Enabling Zenoti Alerts

 

What are Alerts?

Alerts are a feature that enable the system to send you an SMS or Email when a specific, critical task was not completed or accomplished. For example, you may want to be alerted to a low volume of appointments being closed by the end of day. This could be a sign of malpractice, or an indication that a specific center requires attention.

Alerts are useful for organizations with multiple centers.  The following list details each alert.

  • Appointments – Created: Sends an alert if the appointments created in a center for the day do not reach a minimum, specified number.
  • Appointments – Deleted: Sends an alert if the appointments deleted in a center for the day exceed a maximum, specified number.
  • Invoices - Created: Send an alert if invoices (created through Point of Sale) created in a center for the day do not reach a minimum, specified number. Note that invoice can be created for an appointment, product, package, membership, or product.
  • Invoices - Deleted: Send an alert if invoices (created through Point of Sale) deleted in a center for the day exceed a maximum, specified number. Note that invoice can be created for an appointment, product, package, membership, or product.
  • Invoices – Open:  Sends an alert if the number of open appointments in a center for the day is more than a maximum, specified number.
  • Register Closure – Pending: Sends an alert if the register has not been closed in a center for the day.
  • Register Closures – Pending (for org): Sends an alert with a list of all centers where the register has not been closed for the day.  This is an organization level alert.
  • Cash adjustment exceeds limit – Sends an organization and center level alert when the cash adjustment during end of day closing exceeds a certain amount.  

  • Employee – Attendance: Sends an alert if an employee at a center is absent for more than a specified number of days. An employee is considered as 'Absent' if the employee's attendance is not recorded in Zenoti for the day.
  • Guest – Outstanding Balance: Sends an alert if a guest’s outstanding  balance (across all centers) is more than a maximum, specified number.
  • Center SMS balance: Sends an alert if the center SMS balance falls below the specified number.
  • Center email balance: Sends an alert if the center email balance falls below the specified number.
  • Organization SMS balance: Sends an alert if the organization SMS balance falls below the specified number.
  • Organization email balance: Sends an alert if the organization email balance falls below the specified number.
  • Always on balance is low (organization): Sends an alert if Always On balance at the organization level falls below a certain level.

  • Always on balance is low (center): Sends an alert if Always On balance at the center level falls below a certain leve.

  • Service Request Not Responded: Sends an alert if a service request received through a customer application user is not responded within the specified time limit.
  • Products - Alert level: Sends an alert if the product quantity falls below the alert level specified in the product page.
  • Products - Order level: Sends an alert if the product quantity falls below the order level specified in the product page.
  • Products - Retail Quantity: Sends an alert if the retail product's floor quantity is less than zero in a particular center.
  • Products - Consumable Quantity: Sends an alert if the consumable product's floor quantity is less than zero in a particular center.

How to Enable Alerts in the System?

Before activating various alerts, you need to enable the alerts feature for the organization. To do this, perform the following steps:

  1. Ensure that you are at the Organization level.
  2. On the Main menu, click the Admin tab.
    The Admin Dashboard appears.
  3. On the Admin Dashboard, click Organization >Organizations.
    The Edit Organization window opens.

  4. Click Settings > General, and then select the Enable Alerts check box.

 

After alerts are enabled for the organization, you can activate various alerts. To activate and define alerts, perform the following steps:

  1. Ensure that you are at the Organization level.
  2. On the Main menu, click the Admin tab.
    The Admin Dashboard appears.
  3. On the Admin Dashboard, click Organization >Organizations.
    The Edit Organization window opens.

  4. Click the Alerts tab. (Note: The Alert tab appears only if the Enable Alerts check box is selected in the Organization's Settings tab)
  5. Set the toggle switch to ON for the alerts you wish to activate and click Save.
    • To define the rule appropriate for the alert, click the Edit link next to the alert.
    • Select how the alert should be sent, either SMS or Email.
    • Select the user or role that should receive the alert.
    • Click Add. You can add multiple rules.

If you wish to define varying rules for each center, you can override the Organization level alert definition at the center level. To override alerts at the center level, perform the following steps:

  1. Ensure that you are at the Organization level.
  2. On the Main menu, click the Admin tab.
    The Admin Dashboard appears.
  3. On the Admin Dashboard, click Organization >Centers. 
    The Manage Centers window opens.
  4. Under the Names column, click the center name that you wish to edit the rule information.
    The Edit Center window opens.
  5. Click Edit next to the alert that you wish to override.
  6. Select the Override default organization settings for this center checkbox to override the alert definition.

  7. Update the rule information and click Save. Rules that you have defined at the center level will override any settings at the Organization level.
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