Modifying Center Settings and Properties

 

What is a 'Center' in Zenoti?

A 'center' in Zenoti represents your salon\spa\clinic. Each organization in Zenoti is set up with at least one center. If your organization or company has multiple centers, multiple centers will be created in Zenoti for your organization. Only a Zenoti administrator can create or delete centers. You can edit a center's settings.

How can I edit a Center's Properties and Settings?

To edit an existing center, perform the following steps:

  1. In the Admin tab, click the Centers link.

  • A list of all centers created for your organization is shown. You can export the list of the centers to Excel, CSV, or PDF by clicking on the appropriate export icon.
  • Click the name of the center you wish to modify. If you wish to add a new center, contact the Zenoti team.



    • Notice that on the right pane, the Text Message and Email balance for the center is shown. This represents the SMS and Email credits at the center level. SMS and Email credits can be bought for the organization or for each center separately. Centers can use SMS and Emails credits from the from organization balance.

 

In the GENERAL tab, update the following fields:

      • Organization, and Center name: Cannot be updated. Reach out to the Zenoti team if you wish to make any changes to these fields.
      • Company Name: Enter a company name for the center, if required.
      • Address 1, Address 2, City, Country, State, Pin code.
      • Phone 1, Phone 2: Enter center phone number. Once the center phone number is added on this page, the center phone number will be printed on every guest receipt.
      • Email ID: Enter an email address for the center.
      • Timezone: Select the timezone for the center from the drop-down list. You cannot change the timezone once you select it.
      • Locale: Choose language settings for the center from the drop-down list.
      • Currency: Choose the currency settings for the center from the drop-down list. Prices will be shown in the selected currency.
      • Target Revenue: Choose the target revenue for the center per month.
      • Incentive: Define a center level incentive or commission for all employees who join this center. Also enter a validity, if required.
      • License edition: Cannot be updated and is controlled by the Zenoti team.
      • Service tax #: Enter the service tax number for the center. Once entered, this will be printed on every guest receipt.
      • CST #: Enter the CST number for the center. Once entered, this will be printed on every guest receipt.
      • TIN #: Enter the TIN number for the center. Once entered, this will be printed on every guest receipt.
      • TOT #: Enter the TOT number for the center. Once entered, this will be printed on every guest receipt.
      • VAT #: Enter the VAT number for the center. Once entered, this will be printed on every guest receipt.
      • Receipt prefix: Enter a prefix for receipt number.
      • Hotel: Select this field if your spa\salon\clinic is operated from within a hotel. Upon selecting this setting, some additional fields such as 'Room number' will be displayed on the appointment book when booking an appointment.
      • Start Date: Enter the start date for this center.
      • Go live Date: This field is editable by only Zenoti administrator.
      • Payable: This field is editable by only Zenoti administrator.
      • Click Save.

In the HOURS tab define the following:

  • Start time of the center for each of the days in a week. The appointment book will reflect the start time of the center, to enable front office to book appointments in this window. 
  • End time of the center for each of the days in a week. The appointment book will reflect the end time of the center, to enable front office to book appointments in this window.  
  • Start Off-peak time for the center: Off-peak if usually when the center receives fewer clients. The remaining time of the center will be considered as the peak time. These settings come into play when defining membership benefits based on peak hour discount and off peak hour discount. To know more about creating membership benefits, read the article Creating a Membership. Enter the start time for off-peak.
  • End Off-peak time for the center: Enter the end time for off-peak.
  • Enter any closed days or holidays for the center by clicking on the Add New button. The system will assume that none of the employees are working on the closed days when computing attendance.
  • Click Save.

 

In the TAX GROUPS tab you can define the following:

  • A list of default tax groups defined for your organization will be displayed and you can choose if they will be applicable on  Memberships, Products, Services, GiftCards, Inventory, Packages, Transfer Orders and Purchase Orders. Once applied, default taxes on these items will be computed based on settings selected here. For example if you select the “Service Tax” checkbox under “Services”, this particular tax will appear when a service is being created or modified at the organization level and can be applied to a center. To use additional tax groups for any of the above mentioned items they will first have to be configured at the organization level and enabled for various centers. In the case of gift cards only a single tax group can be selected when creating them.

Note: You can configure new tax groups using the Tax Groups link in the Admin mode at the organization level and select which center they apply to. To know more about how to create tax groups, read the article Creating Tax Groups.

Click the TARGETS tab to define center level targets for the month for each items' sale and revenue. The center level Admin dashboard will show the actual sales and revenue of the center with respect to these targets.

