Video: Navigating Zanda Main Screen

00:07 Welcome & Overview

Hi there, welcome to this video tutorial. Irina is here with you and today I will show you how to navigate a Zanda main calendar screen.

It consists of four main components and I will show you just around it and where to find things and where they are.

Ah, so you will find here three main menus and where I will show you where all the menus are and what they do.

So here on the left side you will see the main menu sidebar. Then we will also talk about the top toolbar here.

We will also talk about the calendar tools here at the top and of course the main component is the calendar itself, but we will talk about how to set it up in a different video.

00:40 Main Menu Sidebar (Left Panel)

So let us talk about the main menu here on the left side and what it does. So this sandwich bar icon, what it does, if you click it, it collapses and unfolds the menu.

So if you are working on a smaller screen and to get yourself some more room for the main calendar view and for your appointments, you can always just collapse it and move all the side menus just into a smaller view and you can always just see all your tools on the left side just as icons.

So let us unfold. Then the calendar bar at the top, whenever you click it, you'll just get yourself back to the main calendar view from any other page.

The next menu is the people menu and what it does is a quick add if you quickly need to add a new profile for your clients, a shared profile.

This is where you are counseling maybe a couple, a family and so on. You can create a profile for such a treatment type.

You can create profiles for your contacts, referrals and third parties. You can also get a quick access and see all the clients that you have available in your the account or you can use advanced search or you can run the list of all client profiles that you have in your account and the same functionality you have for your shared profiles, your contacts, rivers and third parties and from the people menu you can also have access to your wait list.

The next menu is your billing menu and this is where you can quickly create in your invoice, add a new payment, and also run the list of your existing invoices and payments.

The next button is your practice dashboard. This is where you can see how your practice is performing, and then you can see the dashboard, the chart of your appointments, if your income, and your new clients.

The next is your reports, each then the account has access to more than 20, six reports. You have extensive list of client reports, financial reports, and different practice reports.

So take a moment to have a look at them. The next menu is various tools that help you manage your practice, such as, for example, your no templates.

This is where you can go and download the templates that are available in our library so we have set up a lot of templates close to 200 different node templates for different professions that you can download and start using them or you can create your own templates for your session nodes also online form templates and different other tools and the other awesome functionality that we offer you is the practice manual so this is where you can use the practice manual documents that we have prepared for you and you can just go and adjust them for your practice and how you run things but we have done a lot of work for you so that you already can use this documentation to run your practice. It's available with every account and you can just go and update that.

And you can use AI that we have available with the practice manual to help you edit, draft or create your own practice documentation using this smart tool.

Alright, let's get back to the main calendar view through this magic button. So we have run the overview of the menu.

04:47 Top Toolbar Navigation

Now let us go to the top bar to the top tools. So here we have the quick search which allows you to use this smart search to look up your clients, your appointments, invoices, refers and third parties.

So whatever piece of information you have, the client's name, their email address, phone number, invoice number and so on you can just type it here and look up for that information quickly using the Quick Search menu.

Next is the question mark icon. If you click here this will be the help menu. So this is where you can have quick access to get assistant from our support team, from different knowledge resources that we have available such as our knowledge base, the Zanda Academy just get quick access to a lot of knowledge resources that we provide.

You can submit an idea through this link and our product team is continuously monitoring these ideas board.

If you think something is not working right, you can always report a bug through this feature here and also you can check the system status to see if it's already and on issue end if we are already working on that.

So the next is an awesome tool is a quick actions menu. So if you click it from anywhere in Zanda, any page you are on, if you need to quickly add a new appointment, a new client and you start a new node, start a new online form, add a new invoice or add a new payment.

You just click this icon select the action you need to perform and you will be able to start creating this item, as I said from any other page in Zanda that you are.

The next awesome tool is the practice hive, as you can see, it has a lot of functionality. So here, first of all, you have lots of system notifications.

The release notes are here, if things are happening in Zanda, we are releasing new features, we are fixing something, we are updating some features, you'll be also not. and also we have a team chat and team channels available here.

The next quick action button is the dashboard. I have already showed you how it performs from the left side menu. You can just use it and open it from this top toolbar.

The next menu here is the system tasks. So whenever you have a client task generated for you, it could be the first day, it could be the session pack used up, it could be the recurring appointment coming to and then so you will all see them here and you or other designated team members will be able to go and action them.

And another quick access button here is our messaging panel. So whenever you click this speech bubble, first of all, if you see the counter with a number, this is the number of new unread SMS messages that you have received from your clients, and you will see them showing here up on this messaging panel.

It's very convenient. It's a two-way SMS communication showing the messages you've sent to the clients including SMS reminders and also the replies that have come through from your clients.

08:21 The User Menu 

This menu here, we call it the user menu, it's hiding behind your business name here at the top. So whenever you click it, this is your personal user menu.

The options here will depend on the level of access you are given. So if you are the account owner or if you are a user like a practice manager with the full access to the account.

This will be your full view. If you are a practitioner or an admin person with a limited access, this view might be slightly different.

So I will walk you through the full access here. First of all, of course, this is your username. That's your name of the person who is logged then the account here sitting at the top.

