A: Workspaces are 'virtual spaces' which are dedicated to a service or a group of services. Let's say you have a salon chain which is spread across various cities like New York City, Austin, Los Angeles, and so on. Each city can be considered a workspace, and all the salon centres in New York City can be grouped in a workspace called "New York". All services belonging to a particular workspace will have the same set of settings. For example - notifications, policies, cancelations, rescheduling, booking page settings, and so on, will apply to all your salon services which you group in the "New York" workspace.
A: Yes. This can be achieved in the following ways:
- From the home page:
Click the + icon and select Appointment.
On the next screen, enter appointment details, and click "Add Appointment".
- You can create appointments from the day view on the customer's behalf. This can be done by clicking on the time slot corresponding to the required staff.
Let's say a customer calls in asking for an appointment on Nov 1st at 12 pm. To add this booking, click on the 12:00 pm time slot.
- On the New Appointment page, enter the details, then click Add Appointment.
- Week View
Navigate to the required week using the arrows.
The staff or resource cell can be expanded for time-based view.
From here, you can take appointments offline and mark them in the calendar. For example, when customers call up or send an email requesting an appointment, you can create appointments from the calendar view on the customer's behalf. This can be done by clicking on the time slot corresponding to the required staff.
Let's say a customer calls in asking for an appointment on Nov 1st at 10 am. To add this booking, click on the 10:00 am time slot.
On the New Appointment page, enter the details and click Add Appointment.
- Month View
Navigate to the required month using the arrows.
- The three-dotted icon will give you options to add a new appointment for that day.
A: Timezone can be changed only by the Zoho Bookings team on request. Please contact us at support@zohobookings.com
A: Currency can be changed only by the Zoho Bookings team on request. Please contact us at support@zohobookings.com
A: Admins have complete authority over the business details, bookings, and integrations. They can access all elements under "Manage Business" and edit the information. Managers can access business information and add and reschedule bookings for all staff members. Staff can add and reschedule their own bookings.
Permission levels for various features
Feature |
Admin |
Manager |
Staff |
Calendar |
Can view calendars based on all entities |
Can view calendars based on all entities |
Can view calendar based only on their bookings |
Reports |
Can create |
Can create |
Cannot create nor access |
My Profile - General Information |
Can edit everything except Email Address, Role, and Status |
Can edit everything except Email Address, Role, DOB, and Status |
Can edit everything except Email Address, Role, and Status |
My Profile - Working Hours |
Can customize their working hours |
Cannot customize their working hours |
Cannot customize their working hours |
My Profile - Staff Booking URL |
Can customize their "Staff booking URL" |
Cannot customize their "Staff booking URL" |
Cannot customize their "Staff booking URL" |
Manage Business - Basic Setup |
Read and Write |
Read Only Exceptions:
|
No access |
Manage Business - Integration |
Read and Write |
No Access |
No Access |
Quick Add |
All entities |
Appointments, Break and Block Time, Special Working Hours, and Customers |
Appointments, Break and Block Time, Special Working Hours, and Customers |
A: The different types of booking urls are:
How the booking pages differ
Check Customize working hours to set working hours for the staff that are different from the usual working hours.
On the "Edit Working Hours" page, set the new working hours, then click Save.
- The customized working hours will be displayed, which can be edited again if required.
To add special working hours—for example weekend working hours — click ADD.
On the next screen, enable "All-day availability" and select the From and To dates, or disable "All-day Availability" and select the From and To date/times. Enabling "All-day availability" will release all time slots for the entire day of the selected dates. Click Save.
The hours added by you will be listed and can be edited or deleted if required.
To block slots or to add Time Off hours for the selected staff, click Add.
"Time Off" lets you specify the From and To dates. "Block Time" is to specify a single date. Enable "All-day Unavailability" and select the From and To dates, or disable "All-day Unavailability" and select the From and To date-times. Enabling "All-day Unavailability" will block all time slots for the entire day of the selected dates. Click Save.
The hours added by you will be listed and can be edited or deleted if required.
A: No. The in-product notifications can be deleted only by the Zoho Bookings team on request. Please contact us at support@zohobookings.com
A: Yes, 50 for single line fields (example - Name field). And 2000 for multi line fields (example - Description field).
A: Zoho Bookings follows a single org structure. Which means, at any given point, an individual can create or be a part of only one Bookings account.
A: No. The services of the disabled workspace will only be disabled. When you re-activate the workspace, the services are required to be re-activated manually.
A: One-on-one services and Resource services can have multiple staff members associated to them. However, while creating an appointment, only one of the associated staff members will be assigned. Group Booking services can only have one staff member associated to it.
A: Currently, both these variables carry the same value.
A: The timezone in which the customer makes the booking.
A: "Booking start time" carries the appointment start time value in customer's time zone. "Appointment start time" carries the appointment start time value in the business time zone.
A: The supported file types are jpg, jpeg, png, gif. The maximum size can be 5 MB.
A: A workspace with upcoming appointments cannot be deleted. However, it can be marked as inactive to stop further bookings. Once the appointments are finished (marked completed or canceled), the workspace can be deleted.
A: Five minutes.
A: The product labels depend on the type of the business selected while creating the account. Click here to check the different industries and the labels applicable to their accounts.
A: Change the status of the concerned Staff member to "Inactive". This can be done in the staff properties page.
A: The following payment gateways are available as connections in Zoho Bookings:
A: Yes, this can be achieved using the following steps:
A: Staff members for whom the calendar has been enabled can visit Manage Calendars under My Profile in their accounts to authorize and sync the enabled calendars.
A: Sync frequency of various calendars are as follows:
- Google Calendar - Synced instantly
- Zoho Calendar - Every hour
Zoho CRM Calendar - Synced instantly if plugin is installed. Otherwise, synced every hour.
Manual syncing: At any given time, you can click the Sync button (My Profile > Manage Calendars > Sync) to re-sync your latest appointments.
A: The reschedule and cancel options will appear according to the the time period set in Cancellations and Reschedules section. It is possible the time period for canceling or rescheduling the appointment has passed.
A: Deleting customers will delete their appointments from the calendar view. Please note that all details of the appointments of the customer will also be deleted from your account.
A: Yes. The themes set for a workspace will apply to services belonging only to that workspace. Each workspace has their own set of settings, including 'themes' settings.
If you have multiple workspaces or services, a pop up will appear with the links to all your workspace and service booking pages.
- Click Copy to copy the URL of your booking page, or click Go To to be taken to your booking page.
Use the More icon to customize your booking page URL or to get an embed code for the page.
- Click My Profile on the top panel of Zoho Bookings.
Use the icons on the left to Copy or Go To your booking page.
- Click Services on the top panel and select a service.
Use the icons on the left to Copy or Go To your booking page.
- Click Manage Business in the top menu bar.
- Click Workspaces in the left panel and select the workspace that has the booking page you want to embed.
- Click on Embed As Widget.
Copy the embed code and paste in on your website to embed it.
- Click the Manage Business icon on the top right corner and then click Customers.
Click the Add icon to add a customer.
Note: Alternatively, you can use the shortcut by clicking the Add icon in the top menu bar and choosing Customer.
- Click My Reports in the menu bar of Zoho Bookings.
- Click Get Started to create your first report.
- Click the Add icon to create subsequent reports.
- Choose a type of report and add additional filters to create your report.
Click the Save icon to save your report.
Click the Edit icon to rename your report.
Report type can be either Revenue or Number of Bookings.
- If you choose Revenue, you can choose to filter it based on Appointment Type, Staff, or Service.
- If you choose Number of Bookings, you can filter it based on Appointment Type, Status, Staff, or Service.
- You can select a date range for the report. Default ranges include Year, Month, and Week, but you can define a custom range as well.
Sharing your reports
- Click the Manage Business icon on the top right corner and then click Reports to access reports you've created.
- Click the report you want to share from the list on your left.
- Click the Share icon
Choose who you want to share your report with.
- Click Calendar in the top menu bar of Zoho Bookings. By default, you'll see the current day's view. You can change to weekly and monthly views as well.
- Click on the Filter icon
- Use the Staff and Resources tabs to define whose schedules you want to see.
- Check or uncheck the boxes next to a staff member's or resource's name to show or hide their schedule.
- Click Apply Filter to save your preferences.
Note: Only admins will have access to view schedules of staff and resources.
- Click on the Talk to us on the bottom-right corner.
Type in your message in the pop-up box and submit. Also, you can always write to support@zohobookings.com.
You can allow edit access to the Bookings support team to debug your Bookings account and check the issue. This will help them resolve your query sooner.
Click Help on the bottom right corner of Zoho Bookings.
Select Support in the bottom-right corner of the help widget that appears.
Click Edit Access in the top-right corner of the help widget.
Click the Enable Access button. Learn more.
After the issue is resolved, you can revoke the access that you have granted by clicking the Revoke button, which will be located at the same area as the Enable Access button.
A: Shortcut: Click the Settings icon on your calendar view to change the interval time.
- Click Manage Business in the top menu bar.
- Click on Workspaces and select a workspace you want to change time the interval for.
- Click Policies & Preferences.
- Click the Edit icon next to Scheduling Interval to set your new interval.
A: By default, any customer scheduling a service on your page can choose a staff they prefer. To enable or disable that option,
- Click Manage Business icon the top menu bar of Zoho Bookings.
- Click Workspaces and select the workspace you want to change preferences for.
- Click Policies & Preferences.
Toggle the slider to Enabled option to let customers choose their staff.
A: When Customers opt for Auto-assign Staff in the Booking Page or when the option 'Let Customers Select Staff' is not chosen (unchecked) in the Policies & Preferences section, appointments are equally distributed among Staff based on their previous bookings for the day.
Let's assume that there are 3 staff - Kay, Lay and May and they all have 5 open slots each every day.
Following is the assignment of Staff for incoming appointments during various scenarios based on Staff availability:
- If all 3 Staff have no appointments. then an incoming appointment will be assigned to a random Staff.
- If all 3 Staff have an equal number of appointments (say 3 each), then an incoming appointment will be assigned to a random Staff.
- If only Kay has an appointment, then an incoming appointment will be assigned to either Lay or May.
- If Kay and Lay have an appointment (or equal number of appointments each), then an incoming appointment will be assigned to May.
If Staff have an unequal number of appointments among them, say – Kay 3, Lay 4 and May 1, then an incoming appointment will be assigned to the Staff with the least number of appointments (May in this case).
A: New customers are created only if they have a unique email address or unique phone number. If either of the email address or phone number are not unique, they are treated as an existing customer and no new customer record is created.
I. Handling duplicates while adding a new customer
1. Customer has an email address
a. The email address of the customer is validated for uniqueness against the email addresses of existing customers.
b. If there is a matching email address, then a new customer record is not created.
c. If there is no matching email address, then a new customer record is created.
2. Customer has a phone number (email address is not available)
a. The phone number of the customer is validated for uniqueness against the phone numbers of existing customers.
b. If there is a matching phone number, then a new customer record is not created.
c. If there is no matching phone number, then a new customer record is created.
II. Handling existing duplicate customer records
If there are duplicate records (matched by email address or phone number as described in 1 & 2) in your customer list, a side bar appears (on the bottom right), once you land on the Customers tab. It prompts you to merge duplicate records. Click Merge Duplicates and you will be guided through the merge process.
A: Staff time zone changes are instantaneous for users who have signed up after May 2020. It takes a maximum of 5 minutes to effect the change in staff time zone for users who signed-up before May 2020, due to a technical limitation. But subsequent staff time zone changes will be instantaneous.
Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.
If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.
You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.