Click the SETTINGS tab to update various center level settings. Settings on this page are grouped by sections. Expand or collapse a particular section to view and edit the settings in that section. The following settings are available on this page:

    • General Section:
      • Enable Prescription: Select this check box if you want to 
      • Enable Alerts: Choose this setting if you wish the center to use the alerts defined at the organization level. To know more about alerts, read the article Enabling Zenoti Alerts.
      • Sales owner: Choose a default sales owner to whom auto renewal of membership opportunities will be assigned. Refer to the article Automatically Create An Opportunity For Membership Renewals.
      • Email Sender Name: Enter the from name to be used in all emails sent from your center. This name will show up in emails you send from your center using your Zenoti account.
      • Operations Start Date: The date from which the center becomes operational.
      • Center Area: Enter the area of your center in square feet.

    • Appointment Book Section:
      • Enable guest search across centers: Select this setting if you want to give front desk staff at your center access to other centers’ client data.

      • Allow guest search across centers by default: Select this setting if you want the search across centers checkbox to be selected by default in the appointment book. 

      • Auto-suggest services names: Choose this setting to show up a services drop-down list as you type the service name when creating an appointment. Based on what you enter in the Services text box, the system would show you matching records of services to choose from. You also need to enable this setting at the organization level from the Organization > Settings page. To know more about how to do this, read the article Modifying Organization Settings and Properties.
      • Auto fill packages: Choose this setting to show up a packages drop-down list as you type the package name when creating an appointment.
      • Auto fill memberships: Select this setting to show up a membership names drop-down list as you type the membership name when creating an appointment.
      • Enforce entry of mandatory service custom data fields before payment: Select this if you want to make it mandatory to fill the custom data field before accepting payment.
      • Therapist Display Order: Select the option using which you would display therapists. 
      • Enable zoom: 
      • Enforce room selection for every service: Select this if you want to reserve a room for every service.
      • Increase appointment block size: Select this if you want to increase the size of the appointment block as it appears in the appointment book. Increasing the size helps in accomodating more details of the appointment.
      • In The Items To Display On The Appointment Block Section, select no more than 4 items that will be shown in appointment block:

Service name: Displays the service name for which the particular appointment has been scheduled

First name: Displays the first name of the guest.

Last name: Displays the last name of the guest

Phone number: Displays the guest’s phone number

Code: Displays the guest’s code

Room: Displays the name of the room in which the appointment will take place

Start time: Displays the appointment start time

End time: Displays the appointment end time

Check in time: Displays the time when the guest checked in

Receipt no: Displays the receipt number

# of services in apt: Displays the number of services included in the appointment

Created by: Displays the name of the person who created the appointment.

Notes: Displays the notes created for the current appointment

Previous visits: Displays the number of previous visits

      • In the Items To Display in The Appointment Block's Tool Tip Section:

The same items in the appointment block section given above are also present here and when selected they show up in the tool tip. However, there are no limitations on the number of items to select in this section.

      • Override booking restrictions: Select this check box if you want booking restrictions around therapist preference, therapist availability and room availability to be overridden when booking appointments. This is useful when you have a lot of walk-in appointments and you need to create appointments for your records while ignoring conflicts.

      • Allow register closure with open invoices: Select this setting if you want to allow the register to be closed for the day while there are open invoices.  Then in the Consider open invoices of field select if you want All invoices to be considered or those related to Services only.
        Note: By default this setting is selected and you can close the register for the day with open invoices present. To learn how to do this check the article titled Close payments at end of day. If this option is not selected, invoices have to be closed and revenue recorded before the end of day register closure.  Enabling the All invoices setting allows for invoices pertaining to services, products, memberships, packages and gift cards to remain open.   However, for example if you have frequent cases of partially paid invoices for packages, you can choose the Services only radio button. Then only services related invoices will have to be closed while invoices related to packages can remain open.

      • Block payment when check-in is not done: Select this check box if you want to make it mandatory for the guest to check in before you take payment.

