Understand security permissions
Configure security role permissions for guest manager functions
The following table describes all the permissions available to manage guest information. You can configure these permissions for any role in your organization.
Permissions and descriptions
Name | Description |
Deidentify | Delete and purge: Allows permanent deletion of guest data including guest profile and contact information from the system. |
Feedback management | Respond to guest feedback: Allows responding to guests either through email or SMS and address user feedback. |
GuestCustomData | A Guest Custom Data form helps capture essential guest details beyond the regular details provided at the time of creating a new guest profile. Typically, these forms are created to record a guest’s medical condition or to create a regular guest sign-up form. You can control the following permissions for accessing the Guest Custom Data form: NoteThese permissions also control access to the Package and Membership sign-up forms.
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Guests |
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Configure security role permissions for loyalty manager
You can configure permissions available to manage loyalty points information.
At the organization level, click the Configuration icon.
Search for and select Security Roles from the Security section.
Select the security role for which you want to configure the permissions.
Click the Permissions tab.
Expand Loyalty Manager.
Select the permissions as required.
Click Save.
Permissions and descriptions
Name | Description |
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Coupon | CouponExt: Extend coupon expiration dates. |
Export_Loyalty | Export: Export loyalty data for analysis. |
Gift cards |
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Issues |
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LPPrograms |
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LPTiers |
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Relationship Type |
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View Loyalty Reports |
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Configure security role permissions for administrator functions
The following table describes all the administrative settings and permissions you can configure for any role in your organization.
Permissions and descriptions
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. You can control the following permissions for Agents:
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API | Manage access to the API Package that includes Zenoti APIs, API Keys, Webhooks, and Zapier integration.
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Appointment Category | 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:
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Banks | NoteYou 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. Capturing the bank name is essential as banks charge different transaction fees. You can control the following permissions for Banks:
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Booking Rules | Customize the order in which services must be performed; you can do this from the organization level.
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Business Units | A business unit can group specific services, products, packages, memberships, and revenue targets. This helps track 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:
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Cash Management | Cash is required to make payments in cash transactions or make cash payouts to the providers.
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Cash Registers | Cash registers help you to track collections made at your center. You can control the following permissions for Cash Registers:
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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 | This permission applies if you have enabled collecting payments in multiple currencies. You can control the following permissions for Currencies:
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CustomReports | NoteCustomized reports can be managed as needed for your business. 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:
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Custom_Domain | Custom domain makes it easier for your guests and other people to find your business online.
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CustomFields | Custom fields allow you to capture additional data for a guest, service, or an 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:
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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 the permission must enter their credentials. 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. You can control the following permissions for Equipment:
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Export_Admin | Export_Admin allows you to export data from Zenoti.
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Fee Objects | NoteRefers to any custom fee that an organization wants to levy on guests at the time of payment such as an environmental service fee. Permissions: Add, Edit, or Delete Waive : This permission 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:
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Issue Categories | You can classify issues into categories, such as those related to facilities or service feedback. You can control the following permissions for Issue Categories:
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KPI Configuration | NoteZenoti allows you to create custom Key Performance Indicator (KPIs) metrics to measure the organization's performance and success. You can control the following permissions for KPI Configuration:
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KPI Reports | NoteYou can design your own KPI report from the available KPI metrics. You can control the following permissions for KPI reports:
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Membership Category | 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:
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OpportunityProperties | Customize the properties of Opportunities.
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Package Categories | 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:
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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. You can control the following permissions for Packages:
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Payments | These settings allow you to configure or add a payment processor such as Zenoti Payments or Stripe.
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Petty Cash | 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 that require cash, such as food for office lunch, coffee supplies, or for parking. Every purchase made using petty cash is recorded. You can control the following permissions for Petty Cash:
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My Account | Your billing information and access to your payment history and invoices with Zenoti. You can control the following permissions for My Account:
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PMS-Floors | Manage Property Management System (PMS) integration and its settings at the center level with the PMS permissions. Zenoti supports Opera PMS integration.
