode.
Required permissions: None
At the center level, click the Configurations icon.
Search for Check current stock level of a product during sale and enable one of the options:
Do not check current stock
If you enable this, the current stock value will not be taken into consideration while adding a product to the invoice.
Allow sale at any stock level
If you enable this, front-desk staff can add product to the invoice no matter the stock value.
Warn if there is no stock
If you enable this, the system will warn the front-desk staff when they try to add a product to the invoice with no stock. However, they will still be able to make the sale.
Block sale if there is no stock
If you enable this, the system will not allow the front-desk staff to add a product with no stock to the invoice.
Click Save.
Impacts and considerations
Set up Smartkart to configure product recommendations in POS. For more information, refer to set up Smartkart for your business. Product recommendations will only be shown in the pop-up if real-time recommendations setting is ON.
Customers already using Smartkart and wanting to enable real time recommendations can enable this setting and it will replace the current Smartkart icon with an automatic pop-up.
Real-time recommendations are designed specifically for products. You cannot configure memberships, packages, or services as recommendations using this feature.
In real-time recommendations, you can configure a maximum of 8 products.
You can use a barcode scanner along with real-time product recommendations in POS. Ensure that the real-time recommendation setting is active.
You can add multiple products from the real-time recommendations pop-up to the invoice, streamlining the billing process.
When offering membership discounts, the real-time recommendation pop-up will initially show the regular non-member rate. The discounted price that the member is eligible for will be applied after the product is added to the invoice from the pop-up.
Configure optional fields
Required roles: Any role with access to the Administrator mode
Required permissions: Administrator > Edit Optional Field 1
Optional fields are input for custom macros used in various email and text notifications in Zenoti. Enterprises can define these fields at the organization or center level to add links and special characters to their notifications.
At the organization level, click the Configurations icon.
Search for and select Optional fields settings from the Business details section.
Provide data for any additional fields your business needs, using optional fields. Optional fields 1 to 10 correspond to Custom macro 1 to 10.
Click Save.
Override optional fields for your center
Center managers or roles with the required permissions can also define Optional fields at the center level. For predefined optional fields at the organization level, you can override the optional field data for your center.
At the center level, click the Configurations icon.
Search for and select Optional fields settings from the Business details section.
To add optional field data specific for for center, select the Override for this center option and enter the required text.
Click Save.
`Impacts and considerations
Optional fields defined at the organization level can be overridden or modified at the center level. Note that these changes will only apply to the current center and not to all centers.
If the optional fields are blank, custom macros do not show up in the macros list in the email and text notification templates.
However, if you have added text in the optional fields, used the macros in the notification template, and later deleted the content, the notification template shows the [CustomMacro] string in the emails sent to the guests.
Ensure that you delete the macro from the notification template body text if you have deleted the content from the optional fields.