 

    • Inventory Section:
      • Act as Vendor: Select this setting if this center will act as a vendor to other centers, such that other centers can raise purchase orders to this center.
      • Cannot raise purchase: Choose this setting if this center is not allowed to raise purchase orders to vendors.
      • Cannot raise transfer: Choose this setting if this center is not allowed to raise transfer orders to other centers.
      • Enable Auto Check out for Transfers: This setting first needs to be enabled at the Organization level and then for each center. If you enable this setting, if the desired quantity of product is not available on floor for transfer, products will automatically be checked out by the system from store to floor to enable product transfers to other centers.
      • Enable Auto Checkouts for Product Sales: This setting first needs to be enabled at the Organization level and then for each center. If you enable this setting, if the desired quantity of Retail product is not available on floor for product sales, the required quantity of Retail products will automatically be checked out by the system from store to floor to enable product sales.
      • Enable Auto Checkouts for Consumable Product Consumption: This setting first needs to be enabled at the Organization level and then for each center. If you enable this setting, if the desired quantity of product is not available on floor for consumption, products will automatically be checked out by the system from store to floor to enable product consumption.
      • Default Warehouse Centers for Creating Transfer Order: In this section use the drop down box in the Retail field and select a center, then use the drop down box in the Consumable field and select a center.

      • Use default warehouse centers for Transfer Orders: Choose this checkbox if you want transfer orders to be created against default centers only.  If this is not selected transfer orders can be created against any available warehouse center.

      • Note: After you have chosen which center is the default choice for Consumable and Retail products you can select the Use default warehouse centers for Transfer Orders checkbox but it is not mandatory. If you do select it the user will only be able raise transfer orders against these centers and they cannot choose a center. Even when copying the transfer order the user will only be able select from among the two default centers. Center level settings for restricting the creation of transfer orders to default centers is given to the OWNER, and once this checkbox is selected the default center can only be modified by the OWNER.
      • Default Vendors for Creating Purchase Order: In this section use the drop down box in the Retail field and select a vendor, then use the drop down box in the Consumable field and select a vendor.

      • Use Default vendors for Purchase Orders: Choose this checkbox, if you want purchase orders to be created against default vendors only.  If this is not selected purchase orders can be created against any available vendor. 

        Note: After you have chosen which center is the default choice for Consumable and Retail products you can select the Use default vendors for Purchase Orders checkbox but it is not mandatory. If you do select it the user will only be able raise purchase orders against these vendors and they cannot choose a vendor. Even when copying the purchase order the user will only be able select from among the two default vendors. Center level settings for restricting the creation of purchase orders to default vendors is given to the OWNER, and once this checkbox is selected the default vendor can only be modified by the OWNER.

      • Checkout prefix: Enter a prefix for checkout reference number in inventory. To know more about check-outs, read the article 'Checking out products'.
      • Conversion prefix: Enter a prefix for conversion reference number in inventory. To know more about conversions, read the article 'Converting products'.
      • Order Footer Text: Enter a default text which will appear in the footer of the order form.
      • Bar-code printer settings: Use either regular for A4 size printing or Label printer settings for using the label bar-code printer.
    • Invoice & Receipt Section:
      • Printer size: Choose the type of printer for printing customer receipts.
      • Regular - A4 Size: Choose this option if you want a regular A4 size receipt printed.  Once you pick this setting you can also choose the Two column receipt in A4 setting to print the A4 receipt in two columns.

      • Receipt Printer:  Choose this option if you want a receipt printed using a standard receipt printer.  Once you pick this setting you can also choose the BIR receipt format.

      • Note: You can select the BIR receipt format if your company is operating out of the Philippines and if you are complying with BIR standards. To check how the BIR receipt can be enabled and used, read the article, Using BIR Receipt Format for additional information.

                receipt printer ordinary.png

 

      • Dot Matrix Printer: Choose this option if you want to print a receipt using a Dot Matrix Printer.

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      • Regular - A5 Size: Choose this option if you want to print a regular A5 size receipt.  

 

            a5_format.png

 

      • Invoice Message: Enter an invoice message which will be printed at the bottom of each guest receipt.
      • Show tax breakup in receipt: When using multiple taxes on the same invoice, such as service tax, service charge, VAT, and so on, you can choose whether you wish to display the total tax on the guest receipt or show the taxes breakup separately. This setting also needs to be enabled at the Organization level. To know more about this, read the article 'Modifying an Organization\P
      • Use pre printed stationery: Check this setting if you wish to use pre-printed stationery to print guest receipts.
      • Mandate OTP for Redemption: This setting needs to be enabled at the Organization level first before enabling it for each center. Choose whether you wish to use OTP feature for this center. To know more about the OTP feature, read the article 'Using OTP Feature'.
      • OTP Override Code: Enter the default OTP override code for this center. This code can be used by the front office to process payments, if the guest fails to provide the OTP code sent to the guest's mobile number. To know more about the OTP feature, read the article 'Using OTP Feature'.
      • Allow splitting of tips checkbox: Select this checkbox to show a “split tip” button in the POS. 
      • Allow prepaid card sale in POS: Choose this checkbox if you want to allow prepaid cards to be sold from your POS. 

