What Zenoti is for
Zenoti is a salon, spa, med spa and fitness platform, and a group with several locations can run every site on it. It holds the calendar, the guest profiles and the forms for every site, and it keeps holding them. The growth system reads each location out of it and adds the work around the calendar, site by site. What stays in the platform and how it connects is on the page for Zenoti. The numbers that come out first are described under Know your numbers.
A group reads differently from a single practice, so the growth system reads Zenoti one location at a time before it reads the total. Revenue by provider and by treatment at each site from wherever you take payments, and margin by treatment with product, supplies and provider time costed to the dollar. Utilization by room and the count of patients past their interval, each per location. The plan for the next ninety days names the location with the biggest gap and starts there. Then the phone, the DM and the text are answered for every location on one system and booked into the right calendar. The comeback goes out in the home location's voice, the party is planned per site from its own list, and the dashboard puts the locations side by side.
One phone system for every location, one calendar per location
When a group runs on one platform, the phone is the first place the locations blur. A patient who calls the downtown number at seven in the evening wants that location's calendar and that location's provider, and the growth system books into that calendar and no other. A patient who asks for a different site is handed to that site's calendar without a transfer. The comeback runs the same way: Jess, who has only ever been seen at one location, hears from Dana at that location and is booked back there. Whatever offer the agent mentions is the one that site runs. On the dashboard each location has its own line, with calls answered, bookings made, no-shows and revenue, and the group total underneath. A general manager reads the total; a location manager reads their line.
Job by job: where it lives and who does it
| Job | Where it lives | Who does it |
|---|---|---|
| The appointment, the guest profile and the forms | In Zenoti, as today | Your front desk and your providers |
| The forms a new patient fills before the visit | In Zenoti; the link goes out in the confirmation text | The patient, with the front desk checking the morning list |
| Answering the call, the DM and the text for every location | The growth system, on each location's number, booking into that site's calendar in Zenoti | The voice and text agents, with handoff rules per site |
| Timing the comeback | Last-visit dates in Zenoti; the interval, the message and the reply in the system | The system, in the provider's voice |
| Segmenting the list for a party or a launch | The system, from the guest profiles in Zenoti | The system, with the offer written by you |
| The dashboard: calls, bookings, no-shows, revenue | The system, reading Zenoti | Read weekly by you and the front desk |
When staying on Zenoti is right
Stay on Zenoti. A group that has every location on one calendar has done the consolidation a growth system would otherwise have to do itself. The reporting that comes out of it is the starting point for every plan. Most of what a group wants from a switch, a lapsed list worked per site and a phone that answers at every location, is the growth system around the platform. NorthCore builds that around Zenoti and moves nothing.
What a switch would cost you in time
Leaving a multi-location platform multiplies every migration task by the number of sites. Each location's calendar is rebuilt, each patient list exported, each set of forms rebuilt field by field, and each front desk trained twice. A patient who visits two locations exists once in the old system and has to exist once in the new one, which means matching profiles by hand across sites. Every location runs two systems through the overlap and checks both calendars at close. Whatever the agreement says about term and notice is for counsel to read before any site gives notice. The hours go into the move while every location's lapsed list waits.
How to do this on Monday
- Export last visit by service from Zenoti for one location, the one with the most open room, and count the patients past their interval. Work that site first.
- Write each location's calls answered and bookings made for last week on its own line. The site with the widest gap between the two is where the phone goes first.
- Call that location's number three times this week, during a treatment, at lunch and after close, and note which site the call reached and what a patient heard.
- Before any message goes out, confirm written consent to marketing texts is on record per patient; what counts as consent is for counsel to confirm.
- Send ten comeback texts by hand from that one location, in the home provider's voice, with its booking link, and count who books there.
What to do next
NorthCore's Run the whole practice solution builds the growth system on top of Zenoti: the answering, the comeback timing, the segmentation and the dashboard, and Zenoti stays where it is. Scoped in writing and covered by the promise on this site: results in 90 days, or we keep working until you have them.
