Skip to main content

CMA admin tasks

Collect service deposits on CMA and Webstore

Why collect deposits on services?

Deposit collection:

  • Safeguards you from cancellations or no-shows, and any expenses the cancellation might impose.

  • Increases instances of guests turning up for their appointments since partial payment for the services is already made.

How to configure deposits for online bookings?

Scenario

Functionality

A deposit is defined as a flat amount and a discount is applied to the invoice, the deposit collected will be of the lower value of the two; configured deposit, or service value.

After the discount is applied, the system compares both the service value amount and the deposit amount. The lesser of the two values will be charged as a deposit.

For example, if a service value is $100, and the configured deposit for the service is $50.

  • If a discount of 60% is applied to the invoice, the service value reduces to $40 (lesser than the configured deposit). In this case, the deposit collected will be $40.

  • If a discount of 40% is applied to the invoice, the service value reduces to $60 (greater than the configured deposit). In this case, the deposit collected will be $50.

If you use Zenoti GO on CMA

Front-desk staff must apply the PPC before the guest triggers autopay or self-pay to ensure that the guest is only charged the balance amount.

Also, the PPC must be applied to the invoice before the appointment starts to avoid charging a deposit twice for the same service.

It is a group booking

The deposit amount for all services will be collected with a single PPC; the host will get the PPC.

The appointment is canceled

Automatic refunds cannot be issued. You can only issue manual refunds.

The appointment is a no-show (the guest doesn't show up in time for service)

PPC expires to ensure that the guest doesn't use the amount for any other service.

The appointment is rescheduled to a day when price scaling is applicable

No additional deposit is charged.

Enable mandatory selection of finishing services

Services such as hair color, require a compulsory blow dry and styling service. These services are chargeable and require a specific provider.

Guests who usually book a hair coloring service on the Webstore, do not know that they also need to select a finishing service. The front-desk staff adds these services and informs the guest later that these services are mandatory.

In lieu of this, you can enforce your guests to mandatorily select the finishing services when they book an appointment for a service that requires one.

Before you begin

Ensure you add Finishing Services at the service-level, before you enable this feature for the CMA.

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

  2. Search for and select the Online booking setting from the Online booking settings section.

  3. Navigate to General > Service Selection.

  4. Turn on the Enable Finishing Services setting.

    Note

    You can also change the text label for the finishing services on the CMA. At the organization level, click the Configuration icon. Search for and select the Online booking setting from the Online booking settings section. Navigate to Labels > Finishing Services Label.

  5. Click Save.

    When your guests book a service for which a finishing service is added, the CMA prompts them to also book the finishing services. Until a finishing service is booked, the main booking is not complete.

    CMA_Enable2.png

Collect feedback on services

Consumer Mobile App allows your guests to rate the services that you provide to them and share the feedback on social media. The guests can rate you for your services, and also leave a comment about what they felt was good or bad about the service. This allows you to collect valuable feedback from your guests and also focus on the improvement areas.

Before You begin
There are three ways for you to prompt your guests to give feedback.

Push notifications

Example: Sandra, after finishing her Pedicure at your center, receives a notification asking her to rate the services. She takes the following steps:

  1. Sandra taps on the notification.

    The feedback screen appears, which consists of the appointment details and the name and photograph of the stylist (if uploaded).

  2. Sandra rates the service 5 stars as she really liked your service.

    httpsdownloadsintercomcdncomio30164010957f9488abd047bc493d34db7imagepng.png

    Additional options appear asking Sandra what she liked the most.

  3. Alternatively, if Sandra does not like the service and gives only a single star, she can specify the reason why she did not like the service and also leave a comment on how to improve the services.

    Note

    After submitting the feedback, Sandra cannot change the feedback.

    httpsdownloadsintercomcdncomio30164253168f993b903f83f371913f0ffimagepng.png

  4. After Sandra gives her feedback, the feedback sharing screen appears where she can share the feedback on social media.

    httpsdownloadsintercomcdncomio30163851050a92276833b698e1b36d638imagepng.png

    Note

    If Sandra taps on any one of the social media icons, she is redirected to the respective app.

Manual

  1. Log in to CMA.

  2. Tap the hamburger icon on the top left to open the menu.

    httpsdownloadsintercomcdncomio192291171ed9bd44e0fce035df3f9e1f839jpg.jpeg

  3. Tap Appointments.

    The Upcoming and Past appointment tabs appear.

  4. Tap Past Appointments.

    httpsdownloadsintercomcdncomio1922921786a51911379379cd2464a8ae447jpg.jpeg

  5. Tap Feedback.

    The feedback screen opens and the guest can give her feedback accordingly.