    • Tally Section:
      • Tally center name: Enter the name for the tally center for services. To know more about tally integration, read the article 'Tally Integration'.
      • Tally product center: Enter the name for the tally center for products. To know more about tally integration, read the article 'Tally Integration'.
    • Reports section:
      • Select daily reports to be sent by Email: Choose which daily reports need to be sent by Email for this center. Only the reports that you choose here will be sent in the Email for this center.
    • Employee section:
      • Employee check in: Select whether a biometric device will be used to capture employee check in/check outs for this center.
    • Click Save.
  • Click the CATALOG tab to define the following:
    • Expand the Settings folder:

      • Show in Catalog: Choose whether or not you wish to show this center in the webstore and customer mobile application.

      • Center Page Banner (HTML): Enter the HTML code for your center page banner.

      • Show In Location Selector: Unselect this checkbox if you do not want a center to show up in the location picker when a customer navigates to your webstore.

Note: Do this if you have set up a virtual “warehouse” center. However, you will still be able to sell products/memberships/gift cards in that center by selecting those in the Content to Display folder while ensuring that services are only sold in centers that have a “real” location. 

      • Geo Latitude: Enter the geographical latitude coordinates for the center.
      • Geo Longitude: Enter the geographical longitude coordinates for the center.
      • Description: Enter the description which will be shown for this center in the digital catalog for customer mobile application.
      • Click Save.

center_catalog_2.png

  • Expand the Content to Display Folder

center_catalog.png

    • Apply same settings as defined under organization catalog settings: Choose this option if you want to use the same catalog settings defined at the organization level. 

  • In the Menu Bar & Screens section:
    • Services: Choose this option if you want services displayed in a center

    • Memberships: Choose this option if you want memberships displayed in a center

    • Packages: Choose this option if you want packages displayed in a center

    • Gift Cards: Choose this option if you want gift cards displayed in a center

    • Deals: Choose this option if you want deals displayed in a center

    • Home: Choose this option if you want the home icon displayed in a center

    • Products: Choose this option if you want products displayed in a center

Selection of an item in this section means it is available at a center. If for example,  you created a warehouse center you can (unselect show in location selector in the above section so that it won’t be shown in location picker).   However, you can still sell products/memberships/gift cards in that center. Services should only be available in centers that have a “real” location. 

  • Click the ALERTS tab to define the properties for various alerts used in this center. To know more about alerts, read the article 'Enabling Alerts for Zenoti'.
  • Click the Accounting tab.

    • Select the Use organization settings radio button, if you want the accounting settings at the organization level to be used for Navision accounting integration.
    • Note: By default organization settings are enabled for each center and the values inherited from the organization cannot be edited.
    • Select the Use center settings radio button, if you want the accounting settings at the center level to be used.
    • Note: If the center wants to use the organization settings for Navision accounting integration and selects the Use organization settings radio button  duplicate entries will be generated for the center with organization values and these can be modified and saved at the center level.
    • In the MMS Header section you will see the default header used in Zenoti for Navision accounting integration.  Default headers included in this section are, ServiceSales, ProductSales, MembershipSales, PackageSales, GiftCardSales, PrepaidCardSales, ServiceDiscount, ProductDiscount, MembershipDiscount, PackageDiscount, GiftCardDiscount, PrepaidCardDiscount, LPRedemptionDiscount, MembershipRedemptionDiscount, Tips – Cash, Tips – CC, ServiceRefund, ProductRefund,  MembershipRefund, PackageRefund, PrepaidCardRefund, MembershipRedemption, GiftCardRedemption, CashbackRedemption, PackageRedemption, Cash, Check, Giftcards, Membership, Custom, Prepaidcards, Collected Tips – Cash, Collected Tips – CC, Rounding Adjustments, Outstanding Balances, Service COGS, Product COGS, Service Inventory, Product Inventory and Shipping & Handling.

center accounting.png

 

    • In the Description section the description for each of the headers will display.

    • In the Custom Header section the customized header for each field will display.

                        Note: Customers can modify each field and replace the header.

    • In the Custom Code section the customized code for each field will display.

 Note: Customers can modify each code.

    • Click Save

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