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PMS-Housekeeping |
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PMS-OccupancyLevels |
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PMS-POS |
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PMS-RestaurantTables |
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PMS-RoomBooking |
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PMS-Rooms |
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PMS-RoomTypes |
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PMS-Seasons |
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Prescription Items | Prescribed item names required for a treatment. You can control the following permissions for Prescription Items:
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Prescription Sets | Prescription sets are a combination of prescriptions, dosage, and instructions. You can control the following permissions for Prescription Sets:
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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:
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Reasons | Zenoti allows you to set up a list of specific reasons that your employees can select from when they cancel a membership, cancel an appointment, or when marking an appointment as “turnaway”. You can control the following permissions for Reasons:
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Referrals | Referral sources are created and used to track what is bringing new guests to your center. These referral sources are selected when booking appointments from the Appointment Book. You can control the following permissions for Referrals:
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Refund | You can control the following permissions for processing Refunds:
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Transactional refund | Edit: Enable this setting to define who can process or edit transactional refunds for credit card payments, including scheduled payments. This ensures that only authorized users can handle refunds for invoices. If your business went live after or on Zenoti on 24 Sept 2024, this permission will be disabled by default. If your business was using Zenoti before 24 Sept 2024, this permission will be enabled if the role includes permissions for the context menu or appointment editing and adding. This does not apply to ZMA. |
View Admin Reports | 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 (also called as Rooms) | Resources are referred to as Rooms in Zenoti. You can create Rooms and associate these Rooms to various Room Categories. You can control the following permissions for Resources (Rooms):
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Room Categories | 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. You can control the following permissions for Room Categories:
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RoyaltyCategory | A user with this permission can add or edit Royalty categories in Zenoti. Navigate to Organization level > Configuration> Business details> Royalty categories & Royalty settings , 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.
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Services | Add all the services that your center offers in Zenoti, so the front office staff can book appointments for them. You can control the following permissions for Services:
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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:
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Tasks | Employees perform a variety of tasks in addition to their main job. These tasks are called work tasks.
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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:
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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:
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Transactional refund | Edit: Enable this setting to control who can process or edit transactional refunds for credit card payments, including for scheduled payments. This ensures that only authorized users can handle refunds for invoices. This also controls the ability to void such CC payments. If your business went live after or on Zenoti on 24 Sept 2024, this permission will be disabled by default. If your business was using Zenoti before 24 Sept 2024, this permission will be enabled if the role includes permissions for the context menu or appointment editing and adding. This does not apply to ZMA. |
Translations | Manage translations to the UI text in Zenoti.
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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. |
Configure security role permissions for marketing manager
The Marketing Manager role includes a range of permissions that control access to campaigns, memberships, discounts, reports, guest targeting, and more. You can customize these permissions to align with the responsibilities of different roles across your business.
At the organization level, click the Configuration icon.
Search for and select Security Roles from the Security section.
Select the security role for which you want to configure the permissions.
Click the Permissions tab.
Expand Marketing Manager.
Select the permissions as required.
The section below lists all the available role permissions associated with the marketing functionality.
Click Save.
Permissions and descriptions
Utilize Zenoti’s permissions for campaigns to control what employees can or cannot do while setting up campaigns. For instance, you can allow one set of employees only to create and edit campaigns, while you can allow another set of employees to edit, schedule, and send campaigns.
Add: Select this checkbox to permit a person to be able to add or create campaigns. Using this permission, center managers can also add their center to a campaign that has been created at the organization level.
Edit: Select this checkbox to permit a person to be able to edit campaigns. Note that the edit permission does not include the ability to send the campaign. Using this permission, center managers can also add or remove their center from a campaign that has been created at the organization level.
Delete: Select this checkbox to permit a person to be able to delete campaigns.
View: Select this checkbox to permit a person to be able only to view campaigns. Such a person cannot create, edit, send, or delete a campaign.
Create Notes Campaign: Select this checkbox to permit a role to be able to send out a Notes Campaign. A Notes campaign is essentially a campaign to add Guest Notes automatically to Guest Profiles that meet a particular target segment.
Be extra careful before you turn on this permission for anyone, as it may result in adding Notes to hundreds of Guest Profiles once the campaign is 'live'.
Send/Schedule SMS Campaign: Select this checkbox to permit a person to be able to schedule and send campaigns.
Controlling permissions to this level is especially useful in cases where centers want to create their campaigns and where the organization (or the corporate) can approve the campaign and send it.
If a person has the Add and Edit permission but does not have the Send/Schedule SMS Campaign permission, then after creating a campaign, such a person can only save and close the campaign; such a person cannot send or schedule the campaign.
Send/Schedule Email Campaign: Select this checkbox to allow the role to schedule and send only email campaigns.
If a person has the Add and Edit permission but does not have the Send/Schedule Email Campaign permission, then after creating a campaign, the role can only save and close the campaign, but cannot send or schedule the campaign.
Send/Schedule Push Campaign: Select this checkbox to allow the role to schedule and send only push campaigns.
If a person has the Add and Edit permission but does not have the Send/Schedule Push Campaign permission, then after creating a campaign, the role can only save and close the campaign, but cannot send or schedule the campaign.
Send/Schedule Opportunity Campaign: Select this checkbox to allow the role to schedule and send only opportunity campaigns.
If a person has the Add and Edit permission but does not have the Send/Schedule Opportunity Campaign permission, then after creating a campaign, the role can only save and close the campaign, but cannot send or schedule the campaign.
