How can we help?

To have a dedicated page for online appointments, register 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 next 6 steps: Main menu “☰” ➣ Web Page 1. Create your profile

– Click on the circle and add a photo.

– Enter your website name.

– Check if the company name is correct.

– Add your phone number.

– Click “Save”.

2. Add a description for your company or business

– Upload pictures of the services offered.

– Click “Save”.

3. Configure the desired options for your site

– (here you can see details about each feature)

– Click “Save”.

4. Locations ➣ Edit the default location

– Enter the name of the place.

– Fill in the desired address: City, street, number.

– (As if you were searching on Google Maps)

– Click “Save”.

5. Configure employee schedules

– Choose an employee ➣ set the schedule.

– (you can see details about how to do this here)

– Click “Save”.

6. Configure employee services

– Choose an employee ➣ services ➣ select the services.

– Click “Save”.

Done! Now you can view your new site. See video tutorial

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

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

→ What is Zen Agenda?

You can collaborate with your colleagues without any issues. In fact, it is always more economical 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 for data protection, strong authentication for secure access, and complies with privacy regulations such as GDPR in the European Union. To maintain user data security, the app benefits from regular updates and has backup and recovery procedures in place.

→ Is Zen Agenda safe?

If you don't remember your password or want to reset it, the app will prompt you with “Forgot Password?”.

Clicking on that message will open a password recovery menu. Enter your email address, and you will receive a message with the password reset link. See video tutorial.

→ 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 privacy, guaranteeing you safe and quick access to your data, no matter where you are.

→ Where are my data 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. Click on the appointment ➣ Click on the pencil in the bottom right ➣ Click on details ➣ Appointment Notes.

Here are examples of commonly used notes:

“The second session in February”

“Punctual client”

“Paid in advance”

“New client”

See video tutorial

→ Can I add notes to each appointment?

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

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

When you schedule an appointment for that group, select the group name, and all members will receive the same message. Contact us via WhatsApp +40725425083 to request activation of this Groups feature.

→ Can I group multiple clients at the same time?

With the Groups option, you can schedule meetings for 15 clients simultaneously.

You can define multiple groups, each with a different name. When scheduling, select the corresponding group, and all members receive the same notification.

Contact us on WhatsApp at +40725425083 and we will activate this option quickly.

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

Certainly, you can schedule an entire subscription at once, so you don't have to repeat the process for each appointment. See video tutorial

→ Can I schedule recurring appointments?

With Zen Agenda, you can benefit from a personalized webpage provided for free. Through this webpage, clients can make online appointments and access information about the services offered by the salon/clinic, including address, phone number, location on Google Maps, photos, logo, and a description of the company. Appointments can be accepted either automatically or moderated by you. You can see how it works here.

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

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 space you want to occupy.

Add an appointment with Free Time:

Set an appointment for the desired date and time. Create a client named “Free Time,” leaving the phone number field empty. Click the “Continue“ button. You do not need to add a service. Click the “Save” button to save the appointment.

→ How can I add a break to my schedule?

Select the appointment you want to modify. Click on the “✎” icon in the bottom right corner. Then click on “Details“. In the Services section, click on the “✎“ icon. Choose the service or services. Save.

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

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

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

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

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

Menu > Employees > Choose the employee > Working Days Schedule.

2. Settings > Background Intensity without schedule. Drag the slider all the way to the right.

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

The application allows you to set appointments even outside of the schedule – in the shaded area – but this way, you are notified.

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

Set 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 will be able to configure the following features:

a. Weekly, monthly, or annually. When should the appointment repeat?

b. At what time interval should it repeat?

c. How many times should it repeat?

d. When do you want it to repeat?

After you have configured it, click “Save“.

→ How can I set a recurring appointment?

Select the desired date and tap on the screen to start the appointment. Tap on “Add”. Choose the client and continue. You can enter their details, select them from your phone's contacts, or choose them from your client history. Select 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 press “Save”.

Optional:

You can add a note. You can configure whether you want this appointment to repeat. You can see the instructions here. Explore the month overview of the calendar by accessing the “📆” calendar icon in the upper right corner of the screen.

See video tutorial

→ How do I add an appointment?

