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Manage appointments

Edit appointments

  1. Tap the appointment.

  2. Modify the appointment as required.

  3. Tap Review and Save.

  4. Tap Change/Modify.

Action

Perform these steps

Move the appointment time

At step 2, select the time you want to move the appointment.

Move the appointment to another day

  1. At step 2, tap the calendar icon and then select the new date.

  2. Select the time to which you want to move the appointment.

Change the provider

At step 2, select the provider to whom you want to move the appointment.

Change the duration of the appointment

At step 2, in the Duration column, select the duration.

Change the guest details

  1. Tap the Edit icon next to the guest's name.

  2. In the guest panel, select Modify.

  3. Enter the guest details, and then select Modify.

Add a service to an appointment

At step 2, in the Service column, select the service.

Remove a service from an appointment

Tap the Delete appointment icon next to the service.

Modify appointments

Change appointment statuses

  1. Access Appointments from the menu.

  2. On the Appointments tab, tap the appointment for which you want to change the status.

  3. Select the applicable status:

    Status

    Description

    Confirm

    When your guest confirms an appointment

    Check in

    When your guest arrives to take the service

    Cancel

    When your guest cancels an appointment.

    Note

    • You must select a reason and add a comment

    • When you cancel an appointment, the appointment is removed from the appointment book.

    • If your organization enforces a cancellation fee, you must inform the guest that cancellation charges may apply.

    No Show

    When your guest does not show up for a booked appointment

    Note

    • You must select a reason and add a comment

    • When you select No Show for an appointment, the appointment is removed from the appointment book.

    • If your organization enforces a no-show fee, you must inform the guest that no-show charges may apply.

    Depending on your selection, the color for the appointment changes accordingly.

    Appointment status

    Screenshot

    Appointment Booked (New, Tentative):

    Orange

    Appointment Confirmed:

    Light green

    Appointment Time Elapsed:

    Purple

    Guest Checked in:

    Yellow

    Appointment Started:

    Soft yellow

    Appointment Completed:

    Green

    Appointment Closed:

    Light blue

    Pending actions on the appointment (such as feedback pending):

    Red

Add service add-ons

  1. Tap the appointment.

  2. Below the service with an add-on, tap +Add-ons.

  3. Tap Add.

  4. Tap Done.

Upsell retail items during an appointment

  1. Open the Appointment Details section.

  2. In the Upsell other items box, tap Add items.

  3. Sell the item.

Adjust service duration

  1. Tap the appointment.

  2. Next to the service, tap the Modify icon.

  3. Change the duration.

  4. Tap Save.

Fill intake form

  1. Tap the appointment, and then tap the form that needs to be filled.

  2. To turn on the guest mode, tap the ‘Lock’ icon on the top right corner of the screen.

    Note

    Enable this lock before handing over the device to the guest so that they can fill the form. This lock ensures that guests cannot access anything apart from the intake form in the app.

  3. Ensure the guest fills in the details in the form as per requirement.

  4. Tap Submit.

    Note

    If you minimize or toggle the screen, an alert message appears, prompting you to submit or save the changes to avoid loss of data.

    To see the list of guest intake and service intake forms for a guest, on the Guest Details screen, tap the Forms Unified View tab.

Explore the new Appointment Book on Zenoti Mobile

The new Appointment Book on Zenoti Mobile comes with a sleek and modern interface, refined fonts, and a palette of cool-toned colors.

The interface has clean layouts, workflows, and navigation options, making it easier to complete common tasks and reduce the need for assistance.

Note: Coming Soon!

The Point of Sale on Zenoti Mobile will be updated on similar lines with the new Appointment Book design.

You will have the choice to switch to the new Appointment Book interface at the centre level and Zenoti Mobile settings or continue to work with the default Appointment Book.

What's changed

  • Tap an appointment to see a list of related actions, such as, modify or rebook an appointment, take payment, add invoice to a group bill, fill forms, etc.

  • An improved group booking interface to make the process smoother and faster!

  • An improved interface to book parallel services with a notification header specifying which services have been booked in an appointment.

  • View Today’s Summary; daily stats for the number of guests, appointments, open appointments and the total value of services in the calendar view.

Let’s explore the improvements in detail:

Improvement

Before

After

Login Screen

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The new login page looks sleek and compact, enhanced to create an easy and no fuss log-in experience for the users.

Navigation Panel

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The navigation panel on the left will allow you to navigate to different sections on Zenoti Mobile, check in for the day and log out from the application.

  • Tap the menu icon on the left to expand or scale down the navigation panel.

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  • The navigation panel has upgraded icons for:

    • Appointments

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  • Point of Sale

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  • Dashboard

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  • Settings

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List View

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We designed the list view to let you see all the important information about the guest in one place. You can see the icons upfront, without going into the appointment details. Other information such as guest contact information, booking details, service status, appointment colors, guest notes, sort/filter, and the option to switch between list view and calendar view, are visible and clearly placed within a compact design.

Calendar View

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The calendar view has some changes. Here you can book and move appointments around with a few simple steps. The front-desk staff can use the calendar view to quickly change the status of appointments, see which therapists are available, collect payments, print receipts and get a gist of how the workday looks.

Context Menu

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The context menu has an in-built intelligence and makes navigation easy for the front-desk staff.

Tap an appointment in the calendar view to open the context menu to take actions related to the appointment. The options you see on the menu for a new appointment and or a completed appointment vary and are indicative of the next steps.

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You can take the following actions via the context menu:

  1. Access guest profile.

  2. View guest information - guest name, contact information, and guest indicators. Here you can also view the loyalty tier icon that lets you know if the guest is a part of a loyalty program.

  3. View service details – service name, start and end time, therapist name.

  4. Change appointment status – Check-in, Start, Complete, Undo Confirm, Cancel, No Show.

  5. Modify the appointment.

  6. More related appointment options – rebook the appointment.

  7. View more details of the appointment - notes, virtual appointment details.

  8. Take payment – this launches the Point of Sale. If the payment for an appointment is complete, this button will change to Show Invoice and allow you to view the closed invoice.

  9. Add the invoice to a group bill.

  10. Open forms.

Filters

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The filters option allows you to filter appointments by status, therapist, virtual appointment details and view block out time for therapists.

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Today's Summary

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Tap the arrow at the bottom of the calendar view to expand Today’s summary. The summary shows you the number of total guests, total appointments, open appointments, the total value of services sold in the day.

Group Booking

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We have simplified the Group Booking process to give the user and the guests an optimum booking experience and reduced wait time.

The front-desk staff can navigate swiftly between the group members with a simple tap to see all their visible tags, history, notes, and profile. They can also customize add-ons as per each guest’s requests, enter notes, add virtual appointments, change the status of services, and collect payments.

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Guest Search

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The new guest search is clean, intuitive, and easy to use with the most frequent actions available upfront based on the status of the guest’s appointment.

Booking Wizard

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The desktop version of the booking wizard will replace the default booking page on Zenoti Mobile. You can use the Booking Wizard to:

  • Book services/day packages for a single guest or a group of up to six guests

  • Book services for couples

  • Book a service in bulk for more than six guests

  • Book services in a particular order

  • Book surprise visits

  • Book an appointment with time gaps between services

FAQ

1. How can I switch to the new Appointment Book on Zenoti Mobile? 

You can switch to the new Appointment Book by changing the center-level setting and Zenoti Mobile settings. You have the option to opt-in for both the new Appointment Book and Point of Sale V2 separately.

To enable the new Appointment Book on Zenoti Mobile

  1. Open Zenoti Mobile app on your tablet.

  2. Go to Settings.

  3. Tap Zenoti Mobile V2.

  4. Select Appointment.

Note: If you enable the new Appointment Book, the Point of Sale will be automatically enabled for your center and it cannot be unselected.

2. Can businesses using Zenoti Mobile V1 choose to switch to the new Appointment Book? No, a center will have to switch to Zenoti Mobile V2 to opt-in for both the new Appointment Book and Point of Sale V2.

3. Will users have to update to a new version of Zenoti Mobile application to get the changes? Yes, an update to the latest Zenoti Mobile app version is required to see the changes.

4. Can a center use redesigned Point of Sale without the new Appointment Book interface as they currently do today? Yes, existing users of Zenoti Mobile V2 can continue to use only the redesigned Point of Sale. It is not mandatory for them to use the new appointment book.

In this section: