I Am Learning the Main Features of ZenMaid
Explore step-by-step support to help owners and admin users take their first steps on ZenMaid.
By Jorge and 4 others5 authors82 articles
Get Started
This collection explains how to set up your ZenMaid account, import your data, and begin scheduling.
- Get Started with ZenMaid - The BasicsThis guide walks you through ZenMaid basics, covering account setup, customers, appointments, cleaners, calendars, notes, and mobile app features to help streamline your workflow and grow your business efficiently.
- How to Import Data From Your Previous System Into ZenMaidLearn how to Import data and upload clients and appointments.
Account settings
This collection explains how to manage and personalize your ZenMaid account.
- Account SettingsLearn how to access your ZenMaid account settings to review and adjust them so your account is fully optimized for your business.
- How to Add a Contact Custom FieldLearn how to create, manage, and use contact custom fields to better classify and identify your customers and prospects within ZenMaid.
- How to Add an Appointment Custom FieldLearn how to add, configure, and use Appointment Custom Fields so you can store extra, customizable information for each visit.
- How to Manage App NotificationsLearn how to turn on and off different types of notifications for your ZenMaid account.
- How to Create, Customize, and Update Appointment StatusesLearn how to create, customize, and manage appointment statuses in ZenMaid, including adding new statuses, adjusting their settings, and understanding the default statuses available in your account.
- How to Create and Manage Cleaner Custom FieldsLearn how to add and manage cleaner custom fields to track additional information beyond the default settings in ZenMaid.
- How to Change the Frequency of Daily EmailsLearn how to change how often you receive daily report emails in ZenMaid.
Contacts
This collection explains how to manage customer profiles with ease, from adding and editing details to tracking statuses, phone numbers, and addresses.
- How to Add A New Contact ProfileLearn how to add a new contact in ZenMaid.
- How to View, Edit, or Delete Contact Profile InformationLearn how to view, edit, or delete customer profile information in ZenMaid to keep your contact records accurate and up to date.
- How to Inactivate Contact ProfilesLearn how to mark customers as inactive in ZenMaid using the Former customer status.
- How Contact Statuses Work and How to Change ThemLearn how customer statuses work in ZenMaid, what each status means, and how to manually update a contact's status from their profile.
- Using Customer Information To Find Them Within ZenMaidLearn how to quickly find any customer in ZenMaid using their name, phone number, or email address.
Cleaners & Contractors
This collection explains how to manage cleaners and contractors to streamline daily tasks.
- How to Add Staff Members and Give Them Access to ZenMaidLearn how to add new cleaners to your ZenMaid account and provide them access to the mobile app using their credentials.
- How to View Your Cleaners' Clock-In and Clock-Out TimesLearn how to view your cleaners' clock-in and clock-out times in ZenMaid using the appointment sidebar, list view, cleaner profiles, or payroll records.
- How to Give a Member of Your Staff Office Manager AccessLearn how to assign the Office Manager role to a cleaner in ZenMaid, manage their permissions and visibility settings, and understand the access differences between the Office Manager and Cleaner…
- How to Create a New TeamLearn how to set up teams, customizing team names and colors.
- How To Manage Cleaning TeamsLearn how to create and manage cleaning teams in ZenMaid, assign them to appointments, and add new cleaners to existing teams.
- Inactivating and Reactivating StaffLearn how to inactivate or reactivate a cleaner's profile in ZenMaid to manage your active team without permanently losing their account data.
- How to Add a Cleaner's Photo and Include It in Email TemplatesLearn how to add a cleaner’s photo to their profile and display their name and picture in customer emails using ZenMaid’s email templates.
- How to Change a Password for a Staff MemberLearn how to give your cleaners access to the ZenMaid mobile app using their own login credentials.
- How to Create an All-Day Appointment for Cleaners to Clock In and Out FromLearn how to create a single all-day appointment in ZenMaid to allow cleaners or office staff to clock in and out once for their full shift.
- How to Impersonate a Cleaner in ZenMaidLearn how to log in as a cleaner in ZenMaid to view the platform from their perspective.
Schedule Views
This collection explains how to use schedule views to manage and track appointments easily.
- How to Schedule an Appointment in ZenMaidLearn the different options you have to create appointments in ZenMaid.
- How to Duplicate or Copy an AppointmentLearn how to duplicate or copy an appointment in ZenMaid to adjust team members, arrival times, schedules, pricing, or other details without starting from scratch.
- How to add a daily recurring service in ZenMaidLearn how to create multiple weekly recurring services so you can manage each one individually.
- How to Edit the Frequency of a Recurring ServiceLearn how to locate a recurring service and update its schedule, frequency, and timing from the Scheduling view or a customer’s contact profile.
- How to View Your Appointments in ZenMaidLearn how to access and navigate the different scheduling views in ZenMaid, including Calendar, List, Dispatch, and Map View, to manage your appointments efficiently.
- How to Cancel an Individual Appointment in a Recurring SeriesLearn how to cancel a single appointment in a recurring series without affecting the full schedule.
- Editing One Appointment in a Recurring ServiceLearn to edit a single appointment from a recurring service without affecting the future appointments.
- How to Color-Code the Appointments on the CalendarLearn how to color-code appointments on your ZenMaid calendar by cleaner, team, status, recurrence, or payment to make your schedule easier to read at a glance.
- How to Discount All Appointments in a Recurring ServiceLearn how to apply a discount to all the appointments in a recurring service.