Select the appointment you want to delete. Click the yellow button with the “✎“ icon located in the bottom right corner. Click the red button that says “Delete.” Confirm that you want to delete it by clicking the “Delete“ button.

See video tutorial

→ How do I delete an appointment?

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“.

See video tutorial

→ How do I reschedule?

Set 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 will be able to configure the following features:

a. Weekly, monthly, or annually. When should the appointment repeat?

b. At what time interval should it repeat?

c. How many times should it repeat?

d. When do you want it to repeat?

After you have configured it, click “Save“.

See video tutorial

→ How do I set a recurring appointment?

The steps are quite intuitive: 1. Choose the desired service or services from the list.

2. Select the professional you wish to schedule 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.

You can see how it works here.

→ What steps should a client follow to make an online appointment?

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

You can access it from the Main Menu > Clients > Select client > Term reminder.

You can select how long before the service expires you want them to be notified to 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 after 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?

Main menu “☰” ➣ Employees ➣ Select the employee's name ➣ Edit SMS Template

Check the first line at the top – “Use Custom SMS”

Edit the message with the following precautions:

Do not delete #D and #H, which correspond to the day and time automatically set by the app when adding the appointment. Make sure to provide the correct contact information, your name or your business name, and contact phone number. Please do not use diacritics or emojis. Also, avoid using accents specific to German and Hungarian languages. 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., as the reminder message is common for the alert one day before and the one two hours before.

→ How do I modify the message sent to clients?

Select the appointment you want to edit. Click the “✎” icon in the bottom right corner. Then click on “Details.” In SMS Alerts, click on the “✎“ icon. Here you can activate or deactivate notifications. Save.

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

Set 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 activate and deactivate notifications. Save.

Attention!

Once you modify the SMS alert sending model, it will be retained for the appointments you set later. To revert to the original model, set an appointment at least 24 hours later, ensuring that you check all 3 SMS alerts in the last step.

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

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?

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

Main menu “☰” ➣ Clients ➣ Select client ➣ Client file Press “✚” in the top right corner Write notes related to the client or the treatment you used for that work You can take photos directly or choose from the gallery

This way, you will have a history of each client with the services provided and the time they were done. When you create a file 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, can be added directly to the client's file. See video tutorial

→ Can I create a file for each client?

Of course! The calendar is set up for daily view, but you can configure it to see the entire week and easily navigate through it with an overview. To view weekly, follow these steps:

Press and hold the calendar icon “📆” in the top right corner. Select the “Weekly” option.

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

Tap the calendar icon “📆” in the top right corner. You can navigate left or right. Choose the day or week you want to view.

See video tutorial

→ Can I have a general overview of the calendar?

For Facebook, follow these steps:

Make sure you have a business Facebook page and not a personal one. Add or edit a button with Call us / Contact us, where you add the link to the booking page created by us.

For Instagram, follow these steps:

Click on the profile icon in the top right Settings Enter the link to the booking page created by us in the Website section

For your own website: All you need to do is insert a scheduling button that includes the booking link provided by us.

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

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

Main menu “☰” ➣ Clients ➣ Select client ➣ Client file Press “✚” in the top right corner Write notes related to the client or the treatment you used for that work You can take photos directly or choose from the gallery

This way, you will have a history of each client with the services provided and the time they were done. When you create a file 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, can be added directly to the client's file. See video tutorial

→ Can I make a file for each client?

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 client history?

Main menu “☰” ➣ Employees ➣ Select Employee

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

You will have details about:

Date Client name Time Service name Appointment status:

scheduled completed missed

→ Can I see employee history?

Main menu “☰” ➣ Clients ➣ Select client

Here you can see all the appointments you have 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' history?

Your schedule, your rules! Add breaks, days, or extra 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, the first week will have a certain schedule (for example, you work this week) and the second week 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 video tutorial 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?

There is a reports section in the app. In this section, you can check how much time each employee 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 recorded 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 view weekly or monthly reports Use the arrows to navigate back “❮” or forward “❯“

In the reports, you will find information such as: Employee Name: See who contributed the most on a specific day or week.

Service Provided: This allows you to see which services are 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 in Excel format 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 via the icon in the upper right corner 🙂

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

You can do this in three ways:

A) To add multiple services to a category:

Access the main menu “☰” ➣ Services Click “⋮” in the top right corner Select “Manually Sort Services“ Choose the service you want to move Move it up and down using the icon on the right “☰“ Place the service under the desired category.