Send/Schedule Notes Campaign: Select this checkbox to allow a role to send or schedule notes campaigns. Be extra careful before you turn on this permission for anyone, as it may result in adding notes to hundreds of guest profiles once the campaign is live. Before you grant this permission for the role, ensure that you have enabled Create Notes Campaign. Otherwise, the role will not be allowed to even create a notes campaign.
Custom packages enable guests to choose their own services or products from a list of options. These packages can have different prices and validity periods depending on the choices made by the guests.
Create: Select this checkbox to allow staff to create or add custom packages.
Edit: Select this checkbox to allow staff to modify or update custom packages.
Discounts let businesses offer price reductions on services, products, or memberships to attract and retain customers. They can be customized, applied automatically, or managed through promo codes for flexible marketing strategies.
Add: Select this checkbox to allow the creation of new discounts. Employees can define discount types, set validity periods, and apply conditions.
If Send/Schedule Campaign is not enabled, staff can create and edit discounts but cannot deploy them through campaigns.
Edit: Enable this to modify existing discounts. Staff can adjust amounts, update services, or extend expiration dates to keep promotions relevant.
Delete: Allow the removal of outdated or incorrect discounts by enabling this option. Employees can clean up old promotions to prevent accidental use. Limit this to senior staff to avoid losing valuable offers.
Ensure that the discount is not live with any campaigns. The In-Use column has a value of No for such discounts.
Export: Enable this permission to export marketing-related data, such as guest lists and campaign details, for analysis or integration with other tools.
Gift card promotion permissions control who can create, modify, and remove promotional offers tied to gift cards. Proper configuration ensures that promotions align with sales strategies and drive guest engagement.
Add: Select this checkbox to create new gift card promotions. This allows defining bonus values, setting purchase conditions, and determining the validity period.
Edit: Enable this permission to update existing gift card promotions. Staff can adjust promotion details, modify bonus values, and extend expiration dates to keep offers competitive and relevant.
Delete: Select this checkbox to remove gift card promotions. Staff can delete expired or outdated offers to prevent confusion and ensure guests see only active promotions.
Important
Deleting active promotions affects guests who may attempt to redeem them. Always review promotional performance before deletion, as removed promotions no longer appear in reports or guest communications.
Marketing Signals provide key insights that help you understand the impact of your marketing efforts on your business. These metrics are calculated over a rolling cycle of three months and are displayed on the Marketing Dashboard to relevant users, including owners, managers, and marketing managers.
View: Select this checkbox to enable access to view Marketing Signals. Marketing Managers can view insights such as the percentage of visits with discounts, Instagram booking growth, and Google reservation performance.
These permissions allow staff to manage memberships throughout their lifecycle, which includes membership creation, editing, freezing, cancellation, and billing adjustments. Proper configuration ensures operational control, compliance with policies, and protection of recurring revenue.
Add: Select this checkbox to allow staff to create new membership plans. This includes configuring duration, recurrence, pricing, freeze, and redemption settings. Membership creation is foundational to enabling all downstream membership workflows.
Edit: Select this to allow staff to update core attributes of an active membership. Some edits, such as changes to payment schedules or benefit rules, may trigger a version update for compliance and reporting.
Delete: Enable this to delete membership plans. Deletion is only possible if the membership has no active subscribers and removes it from catalog visibility.
Extend: Select this to allow extending the validity of an active membership, often used to compensate for freezes or service disruptions.
Refund: Enable this to issue full or partial refunds to a membership. Refunds can be routed to the original payment method or as prepaid cards. Refunds also offer the option to opt the guest out of the plan immediately.
Freeze: Select this checkbox to freeze an active membership. Staff can pause benefit usage or billing, or both. Options include freezing benefits while allowing redemptions or shifting payment dates by the frozen duration.
Cancel: Select this to allow staff to cancel memberships. The cancel action stops billing but allows benefit redemption until the selected termination date. Cancellation reasons can be tracked and configured at the org level.
Waive: Enable this to waive future charges. Staff can also award service credits while skipping a scheduled collection. This does not affect overdue invoices and only applies to upcoming ones.
Excess Refund: Select this to allow staff to refund amounts beyond the standard refundable balance—useful for escalations or guest goodwill scenarios.
Update Credit Value: Enable this to adjust a guest’s available membership service credits. This is commonly used for compensation, corrections, or incentives.
Update Free fee: Allow editing of zero-value or promotional fees (e.g., during introductory periods or waived setups).
Update Freeze fee: Select this to edit the freeze fee directly on the membership profile. Freeze fees can be collected once or on a recurring basis, and can be converted to prepaid credits upon unfreezing.
