How can we help?

You can collaborate with your colleagues without any issues. In fact, it will always be more cost-effective to purchase Zen Agenda services as a team.

The larger the organization, the less you pay for each team member.

→ Can I add more members to my Zen Agenda account?

You can have a free reception account so that the receptionist can easily add appointments for all staff and sync in real-time with all devices you have access to in the organization. Contact us via WhatsApp +40725425083 and we will set up this account quickly.

→ Can I have a reception account?

If you are in the trial period and do not wish to continue, the application will close automatically at the end of the 14 days.

If you want to close it sooner, contact us, and we will close it for you immediately.

If you have a subscription to our service, Zen Agenda can be canceled at any time with 30 days' notice. Contact us for assistance.

→ How do I delete my account?

At Zen Agenda, we keep your data safe and ensure you have complete control over it. All information is encrypted and stored in the cloud, guaranteeing secure access at any time. You have absolute control – your data, your rules.

→ How safe is it to work with Zen Agenda?

Zen Agenda is designed to be a secure scheduling management platform. It uses encryption to protect data, strong authentication for secure access, and complies with privacy regulations such as GDPR in the European Union.

To maintain user data security, the application benefits from regular updates and has backup and recovery procedures in place.

→ Is Zen Agenda secure?

If you don't remember or want to reset the password you use to log in to the app, the app will ask you “Forgot your password?”.

If you click on that message, a password recovery menu will open. You just need to enter your email address, and you will receive a message at your email address with the password reset link.

→ What happens if I forget my password?

The data you enter in Zen Agenda is saved both locally on your device (phone, tablet, or computer) and on our secure cloud servers.

All information is encrypted to ensure the highest level of security and confidentiality, guaranteeing you safe and quick access to your data, no matter where you are.

→ Where are my and my clients' data saved?

Of course! You can do this in two ways:

1. In the last step of a new appointment, in the "Appointment Notes" section.

2. Directly in the existing appointment:

• select the desired appointment ➣ click on the "✎" icon in the bottom right corner ➣ Appointment Notes.

The notes are automatically saved when you edit them.

Here are examples of the most commonly used notes:

"Second meeting in February"

"Punctual client"

"Paid in advance"

"New client"

→ Can I add notes to each appointment?

With the Groups option, you can schedule up to 15 clients at the same time.

First, you need to define them as clients in the app, then name a group and add the group members.

When you make an appointment for that group, you select the Group name, and all members will receive the same message.

Contact us via WhatsApp +40725425083 to register a request to activate this “Groups” feature.

→ Can I schedule an appointment for a group of clients?

By default, no. To avoid overlaps and potential confusion, the system allows only one appointment for each available time slot.

If you have the Groups option enabled, you can schedule multiple people at the same time.

If this feature is not available in your account and you wish to use it, please contact us via WhatsApp +40725425083 to submit a request for activation of the “Groups” feature.

→ Can I schedule multiple people at the same time?

Of course, you can schedule all appointments of a subscription in a single action, without needing to create each appointment separately. This way, the entire set of appointments will be automatically added to the calendar.

• Choose the desired date and time.
• Select the client ➣ Select the subscription ➣ You will see the option "Do you want to repeat the appointment?".

→ Can I schedule all appointments of a subscription at once?

With Zen Agenda, you can benefit from a customized web page, provided for free.

This web page allows clients to make online appointments, having complete information about the services offered, contact details, address, location on Google Maps, representative photos, the logo, and a presentation of the salon or clinic.

Appointment requests can be accepted either automatically or only moderated by you.

→ How can clients be scheduled: automatically or only with my approval?

• Select the appointment you want to reschedule.
• Click the green button that says “Reschedule“.
• Choose the date and time you want to reschedule to. (You need to click)
• The “Reschedule” button will be activated. Click on it!

On the next screen, choose what type of appointment you want to make: “A new one” or “Just move“.

→ How do I reschedule?

It's very simple! If you want to have a free moment in your day, the easiest way is to add an appointment in the time slot you want to occupy.

Add an appointment with “Add Break”:

• Select the field with the desired date and time

• Choose the “Add Break” option

If you want to modify the duration of the break:

• Click on the created break

• Click the “Reschedule” button

• Adjust the interval by dragging the edges of the break (up/down) until it occupies the desired period.

→ How can I add a break to my schedule?