In-app prompt

If Sandra takes the service and does not provide feedback, and if she opens the CMA later, she will see the following screen prompting to provide feedback for the services:

httpsdownloadsintercomcdncomio1922925289629b6c1a0b2f7158b1fcd9248jpg.jpeg

After giving the rating, she is redirected to the main feedback screen. Here she can complete the feedback.

Configure service prerequisites

Medical Spas or Med-Spas are a hybrid between the traditional day spa and a medical clinic. Most of the services in med-spas require medical procedures to be carried out which are usually performed by professional doctors.

These services also require guests to take mandatory consultation services that determine if the guests are allergic to certain procedures or whether the guests have any pre-existing conditions. Such consultations are termed as prerequisite services.

For example, a service such as “Facial Fillers and Botox Injections” will require a basic consultation (prerequisite) to determine the skin type, composition of facial muscles, and existing facial irregularities. This will give clarity to the service providers as to how many botox injections are needed and which parts of the face require such injections.

Zenoti allows you to create such prerequisite services and attach them to the main services. This will ensure prerequisites are met before the main service.

Before you begin

You must have an existing prerequisite service to add it to the main service. Creating a prerequisite service is the same as creating a service in Zenoti.

  1. At the organization level, click Master Data. Navigate to Services > <Service Name (This is the main service for which you want to add a prerequisite service) > Prerequisites.

    httpszenotiintercom-attachments-7comio260403815aecfb049ab2b6b0132577caazl9sds-khkowjv2tx9tp2ryqwdcof5hvkb0fprt4_s7p1ecvttaqhze62jibvtmjr4mdcfhzy94pa001-6f7vmygqn6jrfaf-zlubnhpwexrpzrk6j1obvdqw0iydtpaas44muhs.jpeg

  2. Configure the following fields:

    • Service: Enter the name of the prerequisite service to find and add to the main service.

    • Order: Enter the order of the prerequisite. This is helpful if there are multiple prerequisite services that have to be taken in a sequence. Enter the number 1 for the first prerequisite and so on.

    • Validity Days: Enter the number of days for which the prerequisite service is valid.

  3. To attach the prerequisite service to the main service, click Add.

  4. Click the General tab.

  5. Locate the Service Prerequisites section.

    httpszenotiintercom-attachments-7comio2604038229c0c600e1ab0ed5522a931e68e6bzzortcmiwjqaurubwjyvayvvquzm7eug9jkp6n4mrkdl2hdnr0lx0at_rjjy4g8h9vhhmwgo4mj6de5nv6f373_jgbe1qtjj4mx9f7bikjdp5j5gtq-rza4d_yianucs6nwj.jpeg

  6. Configure the following:

    • Enforce Prerequisites for this Service: Select this checkbox to enforce a prerequisite service while booking the main service. This means that the guests cannot book a main service without booking the prerequisite.

    • Allow Prerequisites to be Booked with the Service: Select this checkbox to allow the guests to book the prerequisite and the main service together. If you do not select this checkbox, your guests should first book a prerequisite service and then book the main service separately.

    • Enable Service Validity: Select this checkbox to set an expiry date for the main service. After this date, the guests have to book the prerequisite service and main service again. For example, Judy (guest) is booking a Botox procedure. The Botox procedure can remove wrinkles on her forehead. But this is a temporary solution that will last for just six to seven months. After this, Judy should book another consultation, and based on the results of the consultation, she can book the Botox procedure again.

  7. Click Save.

Turn on the Enable Pre-Requisites. setting

Things to remember

  • If you assign more than one prerequisite service to a single main service, the guest must book all the prerequisites. The order of the prerequisite booking is based on the order you add the prerequisites in the Prerequisite tab.

    httpszenotiintercom-attachments-7comio260403833b825c359e371a948fe8e5484g6-cl5gnk-elb4l7jyjzt5doyeh8mebxotq3yofrpgon2ysu-kzwt2d1qydocn7pom8xp1lwpnvhyy8z5v5oepcqrhi_kzt2b8czcufeokati-vvr_s8xrwrv2kttagsk0eexkbv.jpeg

  • If the guest history indicates that she has not taken any prerequisites earlier, the CMA prompts the guest to book the prerequisites. If the guest history indicates that she has taken the prerequisites earlier, the CMA will not prompt the guest to book the prerequisites again.

    Note

    Enforce Prerequisites for this Service and Allow Prerequisites to be booked with the service should be enabled.

  • Booking a prerequisite service will require the guests to log in. This allows the CMA to check the guest history of the logged in user and suggest accordingly.