Skip Lock In Period Check: Enable this to bypass lock-in periods and cancel memberships without charging a buyout fee. This is applicable when the membership is configured with mandatory billing cycles before cancellation is allowed.
Allow Redemption Post Expiry: Select this to allow guests to redeem membership benefits after the membership expiration date. This is typically configured as “Allow,” “Block,” or “Allow with Authorization.”
Authorize Redemption Post Expiry/Cancellation: Enable this to mandate manager approval before redemptions can be processed after membership expiry or cancellation.
Transfer Credits: Select this checkbox to allow transferring available service credits to another guest’s membership. Common in family/group memberships.
Reinstate: Enable this to reactivate a canceled membership that hasn’t expired. The guest resumes the original billing and benefit schedule upon reinstatement.
Edit Grace Period End Date: Select this to modify the post-cancellation grace period during which redemptions are still allowed.
Override Freeze period/increments: Enable this to bypass org-configured freeze limits and apply custom freeze durations per case. Typically used at the center level to override restrictions.
Override Cancellation Rules: Select this to cancel memberships immediately, overriding configured offset days or cancellation approval workflows.
Override Freeze Offset: Enable this to modify or bypass the default offset behavior that determines how freeze durations affect the billing schedule.
Issue GuestPass: Select this to issue guest passes linked to an active membership. These passes can be used for referrals or promotional access.
Prorate for upgrade/downgrade: Enable this to auto-recalculate charges and benefits when upgrading or downgrading a membership mid-cycle. Zenoti computes the difference and applies the appropriate fee on the next invoice.
Upgrade: Select this to move a guest to a higher-tier membership. Changes apply from the selected effective date. Note: These permissions also control the ability to modify memberships on the ZMA.
Downgrade: Select this to shift a guest to a lower-tier membership. Often used when guests want fewer services or a lower commitment. Note: These permissions also control the ability to modify memberships on the ZMA.
Transfer: Select this to allow transferring a full membership to another guest. This action is tracked and requires the original membership to have no open invoices. Note: These permissions also control the ability to modify memberships on the ZMA.
Hide Membership Redemption While Skipping Payments: Enable this to block access to benefits if the guest’s payments are waived or skipped during freeze/waive actions. This helps ensure that only paying members redeem benefits.
Update Recurring Fee: Select this checkbox to adjust the recurring billing amount for an active membership. Changes may apply from the next billing cycle and require communication with the guests.
Manage membership dunning Invoices: Enable this to manage and resolve overdue or failed payment attempts for recurring memberships. Staff can retry payments or initiate escalation workflows.
Override Credit Transfer Limit: Select this checkbox to allow bypassing the annual service credit transfer limit set in organization-level settings. This enables authorized employees to proceed with a transfer even if the member has already reached their maximum allowed credit transfers for the year. This permission is typically granted to managerial or corporate-level roles who are responsible for customer satisfaction or exception approvals.
These permissions control visibility into report dashboards across marketing, guest behavior, loyalty points, prepaid instruments, and redemptions. Each report provides key performance indicators that inform strategic decisions across centers. Visibility does not automatically imply data availability; rather, reports rely on proper usage of campaign modules, POS integrations, and system settings to show actionable data.
Effectiveness: Select this checkbox to access the Marketing Effectiveness Dashboard, which shows KPIs like delivered messages, guest opens, clicks, redemptions, and influenced revenue. Filters include campaign name, center, and time window (WTD, MTD, QTD, etc.). The report breaks down guest reach and engagement by email or SMS, highlights top campaigns with discounts, and displays usage at the item level. This dashboard only reflects campaigns executed via Zenoti’s campaign engine. Campaigns must be properly configured and sent from the Marketing module. Discount application must happen through invoices with linked campaign IDs for the data to reflect accurately. Long-term campaign effectiveness is measured through guest return rates and redemption volume, not just immediate conversions.
Guests: Select this checkbox to access reports on guest behavior, such as loyalty enrollment, response to campaigns, referrals, and opt-out trends. These reports help evaluate guest lifecycle engagement, participation across promotions, and retention triggers. This section derives data from guest profiles, marketing consent statuses, loyalty tier histories, and referral sources captured during a visit or booking. For tiered loyalty, enrollment and tier progression reports show how guests move through engagement stages and what offers drive participation.
Memberships: Select this to view reports that summarize membership sales, recurring revenue, redemptions, terminations, reinstatements, and benefit usage. These reports support business health assessments for recurring plans and help optimize upsell/downsell strategies. Accurate reporting here depends on proper membership configuration, clear cancellation/reinstatement rules, and POS-level benefit redemption. Center managers use this to monitor freeze activity, waiver trends, and plan migration behavior.