The switch account link allows you to switch between different Zanda accounts. This is another option that we provide. If you are working for example as a virtual assistant and helping different practices who use Zanda to run their business you are able to switch between different Zanda accounts using just one login just for the convenience. So this option is available here.

You have an option to refer a friend and use the referral link through your user menu here as well.

And then the settings option here give you access to your user profile settings like this where you can manage your reset your email, your password, upload your electronic signature, set up additional time zone, if your time zone is different from your practice and set up a two-factor authentication for additional layer of security when you log in.

If you are a practitioner and if you are allowed to update your own practitioner settings, you will have access to your practitioner profile through your user menu as well.

If you are an account owner or a practice manager with access to the account settings, you have access to your account subscription and billing.

And also if you're an account owner and user with access to the account settings, this is where you will be able to access them.

And clicking account settings gives you access to the settings springboard with access to all the different settings for the whole Zanda account and this is where you can access all of them.

So this is the user menu options that are available with the maximum of access allowed and also all the users have access to the logout link here and we highly recommend at the end of the day when you have finished for the day to logout properly through this user menu so that the next day when you log in your system is properly refreshed.

11: 38 Calendar Toolbar & Filters

Let me show you also the calendar tools that are available here at the top. These calendar tools are responsive to the size of your screen, but let us start from the top here.

So the first one is the practitioner filter And if it's more, if you have more than one practitioner in your account, you will be able to set this view from to all practitioners to one practitioner, or you can also group your view by, for example, profession, if it's a multi-professional practice, so you can group the view by profession, if necessary, or group them any other way that makes sense for your practice so that your admin team can manage the calendar view the way they need it to.

You can also filter the calendar view by location. So that you can see appointments in all locations or just one location where your practice works.

Next is the calendar or the date filter so that you can jump one week back in front or use the calendar to jump to the specific date.

Then we have the today button that helps us to quickly jump to the calendar view which exactly focused on today.

And sometimes we have questions from our customers what this red line on the calendar means. It means this is now like today and the specific time in the day where the calendar is focused. So this is that red line on the calendar.

Next is you can focus your calendar by the day view and when you are on the day view, this is where you have the maximum information about your your appointment showing on the appointment block and these links are linked to the Google Calendar view.

So if you are for example traveling, you can click this address link and it will link you to the Google Maps. So very convenient if you are working from the mobile phone. You can just click on that link and it will open Google Maps already directed to that address on the appointment. Just a quick tip from me.

Now you can switch your calendar views to Monday to Friday or to Monday to Sunday, like the full week. And if your calendar is also switched to one practitioner only, like mine is now, you can switch your calendar to the month's review, which I think is also very convenient when you are, for example, planning your months ahead.

Okay, let's jump back to Monday to Friday. And also we have a few other helpful buttons here on the calendar toolbar.

This is the refresh button. So for example if you are working in the team and other team members might also be making changes to the calendar. I can take in calls, adding new appointments, making changes to their appointments, updating their status to, I don't know, rescheduled, cancelled, confirmed and so on. It would make sense for you to refresh the calendar view so that the changes that your colleagues made also show up on the calendar.

And also the same way if you are working in the team and if sometimes you need to show your calendar view to a colleague or even to a client just to show where the gaps on the calendar are so that they could pick a convenient time slot for the next appointment. But you don't want to show the names of the clients on the calendar. You can click this i crossed out i icon on the calendar and this will switch your calendar through to the private mode as you can see now on the calendar blocks, so it's not showing the names of the clients. But it's showing which times are blocked on the calendar and which time is still available for the next booking.

These three dots button is hiding a few other helpful things on the calendar.

This button is hiding unattended appointments. Let me quickly switch this appointment to, for example, rescheduled. Okay, did that? Okay. So now when I click hide unattended appointments, it has removed this appointment because it's rescheduled. It means this appointment is not happening. And when I am scheduling new appointments, I want to see which time slots I actually free. So I will want to not see the known shows the cancelled their scheduled dose appointments I might still want to have them recorded, but I don't want to see them on my calendar and this way I will want to use this feature show and hide unintended appointments

I also maybe sometimes want to print the appointment list for somebody to share with my colleague printed to download it as a PDF and email it to someone who is working from home and so and so on so I can use this print feature and also for someone who might not be very versed in what all the colors and icons mean on the calendar I can use this calendar legend which explains me all the icons and colors and statuses on the calendar.

Wonderful. Just a few more buttons left. Just bear with me. We are almost finished.

Timefinder tool is super helpful. If you need to quickly schedule an appointment, maybe some time ahead. You can use the timefinder which helps you to look for a specific good time block. For example, you want to schedule an appointment which is 45 minutes in duration with a specific practitioner at a specific location, it might need a specific resource like a room, our piece of an equipment and also have like you know which months it should happen and then the time finder will suggest you the available days and times and this is how you will be able to start booking this appointment using the timefinder.

Okay, let's use the today button to quickly return us to our today's view.

The calendar filters button allows you to focus all your appointments by using this filter. So for example, if you need to work on the appointments that have No invoices linked. You will use this filter to quickly filter out all the appointments that have invoices so that they are not showing on your calendar. You will use this filter. It will highlight only the appointments that need your attention and you will work on that. It's a super cool feature. I recommend that you use it.

And the last one is the weight list icon. If you need to quickly jump to your at least it's just sitting up there.