Content to display

  1. At the center level, click the Configuration icon.

  2. Go to the Online Booking > Online booking settings.

  3. Expand the Content to display section, and make the required changes.

  4. If you want to make changes under other sections, go to Settings, Online booking setup, and Integrations.

  5. Click Save.

Configure the following:

Action

Perform these steps

Apply the online booking settings defined at the organization level to your center

Select the Apply same settings as defined under the organization catalog settings check box.

Display menu items on webstore

Next to the Menu bar and screens section, select all the menu items that should appear on the Webstore.

For example:

If an organization with multiple centers wants the option of memberships to be available at some centers only, then the center can opt out of the memberships page by not selecting the Memberships check box in this section.

Note

The menu bar items and the screens depend upon your organization. You can have multiple pages and screens based on your requirement.

Online booking setup

  1. At the center level, click the Configuration icon

  2. Go to the Online booking > Online booking settings and select Online booking setup.

  3. Make the changes described below.

    If you want to make changes under other sections, go to Settings, Content to display, and Integrations.

  4. Click Save.

Online booking setup

Configure the following:

  • Apply same settings as defined under organization catalog - V2 settings: Select this check box if you want the organization level Webstore v2 settings to be applied on your webstore.

  • Apply same settings as defined under organization catalog - V3 settings: Select this check box if you want organization level CX v3 settings to be applied on your webstore.

  • Enable Deals Select this check box to display deals at the center level.

  • To ensure that the sidebars for deals, series packages, and memberships are visible in the Webstore

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

    2. Search and select Online booking and click Webstore v2.

    3. Expand Display settings, enable the relevant menu items, and integrate a payment processor.

Table 6. Webstore v2 settings

Action

Perform these steps

Enable Queue mode on Webstore for your center

Select the Enable queue checkbox.

Display a custom header for Webstore

In the Custom header (HTML) field, enter the HTML code for your custom header.

Display terms and conditions on the guest's end

Note

The terms and conditions appear on the Confirm Booking page of your Webstore. The guest must accept the terms to book a service.

In the Booking page T&Cs field, enter your terms and conditions.

Display an announcement banner on the top of every page

The Announcement banner setting is available only when you enable it at the organization level.

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

  2. Go to the Online booking tab.

  3. Under the Announcement banner setting, select the Allow center override for announcement banner check box.

Select the Enable Announcement Banner check box.

Display a title for the announcement banner

In the Title box, enter the title.

Display text on the announcement banner

In the Body field, enter the message or the text of the banner. You can format the text as per your needs.

Display a label for the membership sidebar

In the Membership side bar label box, enter a label.

The sidebar is the plain area on the screen next to the booking and purchase panel that can be used to display text and images to convey information. There are sidebars on services, memberships, packages, and deals screens to convey relevant information.

Display information on the membership sidebar

In the Membership side bar field, enter a text or an HTML code for the information you want to display.

You can also use this field to display promotions and offers.

Display a label for the series package sidebar

In the Series package side bar label box, enter a label.

Display information on the series package sidebar

Series package side bar

Display a label for the services sidebar

In the Side bar label box, enter a label.

Display information on the services sidebar

In the Side bar field, enter a text or an HTML code for the information you want to display.

Display a label for the deals sidebar

In the Deals side bar label box, enter a label.

Display information on the deals sidebar

In the Deals side bar label field, enter a text or an HTML code for the information you want to display.

center_level_webstore_1.png

Sidebar - Desktop view.

center_level_webstore_mobile_view_2.jpg

Sidebar - Mobile view.



Impacts and considerations

  • Enable Deals setting is available for your center when you enable deals at the organization level.

  • You can also use the sidebar fields to display promotions and offers. To display or hide offers for the selected sidebar, enter text in the show/hide fields.

  • The show/hide feature appears only while browsing a website from a mobile device. It appears when the side banner contains information while setting up your webstore.

  • To check how your sidebar promotion appears online, click the magnifying glass icon on the right of the sidebar text field. This displays the preview of your sidebar on your online store.

Table 7. Combined settings for Webstore v2 and CX v3

Action

Perform these steps

Capture the guest's consent each time their card on file is used

Select the Enable user consent for card on file check box.

Display terms for taking the user consent for saving the card on file

Enable the User consent for card on file check box.

Example:

I understand that my card details will be saved and used in accordance with the cancellation and no-show policy.

Display a disclaimer on the screen when a service with a Deposit fee is selected

Select the Enable deposits disclaimer check box and in the Deposits disclaimer field, enter the text that displays when a service with a Deposit fee is selected.

Display cancellation policy on webstore

In the Cancellation policy field, enter the text for cancellation policy.

If your business allows the cancellation of appointments on the Webstore, you can display a disclaimer text to your guests stating the terms and conditions for the appointment cancellation.

Collect deposits from guests at center level

Notice

These settings are available only if deposits are enabled at the organization level.