Prepaid Cards: Select this checkbox to access reports on prepaid card sales, redemptions, liabilities, and expirations. These reports include graphs and tables reflecting center-specific transactions and balances over time.
Data reflects POS activity, card types (fixed value or custom), and redemption method. Liability and suspense handling must align with financial reconciliation practices. Legacy reports offer detail by card type, code, amount, guest, invoice, and center.
Packages: Select this to access package reports, including credits sold, redeemed, expired, or refunded. Reports show remaining entitlements per guest and service-wise package consumption across locations.
Packages must be configured to link to relevant services. Redemptions tracked via invoice ensure report consistency. Expired and partially used packages reflect in liability dashboards for accounting transparency.
Loyalty Points: Select this to enable access to a range of loyalty reports covering accruals, redemptions, expirations, balances, and guest tier changes. These are available at the invoice level and can be filtered by tier, date, and center.
Reports include Loyalty Point Liability, Enrollment History, Sales, Redemptions, and Expirations. For tiered loyalty, filters show tier progression, referrer impact, and program-specific balances. To ensure complete data, all loyalty promotions must be mapped to POS events and active guest programs.
Redemptions: Select this to view campaign redemption reports. These show which guests redeemed which campaigns, on what items, and the associated discount and invoice data. The report breaks down item-wise performance per campaign.
The discount must be linked to the campaign and selected during invoice creation. Staff must apply the discount at the time of billing for the redemption to count. Multi-item invoices show one entry per discounted item, allowing item-level reconciliation with campaign goals.
Gift Cards: Select this to access gift card sales, redemptions, and expiration trends. Reports include amount- and service-based card activity, usage per guest, occasion tracking, and sale-by-employee.
Cards must be created in the Gift Card module. Proper invoice mapping during redemption ensures visibility. Reports reflect invoice details, redemption amounts, adjusted values, tip contributions, and type-specific behavior. Filters allow tracking by sale date, usage center, or gift occasion.
Target segments are dynamic guest groups created for campaign targeting based on shared behavior, demographic, or transactional attributes. These permissions enable designated staff to define, manage, and activate guest segments with precision across the organization, zone, or center levels. The level of access impacts the ability to personalize outreach, export critical data, and trigger communications.
View Target Segments – Select this checkbox to allow viewing of all available target segments based on the role’s access level (organization, zone, or center). Users can analyze how segments were constructed, which criteria apply, and assess eligible guest counts.
Target segments can include rules based on location, membership status, service frequency, spending patterns, or loyalty tier. All rules use “AND” logic, meaning a guest must meet all selected criteria to qualify. Viewing permissions also allow access to segment breakdowns by email/SMS eligibility and guest origin.
Add – Select this checkbox to create new custom or template-based target segments. Staff can define goals such as cross-sell, renewal, retention, and add filters such as spend, visits, memberships, cancellations, and loyalty points.
Creating a segment includes naming, adding descriptions, building inclusion rules, and previewing the guest count before saving. The segment can then be used in campaigns or analysis. Staff can also access segment-specific stats like distribution by center or media preference. The inclusion of guests from base centers, visited centers, or purchase history is managed by org-level settings.
Edit – Select this checkbox to allow editing of existing target segments. Staff can update goal definitions, modify rule logic, adjust criteria thresholds, or rename the segment for clarity.
Editing is restricted based on segment origin. Center-level users can only edit segments created within their center. Zone users can edit zone-created segments but not those from the org level. Updated rules trigger real-time recalculations of guest count and eligibility metrics.
Delete – Select this checkbox to allow deletion of segments that are no longer relevant. This helps keep the segmentation module organized and current.
Only segments created at the user’s access level can be deleted; for example, a center role cannot delete an org-created segment. Deletion prompts a confirmation step and removes the segment from any active campaign targeting list.
Export Guests List – Select this checkbox to export the guest list tied to a segment. Staff can download this data in Excel or CSV format, which includes guest names, email addresses, mobile numbers, and loyalty tiers.
Large lists may take time to process. Zenoti displays an alert with an option to receive the file via email instead. This helps in cases where the file exceeds browser limits or contains thousands of guest records.
View Guests List – Select this checkbox to view the full list of guests that qualify under a given target segment, along with details such as contact preference, visit frequency, and last appointment.
This functionality is essential for validation before launching campaigns. Staff can also check marketing consent flags and delivery history from this screen. It directly supports campaign success rate projections.
Email Guests List – Select this checkbox to allow sending emails directly to the guests within a segment using the default Zenoti email engine or advanced campaign tools.
This permission connects with the campaign module and is often combined with Send/Schedule Campaign permissions. The guest list must meet email eligibility for active and opted-in accounts for messages to be sent.
Security role permissions for employee manager functions
The following table describes the permissions available to manage employees at your organization. You can configure these permissions for any role in your organization.
Permissions and descriptions
Name | Description |
BreakCategory | Type of break or block out time used by employees during a working day when they are taking a break from their regular duties. You can control the following permissions for Break Category:
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Commission Settings | Refers to the commission-related settings in the employee profile (Center level > Employee > Employees > Name of the employee).
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Customer Messaging | Refers to the Intercom conversations between employees and Zenoti Support.
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Employee | Refers to the general details of an employee, the roles assigned, and the catalog details that include the employee’s qualifications, areas of specialization, and work experience. (General tab, Roles tab, and Catalog tab in an employee record from the Center level > Employee > Employee).
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Employee Services | Refers to details about employee-service associations.
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General Settings | NoteThis permission is for viewing and editing existing employee details. For adding details for a new employee refer to the Employee permission above. General settings consist of employee details such as personal information, login information, job information, and preferences.
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HR Settings | Refers to settings for Attendance Rules, Performance, Pay Period, and Tenure (Center level > Employee > Settings).
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Jobs | Employees perform various tasks in the day-to-day functioning of a business in exchange for pay or a salary. These tasks, grouped by similarity of function, are called jobs in Zenoti.
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LeaveTypes | By default, you can assign an employee a leave status of Leave, Special Leave or Weekly Off. If you require additional leave types, such as Sick Leave or Maternity Leave, you can add these in the Employee module. You can control the following permissions for Leave Types:
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Other Settings | Refers to a few other employee-related settings and the ability to carry out these tasks.
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View Employee Reports | Refers to the ability of users to view to view Employee Reports at the center or organization level, as applicable. You can enable or disable the permission to view the following reports:
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Work Tasks |
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Guest-specific duration |
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Edit commissions after invoice closure | Users with this permission can edit commissions after an invoice is closed, eliminating the need to reopen the invoice first. By default, this feature is enabled for customers with the reopen invoice permission. This ensures controlled access to commission editing after invoice closure. |
Security role permissions for inventory manager functions
The following table describes all the permissions available to manage the inventory at your organization (purchase and transfer orders, audit, and reconciliation). You can configure these permissions for any role in your organization.
Permissions and descriptions
Name | Description |
Inventory | You can control the following permissions for Inventory (Inventory > Procurements> Orders):
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View Inventory Reports | The ability to view Inventory Reports at the center or organization level, as applicable (center/organization level > Inventory > Reports). You can enable or disable the permission to view the following Inventory reports:
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Restrictions | You can control the following permissions over pricing and vendor mapping:
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Security role permissions for reporting functions
The following table describes all the permissions available to manage the report functions at your organization. You can configure these permissions for any role in your organization.
Permissions and descriptions
Permission | Description |
|---|---|
Business KPI (Key Performance Indicators) Report | A user with this permission can view the business KPI V2 report. This report helps you monitor the performance data of various centers. Use this report to track crucial metrics such as the total business generated at a center, the performance of a center, revenue generated from different channels, guest feedback and retention, and much more. |
Salon Summary Report | A user with this permission can view the Salon Summary V2 report. This report gives business owners a snapshot of business’s daily and weekly performance. |
Attendance Report | A user with this permission can view the Attendance V2 report. This report lets you know the scheduled hours and actual check-ins for each employee. |
Employee Sales Report | A user with this permission can view the Employee Sales V2 report. This report allows you to help the providers keep a check on their day-to-day sales. |
Employee KPI Report | A user with this permission can view the Employee KPI V2 report. This report shows the details that measure the performance of your employees based on the services performed, items sold, and feedback they received from guests. |
Tips Report | A user with this permission can view the Tips V2 report. This report allows you to view the total amount collected towards tips and any adjustments made due to tips. |
Employee Login Activity Report | A user with this permission can view the employee Activity V2 report. This report gives business owners a snapshot of employee login activity during the selected time period. |
Access Zenoti wallet bank account details | A user with this permission can access the Zenoti wallet and bank account details of an employee such as the Employee number, SSN (last 4 digits of their Social Security Number), Account holder's name, Bank account number, Routing number, Bank account type, Bank name, Bank account status, and Employment start date columns from the Tips adoption report. |
Account Summary Report | A user with this permission can view the Account Summary V2 report. This report gives you an overview of your sales, liabilities, receivables, redemption, collections, discounts, and miscellaneous expenses made at the current center. |
Sales (Accrual) Report | A user with this permission can view the Sales (Accrual) V2 report. This report gives you a view of the sales made by the current center (on any day or over a time period). |
Sales (Cash) Report | A user with this permission can view the Sales (Cash) V2 report. This report gives you a view of the sales made by your center (on any day or over a time period). Important: This report does not consider the pending amounts in open invoices as sales. |
Collections Report | A user with this permission can view the Collections V2 report. This report allows you to view the payments received (including redemptions) and the amount refunded on a day or during the given time period; this helps businesses to reconcile their bank deposits. |
Register Closure Report | A user with this permission can view the Register Closure V2 report. This report lets you reconcile actual collections against each register with the total expected collections received for the center on a day or during the given period. |
Sales Tax Report | A user with this permission can view the Sales Tax V2 report. This report gives an insight into the sales tax charged for a guest based on the sale date (accrual) overtime a period; this also includes the tax levied on the sale of liabilities at the current center. |
Packages Liability Report | A user with this permission can view the Packages Liability V2 report. This report shows 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 | A user with this permission can view the gift Liability V2 report. This report shows 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. |
Prepaid Cards Liability Report | A user with this permission can view the prepaid Liability V2 report. This report displays the details about prepaid card liabilities that your business started with, accrued, redeemed, expired, and the balance that will be carried forward in the book of accounts over the selected time period. |
Loyalty Points Liability Report | A user with this permission can view the loyalty Liability V2 report. This report retrieves the value of loyalty points liability your business has accrued, redeemed, expired, or refunded. In addition, this report helps you ascertain the amount of liability to be carried over in the book of accounts. Use this report to track whether the loyalty points liability at your centers increased or decreased over a specific duration. |
Cross Center Settlement Report | A user with this permission can view the cross Settlement V2 report. This report will show the details about the amount that your center should collect or pay to other centers because of the redemption of liabilities: packages, prepaid cards, and gift cards. |
Petty Cash Report | A user with this permission can view the Petty Cash V2 report. This report allows you to track small business expenses. |
Memberships Liability Report | A user with this permission can view the Memberships Liability V2 report. This report retrieves the value of memberships liability your has business accrued, redeemed, expired, or refunded. In addition, this report helps you to ascertain the amount of liability that will be carried over in the book of accounts. Use this report to track whether the membership liability at your centers increased or decreased over a specific duration. |
Forms Report | A user with this permission can view the Forms V2 report. This report shows the details of forms saved or submitted either on a single day or during a time period. |
Feedback Report | A user with this permission can view the Feedback V2 report. This report allows you to analyze ratings and comments given by guests for the services availed. |
Guest KPI Report | A user with this permission can view the guest KPI V2 report. |
Forms Data Export Report | A user with this permission can view the Forms Data V2 report. This report lets you export the field-level data such as vaccination status to a .XLS or .CSV file. |
Guest Retention Report | A user with this permission can view the Guest Retention V2 report. This report shows you information (number and percentage) on guests who availed a service at your center during a specified period and came back for another appointment at a future date. |
Integrations Sync Status Report | A user with this permission can view the Integrations Sync V2 report. The Integrations Sync Status report gives you the summary of data synced or failed. This report shows you the status of sync for each invoice and journal. |
Current Stock Report | A user with this permission can view the Current Stock V2 report. This report shows the stock in hand and the cost of goods based on the perpetual average costing method. |
Cost of Goods Report | A user with this permission can view the cost Goods V2 report. This report retrieves detailed information on the sale of retail and consumable products at your centers as well as the cost associated with those products. |
Stock Ledger Report | A user with this permission can view the Stock Ledger V2 report. This report retrieves detailed information on the movement of stocks at your centers. Use this report to compute theperpetual cost value of your stocks as well as to reconcile the movement of stocks and their respective costing amounts. |
Memberships Report | A user with this permission can view the Membership V2 report. The Membership report tracks the membership balance (by value, price, and service credits) after the sale and redemption of memberships across your centers. |
Packages Report | A user with this permission can view the Packages V2 report. The Packages report shows the details of packages sold in time period along with their status and balance. |
Gift Cards Reports | A user with this permission can view the Gift Cards V2 report. The Gift Cards report shows details about the gift cards sold, the status and balance of gift cards, the sender and recipient details, and expired gift cards. |
Guest Referral Effectiveness Report | A user with this permission can view the guest Effectiveness V2 report. The Guest Referral Effectiveness report shows which existing guests are bringing new guests to your business. You can view details such as referrer and referee awards, accrual and redemptions of these awards, and the number of guests referred by each referrer. |
Employee Referral Effectiveness Report | A user with this permission can view the employee Effectiveness V2 report. This report lists the details of employees who are new guests to the business using the referral programs. |
Packages Payments Report | A user with this permission can view the Packages Payments V2 report. The Packages Payment report retrieves detailed information on the packages for which payment is to be collected. |
Package Benefits Detail Report | A user with this permission can view the package Details V2 report. The Package Benefit Detail report helps center managers gain insights into scheduled payments that are due. Managers and owners can then follow up with guests on payments that failed, alert guests about upcoming payments, and project collections in a given time period. |
Membership Benefits Detail Report | A user with this permission can view the membership Detail V2 report. The Membership Benefit Detail report helps center managers gain insights into scheduled payments that are due. Managers and owners can then follow up with guests on payments that failed and alert guests about the same. |
Memberships Payment Report | A user with this permission can view the Memberships Payment V2 report. The membership payment report shows a list of all the payments received for memberships. |
Loyalty Points Report | A user with this permission can view the Loyalty Points V2 report. You can use the loyalty points report to view the details of the loyalty points for all the guests. |
Prepaid Cards Report | A user with this permission can view the Prepaid Cards V2 report. The Prepaid Card Details report tracks essential details of all prepaid cards issued at your location. The report displays details for both active and expired prepaid cards. |
Memberships Waive Report | A user with this permission can view the Memberships Waive V2 report. The Memberships Waived Collection report gives you details of all membership waivers. This is available both at the center level and organization level. |
Memberships Reduced Usage Report | A user with this permission can view the memberships Usage V2 report. The Memberships Reduced Usages report gives details of guests who have not redeemed any benefits from their memberships in the last few days. |
Campaigns Report | A user with this permission can view the Campaigns V2 report. The Campaigns report helps business owners analyze how their campaigns are performing during a selected time period. Using this report, you can track the revenue generated from campaigns, guests who availed of discounts, and the items on which discounts were applied. |
Email/Schedule | A user with this permission can email or schedule to send an email of the desired report. |
Export | A user with this permission can export the desired report. |
Appointments Report | A user with this permission can view the Appointments V2 report. The Appointments report provides you with details of all the appointments made at your center including the appointment creation date, guest details, service details, service segment details, and service date. |
Notification Email Report | A user with this permission can view the Notification Email V2 report. The Notification Email report shows the details of all the transactional email notifications that have been sent to the guests. |
Notification SMS Report | A user with this permission can view the notification SMS V2 report. The Notification SMS report shows the details of all the SMS notifications that have been sent to the guests over a time period. You can also know the text credits that were consumed for each notification. |
Zoom Meeting Metrics Report | A user with this permission can view the zoom Metrics V2 report. The Zoom Meeting Metrics report displays details for metrics related to virtual classes, such as the total number of students registered for the class, the total number of students who attended the class, Zoom meeting start time, and end time, class category, class subcategory, and business unit. |
Classes Attendance Report | A user with this permission can view the Classes Attendance V2 report. The Classes Attendance report helps you monitor the attendance data of your classes with various details such as the total strength of a class, the number of students who attended a class, and much more. |
Email Scheduler Report | A user with this permission can view the Email Scheduler V2 report. The email scheduler report shows a list of all the emails that are scheduled to be sent in the future. |
Digital Payments Report | A user with this permission can view the Digital Payments V2 report. The digital payments report lists all the payments collected on an integrated payment processor such as Zenoti Payments, and Stripe. |
Dispute Payments Report | A user with this permission can view the Dispute Payments V2 report. The Dispute payments report allows you to view details of disputed transactions and submit evidence against those disputes. |
Reconciliation Report | A user with this permission can view the Reconciliation V2 report. The reconciliation report lists all the collections made by your business and compares the same with the payouts received in your bank account. |
Bank Deposit Report | A user with this permission can view the Bank Deposit V2 report. The bank deposit report lists all the deposits in your bank account. |
AVS Details for Saved cards | A user with this permission can view the AVS Saved V2 report. The AVS Details for Saved Cards report lists all the guests whose cards are saved in Zenoti, and whose address details are either missing or invalid. |
Royalty Report | A user with this permission can view the Royalty V2 report. The Royalties report shows a list of all the transactions that are under process and the transactions that are settled. Businesses can also view a break-up of the royalty amount collected and reinitiate failed transactions. |
IC Plus Digital Payments Report | A user with this permission can view the IC Plus Payments V2 report. This report shows a list of all the payments collected along with the InterChange fee using an online payment provider integrated with Zenoti. This report must be enabled only for businesses on the IC Plus pricing model. |
ACH Check Transactions Report | A user with this permission can view the ACH Check Transactions V2 report. The ACH check transactions report shows a list of all the transactions that are done in the automated clearing house using checks. |
Direct Payments Report | A user with this permission can view the Direct Payments report. This report lists all the Automated Clearing House (ACH) transactions that are made using a Demand Draft (DD) in Zenoti. You can also check the invoice #, transaction amount, and the transaction status of these transactions. |