• Select a desired date and tap the screen when you want to start the appointment.
• Tap on “Add”.
• Then, you need to choose the client and continue. You can enter their details, select them directly from your phone book, or choose them from your client history.
• Choose the service. If this is your first time adding an appointment, you will have a few test services available.
• Select the SMS alerts you want to send.
• Then tap “Save”.

Optional:

• You can add a note.
• You can set it to repeat this appointment if desired.

We invite you to explore the month overview of the calendar by accessing the “📆” calendar icon in the top right corner of the screen.

→ How do I add an appointment?

• Select the appointment you want to modify

• Click on the “✎” icon in the bottom right corner

• In the "Services" section, click on the “✎“ icon

• Choose the desired service or services

• Click on “Save".

Then you need to decide if you want to modify the duration of the appointment:

a. Modify: You will change the appointment time to be longer or shorter.

b. Keep: You will maintain the already set time of the appointment.

→ How can I add a service to an existing appointment?

• Select the appointment you want to delete.
• Click the yellow button with the “✎“ icon located in the bottom right corner.
• Click on the trash can icon in the top right corner.
• Confirm that you want to delete it. Click the “Delete“ button.

→ How do I delete an appointment?

• To mark an appointment as "Missed", select the desired appointment, then click on the “✎” icon in the bottom right corner.

• Go to the “Appointment Status” section and select the “Missed” option.

Note:

After marking it as missed, the appointment will not be deleted from the app. It will be moved to the “Missed and Canceled” category, and the time slot will become available for adding a new appointment.

• To view all appointments marked as missed, click on the three dots in the top right corner of the screen and select “Missed and Canceled”.

• To return to the regular list of appointments, follow the same steps and select “Active Appointments”.

→ How can I mark an appointment as missed?

• Select the desired appointment ➣ click on the “✎” icon in the bottom right corner
• In the Subscriptions section, click the "–" button until the number of uses reaches 0.
• A notification will appear informing you that if the number of uses is set to 0, the subscription will no longer be associated with the appointment and no uses will be consumed from it.

→ How do I remove a subscription from an appointment?

1. First, make sure you have set your work schedule.

Main menu “☰” ➣ Employees ➣ Select employee ➣ Working days schedule

2. Main menu “☰” ➣ Settings ➣ Appearance and language settings ➣ Background intensity without schedule. Drag the slider all the way to the right.

3. Return to the menu where you make appointments. The time period without a schedule will appear shaded, dark gray.

The app allows you to make appointments outside of the schedule – in the shaded area – but you will be notified this way.

→ How can I see when I don't have a work schedule?

• Add an appointment for the desired date and time.
• Choose the client   ➣   Service   ➣   SMS Alerts
• You will see the option "Do you want to repeat the appointment?".
• Click on the “✎” icon on the right.
• On the next screen, you can configure the following features:

a. Daily, weekly, monthly, or yearly. When should the appointment repeat?

b. How often should it repeat?

c. How many times should it repeat?

d. On which days should it repeat?

After you have configured, press “Save“.

→ How can I set a recurring appointment?

To access the details of an appointment, select the desired appointment, then click on the “✎” icon in the bottom right corner.

In this section, you can:

1. Manage the appointment status

• Change the appointment status: Confirmed or Unconfirmed.
• Change the attendance status: Scheduled or No-show.
• Confirmed appointments are marked with a green check.

To see the list of No-shows and Canceled appointments:

• Click on the three dots in the top right corner of the screen.
• Select “No-shows and Canceled”.

To return to the normal view, select “Active Appointments”.

2. In the "Payment Status" section, you can:

• Send an SMS with a payment link.
• Show the QR code for payment.
• Copy the payment link.
• Mark the appointment as fully paid, regardless of the payment method used.

3. Add notes

• You can add or modify notes associated with the appointment. Changes are saved automatically.

4. Associate a subscription

• If the client has an active subscription, you can select it for the appointment. In this case, the app will automatically deduct one session from the subscription.

5. Add additional services

• If you need to add extra services to the appointment, click on the pencil icon and select the desired services. These will be associated with the respective appointment.

6. In the "SMS Alerts" section, you can check the status of messages sent to the client:

• Sent – the message has been dispatched.
• Delivered – the message has reached the recipient.
• Failed – the message could not be delivered.
• Unused – the SMS alert has not been activated for that appointment.

→ How can I view the details of an appointment?

The steps are quite intuitive:

1. Choose the desired service or services from the list.

2. Select the professional you wish to book with.

3. Choose the desired available time slot.

4. Enter your name and phone number for verification.

5. Receive an automatic SMS confirmation of your request.

→ What steps should clients follow to make an online appointment?