In large organizations, when different centers have different target guests and payment rules, collection of deposits must also cater to the center's requirements.

You can choose if you want to follow the organization settings to collect deposits by selecting the Apply organization settings or configure center-specific settings by clearing the Apply organization settings checkbox and selecting the Enable deposits.

  • All guests: Deposits will be collected from all guests before confirming booking.

  • Specific guests

    • New guests: Deposits will be collected from guests who do not have a closed invoice on their profile. This doesn't include cancellations, no-show invoices, and gift card purchases.

    • Repeat no-show guests: You must configure the number of no-shows within a number of days to track.

      For example, guests who have booked but haven't shown up for 2 appointments within the last 30 days can be considered repeat no-show guests.

    • Guests who do not have an active membership or a package



Table 8. CX v3 settings

Setting name

Description

Online booking

Display an announcement banner on top of every page

Select the Enable announcement banner check box.

Note

The Announcement banner setting is available only when you enable it at the organization level.

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

  2. Go to the Online booking tab.

  3. Under the Announcement banner setting, select the Allow center override for announcement banner check box.

Display a title for the announcement banner

In the Title box, enter the title.

Set a background color to your announcement banner

In the Background color field, select a color or enter the color code in available formats (RGB, HSL, and Hex)

For example, you can set the color by selecting the color from the panel or set the code in color codes, like entering RGB(128,128,128), HSL(0°, 0%, 50.2%), or #808080 for gray.

Set a text color to your announcement banner

In the Foreground color field, select a color or enter the color code in available formats (RGB, HSL, and Hex)

For example, you can set the color by selecting the color from the panel or set the code in color codes, like entering RGB(0,0,0), HSL(0°, 0%, 0%), or #000000 for black.

Display text on the announcement banner

In the Body field, enter the message or the text of the banner. You can format the text as per your needs.

Branding

Set different colors for light and dark mode

cx_v3_branding_colors_on_app.png

Under the Colors section, select appropriate colors for light and dark modes.

  • Display your logo on the sign-in screen

  • Display an image on the header after the user logs in

Under the Brand logos/ Symbols/ Typefaces section:

  • In the Sign up screen logo field, upload an image with the resolution 500 x 350 px in jpg, jpeg or png formats.

  • In the Top navigation header logo field, upload an image with the resolution 400 x 120 px in jpg, jpeg or png formats.

Homescreen

  • Set an image or color as the home screen header

  • Display a welcome message or a salutation

  • Set a text color for the text on the header section

cx_v3_header.png

Under the Header Section

  • In the Header field, select an image or a solid color as the home screen header. You can choose different colors for light mode and dark mode.

  • Switch on the Enable salutations setting.

  • From the Header section text color section, choose Black or White.

Display announcements on the app

To feature your important announcements, use the Spotlight section.

  1. Scroll down, and from the Add homescreen section menu, select Spotlight section.

  2. Enter the Title and Subtitle of the announcement.

  3. To upload images, click Upload.

  4. In the Web Url box, enter the URL for the target website.

  5. You can add up to five spotlight announcements in each spotlight section. To add a spotlight announcement, click Add.

    Note

    You can set the order of the announcements by clicking '...' and moving it up/down as required.

Add your shops to the app

Under the Shop section, perform the following steps

  1. Expand the Shops section.

  2. Enter the Title and Description of your shop.

  3. Upload an image for your shop in the jpg, jpeg, or png format with 1400 px x 490 px resolution.

    cx_v3_shop.png

  4. From the Type menu, select the type of shop.

    • Gift card: Select this if you want to setup a shop for your gift card sale online. Configure the following settings in the Gift card shop.

      • Enable gift card amounts: Switch this setting ON to enable sale of Gift cards with an amount value(not services or products).

      • Enable custom amounts for gift cards:

      • Validity of a gift card in days

        • Never expires

        • Custom

    • Web page: Select this if you want to set up a shop for your Web Page shop. Redirects to webstore.

  5. To add more shops, click Add.

    Notice

    You can only have only one Gift card shop configured but you can have multiple Web page shops.

General

  • Allow guests to cancel appointments on CMA

  • Display an alert when a guest cancels an appointment

  • Display cancellation policy when a guest cancels an appointment

Under the Appointments section:

  • Switch on the Enable appointment cancellation setting.

    Note

    You must also configure the appointment cancellation reasons.

  • Switch on the Display appointment cancellation alert setting.

  • Switch on the Display cancellation policy on app setting.

User profile

Allow users to use the app in dark mode

Switch on the Enable dark mode setting.

Labels

Display the basic details of your business on the app

In the About us field, enter a description of the values, culture, and vision of your business.



In this section: