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Staff App Usability Manual (Online)

Find a printable version of the Staff App Usability Manual here.

Downloading the Staff App

Navigating the Calendar and Using Filters

Editing a Class Session on Mobile or Tablet

Member Check In – Resolving Alerts

Member Check In – Signing Documents

Adding a Person

Adding a Membership to a Profile (Class Access)

Adding a Membership to a Profile (Enhanced Profile)

Updating a Profile

Selling Retail

Downloading the Staff App

For iPhones:

-On your iPhone or iPad, open up the App Store 

-Search for Zen Planner Staff App. Be sure to select the Staff App (black icon) instead of the Member App (white icon)

-Tap GET

-Open up the Staff App when it has finished downloading

 

For Android:

-On your mobile device or tablet, open up the Play Store

-Search for Zen Planner Staff App. Be sure to select the Staff App (black icon) instead of the Member App (white icon)

- Tap INSTALL

- Open up the Staff App when it has finished downloading

Navigating the Calendar and Using Filters

- Tap the Filter funnel in the upper righthand corner

-This will allow you to filter the view by All Staff or Just Me. The All Staff setting will show all sessions within the database, regardless of who is teaching. The Just Me setting will only show sessions where the logged in user is assigned as the instructor

-If you tap the calendar icon to the left of the funnel, this will bring you to the date picker

 

-From here, you can tap into any day on the calendar to see that day's schedule. You can also tap to previous and future months. Please note, the app will only be able to look 3 months into the past or future

Editing a Class Session on Mobile and Tablet

Staff App Mobile

- Tap on the class session gear in the class you wish to edit

gear.png

 

- In the class details page, tap "Edit Session"

edit_session.png

- On the next page, make any edits to the class session by tapping into the edit box. On this screen you are able to edit the:

  • Date 
  • Time
  • Duration
  • Location
  • Staff
  • Assistant Staff (singular or plural)
  • Add, delete, edit notes
  • Delete the Class session

Tap "X" to close, Save or Delete

 

class_detail_edit.png

Staff App Tablet

- In the Class Session you wish to edit, click "edit session" on the right panel of the class details.

- Note the same editing capabilities located on the right panel screen. 

tablet_session.png

tablet_edit_session.png

 

Notes:

  1. When you delete a class, you will be taken to the next upcoming class available that day.
  2. If you delete the only class of that day, the screen will say "There is nothing scheduled for today."
  3. If you edit the date of the class, on Mobile the calendar will load on the "new" date you scheduled it to. On Tablet, the class will reload for class view, calendar on left is not for the "new" date.

Member Check In - Resolving Alerts 

A - Unpaid Bills: This alert will show when there is an Unpaid Bills - Profile Alert automation that is active, set to prevent check-in for a member that has an outstanding balance.

B - Unsigned Documents: This alert will show when there is an unsigned Signature Document assigned to a member

C - Custom Alert: This alert will show when there is an active custom Kiosk Alert automation set to prevent check-in, or if you have added a custom alert to someone's profile.

When checking in a member that has any of the above alerts, you will select their picture, see the information about the alert, and be given the option to resolve the alert or "Check In Anyway", ignoring the alert for now.

Member Check In - Signing Documents

- Tap to check in a member that has the document alert visible on their profile. You can also tap and hold on a member's icon photo from the Checked In section

- Tap the right arrow

- Tap Sign Now

- Sign the document and tap Sign. The document will not let you proceed until there is something signed into the signature text box 

- Once signed, the unsigned document alert will no longer be visible on the member's profile

Adding a Person

To add a person that isn't tied to a class, follow these steps:

- Tap on the Z on the bottom of the screen

- Tap Add Person and fill out contact information

- Once complete, tap Next in the top right corner

When adding a person to a specific class:

- Tap Add Person, then follow the above three steps

- You'll then be asked how you want them to register

Adding a Membership to a Profile (Class Access)

There are two ways to add a membership to someone's profile. The first way is through Class Access. This would be done when you're looking at a class and someone wants to buy a membership with access to that specific class.

 

- Tap on the class (through the calendar) you want to sell a membership with access to. To find the person you are selling to, search for the person in the search bar

- When their name pops up, simply tap on their photo. This will bring you straight to the "Class Access" page

- Tap on Memberships from this page

- Tap the circle to the left of the Membership Title you'd like to sell

- After the selection has been made, tap Next in the upper right-hand corner

- The Purchase page will appear. You can run offline payments, use an account on file, or add a payment account for this purchase. If you are using an account on file or adding a payment account, you have the option to turn Autopay on by sliding the dial on the top left

- Offline Payments of cash will ask if the member wants change and calculate it for you

Adding a Membership to a Profile (Enhanced Profile)

There are two ways to add a membership to someone's profile. The second way is through a member's Enhanced Profile. This would be done when you're signing someone up and want to see your entire list of memberships.

- Tap on the People icon located in the bottom navigation bar

- A list of your current students will populate. You can search for anyone in the database by using the search bar at the top

- Once you find the person, tap on their name to go to their Enhanced Profile

 - Tap Add Membership, which will take you to the Select Membership screen

- If you add a membership through an Enhanced Profile, the Select Membership page will list all memberships that are set to Visible/Public in Studio

- After the selection has been made, tap Next in the upper right-hand corner

- The Purchase page will appear. You can run offline payments, use an account on file, or add a payment account for this purchase. If you are using an account on file or adding a payment account, you have the option to turn Autopay on by sliding the dial on the top left

- Offline Payments of cash will ask if the member wants change and calculate it for you

Updating a Profile

- To view and update a profile through the Staff App, tap and hold on a member's name from either the Find or Checked in section. This tap and hold feature will also display the ability to tap into Unsigned Documents and Unpaid Bill Alerts from the drop-down in order to resolve

- Tap Profile

- Once in the profile, tap Edit in the trop right corner

- Once on the edit screen, you can update the First/Last Name, Email, Phone, Address, and Photo fields within the member's profile

Selling Retail

- In the Staff App, tap the Z on the bottom of the screen. Then, tap Retail Purchase

- Your retail store will populate. A few things to note:

*In order for a product to appear on the Staff App, it needs to "Show Staff". These settings can be configured in Studio in your Retail Store. Retail > Product Catalog > Select the product > "Show" > Check the boxes next to where or for whom this should appear

*If you do not track inventory in Zen Planner and you show this product on the Kiosk or Staff Apps, these items can always be sold. If you do track inventory in Zen Planner and run out of inventory, the Staff App will display the item in the retail screen but will not allow the sale of the item because it is out of stock

- Once an item is selected, it will appear in the cart on the top right of the screen. You can tap on the cart to delete an item or to check out

- Once you select Check Out, you will be directed to find the person purchasing the item in your database or to Check Out as Guest

- For a Guest purchase, the person can pay via Offline Payments or with a debit/credit card. A few things to note:

*The debit/credit card for a guest is not saved in your Zen Planner

*In your Financial Reports, these transactions will appear with no First Name or Last Name - simply the bill and payment information (including amount, date purchased, etc.)

*To manage Offline Payment options, log in to Studio, click Setup > Lookup Codes > Payment Type and edit the options there

- For an existing person purchase, use the search function to find their profile

- Depending on how the person would like to pay for the item, select an account on file, add payment method (this payment account will save in Zen Planner), or mark the bill as paid through an Offline Payment

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