After the 14-day trial period, if you are satisfied with the app, you can purchase the appropriate subscription directly within the app, depending on the number of employees who will use it. By “employees” we mean the number of calendars/columns used.

The entire process is completed directly in the app, from the Main Menu “☰” ➣ "Subscriptions" section.

→ How do I pay for the app?

On the main page, you will see the current subscription costs. Click here to view pricing

→ How much does the app cost?

If you have a subscription to Zen Agenda, it can be canceled at any time with a simple 30-day notice. Please contact us for this.

If you are in the trial period and do not wish to continue, the application will automatically close at the end of the 14 days.

If you want to close it sooner, contact us and we will close it immediately.

→ How can I cancel my Zen Agenda subscription?

Zen Agenda can be paid online using a debit or credit card.

→ What payment methods do you accept for the Zen Agenda subscription?

Yes, it is possible. If an employee is no longer part of the team, their profile can be updated and assigned to a new employee.

Main menu “☰” ➣ Employees ➣ select the desired employee and change the name as well as the email address associated with the account.

After saving the new email address, the new user will receive an email with a link to set or reset their password, allowing them to log in to the application with their own credentials.

The scheduling history, work schedule, and services associated with the profile are retained. If necessary, the schedule and services can be modified later based on new requirements.

→ Can employees be renamed?

Yes, in Zen Agenda you can create a profile for each client. This is one of the essential features of Zen Agenda and allows you to track and store detailed information about each client.

• Main menu “☰” ➣ Clients ➣ Select client ➣ Client profile
• Click on "See all" > then on “✚” in the top right corner

1. In the "Text and images" section, you can write notes related to the client or the recipe you used for that “work” and you can take photos directly or choose from the gallery.

2. Additionally, you can add complex profiles for the client. The option to sign a GDPR Agreement document, Consent, etc.

• You can create predefined file templates that can be used later for completion and standardization.

This way, you will have a history of each client with the services provided and the time when you did them.

When creating a profile for a client, you can add:

• Basic information such as: name, phone number, email address, date of birth, etc.

• Notes and observations: You can note the client's preferences, allergies, or any other relevant details for the services you provide.

• Images: A “before and after,” or any other relevant image, these can be added directly to the client profile.

→ Can I create a profile for each client?

Your online booking page can be integrated both on social media and on your own website using the provided booking link.

1. Facebook

• Make sure you are using a Facebook Business page, not a personal profile.
• Go to your page and add or edit the action button (Call Us, Contact Us, Book Now, etc.).
• Enter the link to your online booking page in the button field.
• Save the changes.

2. Instagram

• Go to your Instagram profile.
• Tap on "Edit Profile."
• In the "Website" or "Links" section, add the link to your online booking page.
• Save the changes.

3. Your own website:

• Add a button on your site that says "Schedule Now," "Book Now," or similar text.
• Link the button to the provided booking page link.
• Publish the changes on your site.

→ Can I integrate online booking into social media or my website?

Main menu “☰” ➣ Employees ➣ Select employee ➣ Scheduling history

Here you can see all the appointments that this employee has had.

You will have details about:

• Date
• Client name
• Time
• Service name

Appointment status:

• scheduled
• completed
• missed

→ Can I see an employee's scheduling history?

Main menu “☰” ➣ Clients ➣ Select client

Here you can see all the appointments you’ve had with this client.

You will have details about:

• Date
• Employee name
• Time
• Service name

Appointment status:

• scheduled
• completed
• missed

→ Can I see my clients' appointment history?

Of course! The calendar is set up for a daily view, but you can configure your calendar to see the entire week and easily navigate through it with an overview.

To get a weekly view, follow these steps:

• Click on the 3 dots in the top right corner of the screen.
• Select the “Weekly” option.

To view and navigate the calendar with an overview, follow these steps:

• Click on the calendar icon “📆” in the top right corner of the screen.
• You can navigate left or right.
• Select the day or week you want to view.

→ Can I see my schedule for a whole month?

Your schedule, your rules! Add breaks, extra days or hours, and you can even add vacation days.

Zen Agenda allows you to set cyclical schedules. If you schedule one week, that schedule will repeat weekly.

If you schedule two weeks, the first week will have a specific schedule (for example, you work this week), while the second week will have a different schedule (for example, you don't work this week), after which the cycle starts again.

You can do this for up to 4 consecutive weeks. Once the cycle you set ends, the agenda automatically starts over.

See the steps here.

→ Can I set different work schedules for each day of the week?

Absolutely! To sync with Google Calendar, contact us via call or WhatsApp +40725425083. We will provide you with a unique link to complete the synchronization.

The sync works one way, from Zen Agenda to Google Calendar. This means that everything you add in Zen Agenda will appear in Google Calendar, but anything you add directly in Google Calendar will not be visible in Zen Agenda.

→ Can I sync Zen Agenda calendar with Google Calendar?

Main menu “☰” ➣ Reports

In this section, you can check how much time each employee of your organization has worked and how much money they have generated during the selected time period.

You can also export this information to an Excel file to organize it as you wish.

→ Can I view reports and statistics about my business?

Yes, strengthen your team's synergy by configuring Zen Agenda. If you need help, write to us via WhatsApp +40725425083 and we will help you set up everything you need to empower your team to stay synchronized and ready for success!

→ Can we see each other's appointments?

Yes, Zen Agenda provides detailed reports on activities registered in the app. These reports are essential for tracking and analyzing your business performance.

If you want to see reports on each activity performed, follow these steps:

• Access the Main Menu “☰” ➣ Reports
• Select whether you want to see weekly or monthly reports
• Use the arrows to navigate back “❮” or forward “❯“

In the reports, you will find information such as:

• Employee Name: Find out who contributed the most on a specific day or week.

• Service Rendered: This allows you to see which services are the most requested and how often.

• Revenue Generated by a Specific Service: You will see which services bring in the most revenue.

• Total Working Time and Total Revenue Generated by All Employees: An overview of your team's efficiency and productivity.

• Total Number of Appointments and Absences: Provides insight into customer retention and potential areas for improvement.

All this information can be easily exported to Excel to your email address, allowing you to analyze it in detail and share it with your team or other collaborators if necessary.

You can export to Excel using the icon in the top right corner 🙂

→ Do I have reports on activities registered in the app?

• To leave a review, the client must log in to the website using their Google or Facebook account.
• After logging in, they need to click on the arrow next to their profile picture in the top right corner and access the “My Account” section.
• There, they will find the list of appointments made. For the desired appointment, they can give up to 5 stars and add a comment.
• After completing this, they just need to click the “Submit” button to publish the review.

If a review was mistakenly submitted with an incorrect number of stars (for example, one star), it can be modified. The client needs to go back to the respective appointment, select the correct number of stars, and click “Submit” again to update the review.

→ How can clients leave a review after an appointment?

Multi-user Access: Make sure all your colleagues have accounts and appropriate access rights in Zen Agenda.

This will allow them to view and modify schedules, add notes, or communicate with clients. You decide what rights each user will have; for example, you can hide clients' phone numbers.

Calendar Management: Each employee can have their own calendar in Zen Agenda. This way, you can see your colleagues' availability and plan or reschedule meetings accordingly, thanks to the latest technology for device synchronization.

Internal Communication: Although Zen Agenda focuses on managing schedules and client relationships, you can use notes and client history to communicate important information to your colleagues.

For example, if a client has a special request or an allergy, this can be noted so that the entire team is informed.

→ How can I work collaboratively with my colleagues?

Once the services are set up, it will be much easier to add an appointment. Additionally, you will know exactly what the next client/patient is scheduled for, allowing you to prepare accordingly.

If you correctly set the average working time, the app will know how to allocate exactly the time dedicated to the service. This way, subsequent appointments will be added correctly.

If you also set the cost of the service, you will be able to generate accurate reports with the time and earnings in:

• The main menu “☰” ➣ section "Reports".

If everything is set up correctly, you will be able to fully benefit from the dedicated client scheduling webpage, allowing them to choose services and select an available time slot from your schedule.

→ How does setting up services help me?

1. Go to the “☰” Menu ➣ Services and Subscriptions

2. Tap “✚” in the top right corner

3. Select “Add Service”

4. Enter the name, average duration (in minutes), cost (optional), color (optional), and a description (optional).

If you fill in the service description, it will be displayed on your business's website if it is active and configured.

5. Save.

→ How do I add a service in the app?

You can do this in 3 ways:

1. To add multiple services to a category, you need to:

• Access the main menu “☰”    ➣    Services and Subscriptions
• Click “⋮” in the top right corner
• Select “Sort services manually”
• Choose the service you want to move
• Move it up and down using the icon on the right “☰“
• You must place the service under the desired category.