B) To move a single service:

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

C) When creating new services, you can also add them to an existing category:

Access the main menu “☰” ➣ Services 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 the name, average duration, cost (optional), and color (optional) Save.

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

Multi-user access: Ensure that all your colleagues have accounts and appropriate access rights in OTA. This allows them to view and modify appointments, 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 OTA. 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 OTA focuses on managing appointments and client relationships, you can use notes and client history to communicate important information to 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 collaborate with my colleagues?

Go to the “☰” Menu ➣ Services Tap “✚” in the top right corner Select “Add Service” Enter the name, average duration, cost (optional), and color (optional) Save

→ How do I add a service in the app?

Configuring the schedule display is specific to each device.

Main menu “☰” ➣ Settings ➣ Time and Schedule Settings Click on the “✎” icon on the right Select “Start Time” (This will be the time you always see on the screen while navigating 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?

Main menu “☰” ➣ Settings ➣ Time and Schedule Settings Click on the “✎” icon on the right Select “Start Time” (This will be the time you always see on the screen while navigating 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 I want to see when using the app?

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

See video tutorial here.

→ How do I set employees' schedule?

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

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

Choose “All day“ or set the start and end time. Select the days for this special schedule. Save.

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

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

If you set the average working time correctly, the app will allocate the exact time dedicated to the service. Thus, the following appointments will be added correctly.

If you also set the service cost, you will have accurate reports on time and earnings in the Main Menu ➣ Reports section.

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

→ How does setting up services help me?

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?

Of course. The contract signed with Zen Agenda can be as a legal entity or as an individual. In the latter case, we need the details from your ID card for the contract.

→ Can I pay for the app as an individual?

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

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 immediately.

→ How can I cancel my subscription to Zen Agenda?

The invoice is issued on the 1st of each month for the current month. There is a payment button on the invoice that leads to the payment processor Netopia.

It can be paid with card details, as in the case of an online purchase. Alternatively, it can also be paid via O.P to the account specified in the invoice.

→ How do I pay an invoice?

After the 14-day trial, if you are satisfied, a contract for IT service provision is signed.

By contract, Zen Agenda commits to keeping and securing the data. The contract can be paid monthly, quarterly, or annually.

→ 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?

The contract is signed without a contractual time limit. You can suspend or cancel the app at any time with a 30-day notice.

The contract has time limits if you benefit from a discount obtained through a promotional campaign.

→ What is the duration for signing the contract?

Zen Agenda invoices can be paid online with a debit or credit card. You can also make a bank transfer (OP). Invoices will be viewable in the “invoices” section of the app after you have completed the trial period and decided to purchase a subscription.

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

You can find invoices directly in the app in the Invoices section of the Main Menu. There you have two buttons, one to download the invoice in PDF format and the other for payment. You will also receive the invoice at the email you logged in with or another one sent to us later.

→ Where can I find the invoice?

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?

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?

At the top of the screen, a full day is identified by the number of appointments, displayed in white within a red box. Days with available slots are shown with a green or cyan border.

You can customize this feature in:

Main menu “☰” ➣ Settings ➣ Time and Schedule Settings

Tap the “✎” icon on the right.

→ Can I see a full day in the calendar?

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

For a weekly view, follow these steps:

Press and hold the calendar icon “📆” in the top right corner. Select the “Weekly” option.

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

Tap the calendar icon “📆” in the top right corner. You can navigate left or right. Select the day or week you want to view.

→ Can I see my schedule for an entire month?

Romanian Spanish Hungarian English

You can change it as follows:

Main menu “☰” ➣ Settings Choose language Exit settings

→ Can I use the app in another language?

Sure! 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, you can enter appointments in the same way. They will sync with all devices when you reconnect to the internet.

→ Can I use Zen Agenda on multiple devices?

You can contact us by phone or WhatsApp +40725425083. 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 do not get 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 your username and password.

→ If I lose my phone, do I lose my appointments too?

Zen Agenda can be used on any device with 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 app the simplest and easiest to use on any device. Download the latest version for free directly from our official website. Click here

→ On which devices can I use Zen Agenda?