2. To move a single service:

• Access the main menu “☰”    ➣    Services and Subscriptions
• Select the service and click on it
• Click under “Select a category” on the icon “﹀“
• Choose the appropriate category for the service
• Save.

3. When creating new services, you can also add them to an existing category:

• Access the main menu “☰”    ➣    Services and Subscriptions
• Add the desired service by clicking the “✚” button in the top right corner
• Choose “Add service”
• Click under “Select a category” on the icon “﹀“
• Choose the appropriate category for the service
• Add name, average duration, cost (optional), and color (optional)
• Save.

→ How can I add a service to an existing category?

1. Go to the “☰” Menu ➣ Services and Subscriptions

2. Click “✚” in the top right corner

3. Select “Add Subscription”

4. Enter the required details:

• subscription title
• description
• benefits
• subscription price
• duration (in minutes)
• number of included uses
• whether there is an expiration term for the subscription or not
• allow online payment (you need to create a Stripe account from the app)
• terms and conditions

→ How can I add a subscription?

1. Go to the “☰” Menu ➣ Clients

2. You can search for them in the top bar by name or phone number > Select the client

3. At the very bottom in the "Subscriptions" section - click on "View all" (on the right)

4. Click on the "+" in the top right corner

5. Select the desired subscription > Add subscription.

→ How can I allocate a subscription to an existing client?

1. Main menu “☰” ➣ Employees

2. Select your name or the name of the employee for whom you want to configure the services.

3. In the Available Services section, check the services that can be performed by that person.

4. Click Save to confirm the changes.

From now on, the selected services will be associated with the employee and can be used for appointments.

→ How can I assign added services to an employee?

To modify the display interval of appointments in the calendar:

• Click on any hour displayed on the left side of the screen.
• A window will open with the available options for the display interval.
• Select the desired interval: 5 minutes, 10 minutes, 15 minutes, 20 minutes, 30 minutes, or 1 hour.
• Save.

→ How do I change the time interval displayed in the calendar?

Configuring the schedule display is specific to each device.

• Main menu “☰” ➣ Settings ➣ Appearance and Language Settings ➣ Time and Schedule Settings
• Select “Start Time” (This will be the time you always see on the screen as you navigate the app)
• Select “Limit Day From” and “Limit Day To” (Set the start and end times you want to see in the app)
• Save.

→ How do I configure the schedule display in the app?

1. Select the desired date and time, click on "Add", then choose the option "Add class".

2. Choose the desired service.

3. Set:

• the maximum number of participants
• the time slot
• whether you want to notify them or not
• whether you want to repeat the class
• Save.

4. You have added a class. Congratulations! :)

5. Click on the added class > then on the "Details" button and determine if it is:

• open - meaning visible on your website
• private - meaning only you can add participants
• fully booked - you decide when to "close" the class.

6. Add participants to the class/course by clicking on the “+” next to the “Participants” section.

7. For "number of uses" - use this option if the participant wants to bring a guest.

8. After adding participants, you can choose how they will be notified: via SMS and/or Email. Notification options are also available from the menu accessed via the "+" button next to the "Participants" ➣ Group message section.

Email notification is only available for clients who have an email address saved in the app. To add or check a client's email address, go to: Main menu “☰” ➣ Clients → select the client → Email address.

9. When participants arrive at the class, you can check-in each one individually or check in all from the menu accessed via the "+" button next to the "Participants" section, then uncheck those who did not arrive.

10. To delete a participant > click on the 3 dots next to the client > Delete from class.

→ How can I create classes/courses?

You can request advance payment for services by creating a Stripe account within the app.

1. Go to Main Menu “☰” ➣ Settings ➣ Enable card payments

2. You will need your company details, shareholder structure, ID, etc. It’s an international payment processor. Think of it as having an online session with a bank.

3. After you finish the setup, it may take 1-7 days for Stripe to complete their checks and activate your account.

Then, you can go back into the app following the same steps:

• Main Menu > Settings > Advance Payment and you can choose the advance you want to request - globally for all services or differently for each individual service.

4. The most important thing, however, is that you can use this account independently of the website synced with the app.

You will be able to generate payment links that you can send via SMS/WhatsApp or generate QR codes to send or present to clients when they arrive at the salon - card payment.

→ How can I enable advance payment for services?

To have a dedicated page for online appointments, sign up on our website and follow the instructions to create a profile. You have a 14-day free trial with no obligations!

Once registered in the mobile app, follow these 7 steps:

Main menu “☰” ➣ Web Page

1. Create your profile

– Tap the circle and add a photo.

– Enter your website name.

– Check if the company name is correct.

– Add your phone number.

- Tap “Save”.

2. Add a description for your company or business

- Introduce your activity by adding a short description.

- Tap “Continue”.

3. Upload photos of the services offered

– Tap “Save”.

4. Set the desired options for your website

– (here you can see details about each feature)

– Tap “Save”.

5. Locations ➣ tap on “Default Location”

– Enter the name of the place.

– Complete the desired address: City, street, number.

– (As if you were searching on Google Maps)

– Tap “Save”.

6. Set the employees' schedule

– Choose an employee ➣ set the schedule.

– Tap “Save”.

7. Set the services for the employees

– Choose an employee ➣ services ➣ select the services.

– Tap “Save”.

Done! Now you can view your new site.

→ How can I have a dedicated page for online appointments?

• Main menu “☰” ➣ Employees
• Select the employee
• Working days schedule

a. Additional Days: If you want to add extra hours ➣ Add

b. Leave Days: If you want to add time off hours ➣ Add

• Choose “All day” or set the start and end time.
• Select the days you want to add this special schedule to.
• Save.

→ How do I set a special schedule or non-working days?

• Main menu “☰” ➣ Employees
• Select the employee
• Working days schedule
• If you have multiple locations, choose where you want to allocate the schedule
• Choose whether you want a weekly schedule or a multi-week schedule
• Set the schedule and save.

→ How do I set the employee schedule?

You can add information such as:

• a photo of the client
• notes
• email address
• date of birth
• address

If you need additional information specific to your field, let us know and we can set up other custom fields tailored to your business needs.

→ What details can I save for each client?

At the top of the screen, a busy day is indicated by the number of appointments, displayed in white within a red square. Days with available slots are shown in a green/cyan border.

You can customize this feature in:

• Main menu “☰”     ➣    Settings    ➣  Appearance and Language Settings ➣  Time and Schedule Settings

→ Can I see a busy day in the calendar?

• Romanian
• Español
• Magyar
• English

To change the app's language, go to:

• Main menu “☰” ➣ Settings ➣ Appearance and Language Settings

• Choose the language

• Exit “Settings”

→ Can I use the app in another language?

Absolutely! Thanks to technology, you can collaborate with your coworkers or simply have your account on multiple devices to keep everything synchronized in real-time.

If you don't have internet access, you can still enter your appointments in the same way. They will be synchronized across all devices once you reconnect to the internet.

→ Can I use Zen Agenda on multiple devices?

You can contact us directly from the app, either by sending a message or by starting a WhatsApp conversation.

Go to Main Menu “☰” ➣ Help & Support to get in touch with our team.

Our technical support team is available to assist you from Monday to Friday, between 9:00 AM and 5:00 PM.

If you have any questions, don't hesitate to contact us for assistance.

→ How can I receive technical support?

If you do not see your colleagues' calendar, it is because you have a limited access account. Only administrator or receptionist accounts can see the appointments of the entire team. Write to us, and we will help you with the configuration you need! WhatsApp +40725425083. Transform your experience and stay informed!

→ How do I see my colleagues' calendar?

First of all, we hope you never lose your phone!

Your appointments are not lost.

They are saved in the cloud and are always available to you. Even if you lose your phone, simply download the app on another device (phone or computer) and log in with the username and password you chose.

→ If I lose my phone, do I lose my appointments as well?

Zen Agenda can be used on any device that has internet access and a web browser. This includes computers, laptops, mobile phones, and tablets:

• Mac OS
• Windows
• App Store
• Google Play
• AppGallery (Huawei)

Zen Agenda is supported by a technical team that continuously works to make this electronic agenda application the simplest and easiest to use on any device.

Download the latest version for free directly from our official website. Click here

→ Which devices can use Zen Agenda?

You can create an account in just a few seconds by accessing this link and following the steps. The free trial period is without obligations; you do not need to enter a VAT number, bank details, or sign a contract. Enjoy these 14 free days.

→ How do I create my account?

You can start using Zen Agenda for 14 days, with no commitment, just download the app.

Download on mobile devices:

• App Store

• Google Play

• AppGallery

Download on desktop:

• Mac OS

• Windows

It's very easy and quick!

→ How do I start using Zen Agenda?

Zen Agenda offers a wide range of benefits, including:

Automatic appointment reminders to avoid cancellations or rescheduling. Time savings in managing appointments and client information. Quick and easy access to your clients' information from anywhere or any device. Increased customer satisfaction due to better attention and organization.

→ What benefits does Zen Agenda offer?

Zen Agenda is a client scheduling management app that helps you organize your business more efficiently. Just a click away.

→ What is Zen Agenda?

Yes. You can modify the message templates to match your business style.

For automated SMS messages, it's important to keep the variables used by the application, such as the date and time of the appointment.

Please always check:

• the business name;
• the contact phone number;
• the date and time of the appointment;
• the message length;
• the absence of diacritics in the case of automated SMS.

→ Can I change the message texts?

With the due date reminder service, you notify your client/patient that a service/warranty is expiring on a certain date or that they need to reschedule for a new service.

You can access it from Main Menu > Clients > Select Client > Due Date Reminder.

You can select how long before the service expiration you want them to be notified so they can reschedule with you.

Note!

There is a preset text that you can edit. Don't forget to include the name of the service you are referring to and the reception phone number.

→ Can I send an automatic reminder message over a longer interval?

We love this question! If you want full automated control, you can do this from an Android device. Please contact us via WhatsApp +40725425083 to receive setup instructions. We will do our best to help you achieve the desired results as quickly as possible!

→ Can I send reminder messages from my own number?

Automated SMS messages are sent directly by the system, from the label ZEN AGENDA.

They can be used for:

• confirming an appointment;
• reminding about an appointment;
• automated notifications related to client appointments.

The main advantage is that you don't have to send the messages manually. Once the alerts are activated, Zen Agenda takes care of sending them at the right time.

The cost is 0.035 euros / SMS, for a message of up to 160 characters, without diacritics.

→ How do automated SMS messages work?

Semi-automated SMS messages are sent from your own phone number, using message templates prepared in the app.

This option is useful if you want the messages to come from a number that the client already recognizes.

The cost of these messages depends on your own mobile phone plan. Zen Agenda does not charge for each SMS sent this way, but your phone operator may apply their own charges based on your plan.

→ How do semi-automated SMS messages work from your own number?

SMS alerts are a great way to ensure your clients don’t forget their appointments and that you don’t waste time.

You can set them up to be sent as a confirmation when you make a new appointment, as well as to remind clients one day and two hours before the appointment. This helps clients remember and arrive on time.

It's definitely worth setting up the three SMS alerts for your appointments!

→ How do SMS alerts work?

• Add an appointment for the desired date and time.
• Select the client ➣ Service
• In the last step, you will see “SMS Alerts for Client“
• Here you can enable and disable notifications.
• Save.

Attention!

Once you modify the SMS alert sending template, it will be retained for future appointments you create.

To revert to the original template, schedule an appointment at least 24 hours later, ensuring that you check all 3 SMS alerts in the last step.

→ How do I add or remove SMS alerts to a new appointment?

• Main menu “☰” ➣ Employees ➣ Select the employee's name ➣ Edit SMS template
• Check the first line at the top – “Use personalized SMS“

Edit the message with the following precautions:

• Do not delete #D, #H, the date and time placeholders automatically set by the application when you add the appointment.
• Make sure to provide the correct contact information, your name or your business name, and the contact phone number.
• Please do not use diacritics or emojis. Also, do not use the specific accents of German and Hungarian.
• Please stay within the 160-character limit imposed by mobile operators (you have a character counter).
• Please do not use the words “today”, “tomorrow”, “the day after tomorrow”, etc. Because the reminder message is common for the alert one day before and the one two hours before.

→ How do I change the automatic message sent to clients?

To customize semi-automated messages:

1. Go to Main Menu → Settings → Edit Quick Messages.

2. For each displayed message, you can set different content for WhatsApp and SMS, depending on how you want to communicate with your clients.

Saved changes will be automatically used when you send the corresponding quick messages.

→ How can I customize semi-automated messages?

Automated confirmation and reminder messages can be customized in two ways:

1. At the organization level:

• Go to Main Menu → Settings → Edit SMS Template.
• Here you can modify the confirmation and reminder messages that will be sent to all clients of the organization.

2. At the individual employee level:

• Go to Main Menu → Employees.
• Select the desired employee.
• Enter “Edit SMS Template”.
• Check the option “Use Custom SMS”.
• Customize the confirmation and reminder messages for that employee.

Important: If there is both a custom SMS template for the organization and a custom template for a specific employee, and the “Use Custom SMS” option is checked for that employee, the client will receive the employee's customized message, not the organization's general one.

→ How can I customize SMS automated messages?

• Select the appointment you want to edit
• Click the “✎” icon in the bottom right corner
• Under "SMS Alerts", click the “✎” icon
• Here you can enable or disable notifications
• Save.

→ How do I remove or add SMS alerts to an existing appointment?

Semi-automated WhatsApp messages are sent from your own phone number using message templates.

This option is suitable for clients who prefer communication via WhatsApp.

You can use WhatsApp messages for:

• confirmations;
• reminders;
• additional information about appointments;
• instructions before appointments;
• personalized messages.

The cost depends on your own phone plan and the internet connection used.

→ How do semi-automated WhatsApp messages work?

Automatic SMS is sent directly by Zen Agenda, from the label ZEN AGENDA, without the need for manual intervention.

Semi-automatic SMS is prepared using a template, but is sent from your own phone number.

In short:

• Automatic SMS = sent by the system, from ZEN AGENDA, cost 0.035 euros / SMS.
• Semi-automatic SMS = sent from your number, cost depends on your phone plan.
• Semi-automatic WhatsApp = sent from your number, using WhatsApp templates.

→ What is the difference between automatic SMS and semi-automatic SMS?

With Zen Agenda, you can send your clients informational and reminder messages in several ways:

1. Automated SMS messages, sent from the ZEN AGENDA label.

2. Semi-automated SMS messages, sent from your own phone number, using message templates.

3. Semi-automated WhatsApp messages, sent from your own phone number, using message templates.

This way, you can choose the option that best fits how you prefer to communicate with your clients.

→ What types of messages can I send via Zen Agenda?

Automated SMS are recommended when you want the system to send important notifications on its own, without relying on your phone.

They are suitable for:

• automatic confirmations;
• reminders before appointments;
• appointments where it is important for the message to be sent on time;
• teams with multiple employees;
• clinics, offices, or salons with many daily appointments.

→ When is it recommended to use automated SMS?

Semi-automated messages are recommended when you want a more personal communication, from your own phone number.

They are suitable for:

• personalized messages;
• direct communication with the client;
• situations where you want the message to appear as sent by you;
• confirmations or reminders sent manually, but faster, using templates.

→ When is it recommended to use semi-automated messages?

If you want messages to be sent automatically, without any manual effort, we recommend automated SMS from Zen Agenda.

If you prefer messages to be sent from your own number, we suggest semi-automated SMS or semi-automated WhatsApp messages.

If you're unsure which option is right for your account, contact us and we'll help you choose the best option.

→ Which message option is best for me?

A standard SMS has a limit of about 160 characters when written without diacritics.

If you use diacritics, emojis, or special characters, the message may be split into multiple SMS, which can increase the sending cost.

Recommendation:

Write messages short, clear, and without diacritics.

Example:

"Hello! You have an appointment at ABC Clinic on #D, at #H. For changes: 07xx xxx xxx."

→ Why should I write automated SMS without diacritics?

It seems our app has decided to take an unannounced break. Don't worry, we can get it back to work with these simple steps: – Delete the app (to ensure no data is left in it)

– Reinstall the app

– Enter your login details

– Press login and, VERY IMPORTANT:

-> Make sure you have a good internet connection.

-> Do not switch to another app until the main scheduling screen opens.

-> Do not let the screen turn off; if you see it starting to dim, tap it once.

-> If you are using an Android phone and it prompts you to stop the app or wait, choose to wait.

→ What should I do if my screen freezes during login?

This is a resolution-related issue, usually occurring when changing phones.

To fix the problem, you need to:

– uninstall the app (to ensure no data is left in it)

– reinstall the app

– enter your login details

– press authenticate and, VERY IMPORTANT:

-> ensure you have a good internet connection.

-> do not switch to another app until the main scheduling screen opens.

-> do not let the screen turn off; if you see it starting to dim, tap it once.

-> if you are using an Android phone and it prompts you to stop the app or wait, choose to wait.

→ Why are there overlapping images in the app?

Most likely, the app does not have the necessary permission to access the device's contacts.

To enable access, go to:

• Phone Settings → Apps → Zen Agenda → Permissions and allow access to Contacts.

Optionally, you can also enable permissions for Camera, Notifications, and Photos and Videos to take advantage of all the app's features.

→ Why can't I access client contacts from the phone agenda?

You probably set a different store from another country.

To change the store to the one in Romania, follow the steps in the link below:

Google Play support

Apple support

→ Why can't I find the app in the App Store?