- How To Cancel All Appointments on a Day in BulkLearn how to cancel all appointments on a day at once.
- How to Reschedule Appointments Using Drag and Drop in ZenMaidLearn how to use the drag and drop feature to reschedule appointments, adjust dates and times, and apply changes to future recurring appointments in ZenMaid.
- How To Add Appointment/Customer Details To Work Order TemplatesLearn how to add details to your cleaners' Work Order templates.
- How to Schedule Time Off in ZenMaid: Manage Availability for Cleaner Time-Off, Lunch Breaks, and HolidaysLearn how to schedule and manage time off in ZenMaid using the Availability feature, fake appointments, tasks, and full-day blocks to handle cleaner availability, lunch breaks, holidays, and company time…
- How to Change the Default Cleaner or Team in a Recurring ServiceLearn how to change the default cleaner or team for all future appointments in a recurring service.
- How to Delete or Cancel a One-Time AppointmentLearn how to delete or cancel a one-time appointment from your schedule in ZenMaid.
- How to Edit Default Work Items in a Recurring ServiceLearn how to update default work items for a recurring service in ZenMaid so future appointments reflect the correct tasks, with changes applying only from your chosen date.
- How to Set the Default Color of Your Calendar and Change the Color of Cleaners, Teams, and Appointment StatusLearn how to change colors, avoid inconsistencies, and understand the difference between coloring and filtering your calendar.
- How to Filter Appointments on the CalendarLearn how to filter appointments in ZenMaid by cleaner, team, status, recurrence, or payment across Calendar View, Dispatch View, and List View.
- How to Print or Email PDF Work OrdersLearn how to generate, customize, and share cleaner work order schedules in ZenMaid, including date ranges, grouping options, and detailed job information for your cleaning team.
- How to Cancel or Delete a Recurring ServiceLearn how to cancel or delete a recurring service in ZenMaid.
- How to Access Sent CommunicationsLearn how to track your daily client communications and confirm that all required emails and texts are sent, delivered, and, for emails, read.
Booking Form
This collection explains how to create, customize, and manage booking forms to capture client details in ZenMaid.
- How to Price Your Booking FormLearn how to configure pricing on the ZenMaid Booking Form, including sliders, extras, base price, minimum booking price, recurring cleaning discounts, and sales tax settings.
- How to Create & Edit Booking Forms in ZenMaidLearn how to create and customize Booking Forms in ZenMaid, set pricing, add branding, and use SMS consent tools to keep your customer communications compliant.
- How to record your 2-minute welcome video (the easy way)Learn how to record a short, friendly welcome video for your ZenMaid booking form using just your phone, so new customers feel comfortable booking with you.
Mobile app
This collection explains how to manage schedules and operations using the ZenMaid mobile app or its web-based alternative.
- How To Edit Appointments In The ZenMaid Mobile AppLearn how to edit appointments in the ZenMaid mobile app, including updating the status, date, time, address, assigned cleaners, price, and paid status.
- ZenMaid Mobile App Overview for Owner / Office Managers
- Alternative to the ZenMaid Mobile App for an Owner/Office Manager
- How To Change The Navigation On The ZenMaid Mobile AppLearn how to switch to Google Maps, Apple Maps or Waze
Notes
This collection explains how to create, manage, and organize notes for clients, jobs, and staff in ZenMaid.
- How to Add, Edit, and Manage Notes in ZenMaidLearn how to add, edit, and manage Customer and Appointment Notes in ZenMaid, including public vs. private notes, visibility rules, and how to update or delete notes to keep important…
- How to Edit Recurring Service NotesLearn how to edit and customize notes on recurring services in ZenMaid, including options to keep notes across all appointments or restrict visibility to office staff only.
Pricing & Payments
This collection explains how to manage pricing, deposits, and payments for smooth transactions.
- How to Charge Appointments by the Minute Using Job Estimations in ZenMaidLearn how to use the Job Estimation Man Hour Rate feature in ZenMaid to calculate precise, minute-based charges based on cleaners' actual clocked times.
- Applying A Price ChangeLearn how to apply prices and tax changes to one-time or recurring appointments, update appointment financials, and systematically copy price or tax updates to all future appointments in a recurring…
- How to Update the Price of a Paid AppointmentLearn how to update the price of a completed appointment paid by cash, check, or PayPal by temporarily marking it as unpaid, editing the amount, and marking it as paid…
- How to Reflect an Unpaid BalanceLearn how to check which customers still owe your business money by viewing unpaid balances in ZenMaid.
- How to Mark Appointments as PaidLearn how to mark appointments as paid manually for offline payments like cash, Venmo, or PayPal, both individually and in bulk using List View.
- Ways Customers Can Be Charged by Card in ZenMaidLearn how to streamline payments with multiple ways to charge cards and keep records updated in ZenMaid.
- Connecting A Credit Card Processor to ZenMaidLearn how to connect Stripe or Square to ZenMaid to accept credit card payments, outlining setup steps, key limitations, and important behaviors around stored cards, invoices, and recurring payments.
- How to Correct a Paid-By-Card AppointmentLearn how to manage situations where you need to edit an appointment that has been marked as paid by card.
- How to Set Up a Tax Exemption RateLearn how to apply a tax exemption in ZenMaid by creating a 0% tax rate and applying it to appointments that require it.
Emails & SMS Communications
This collection explains how to set up, send, and manage email and text message communications in ZenMaid.
- How To Send Estimates In ZenMaidLearn every way to send estimates and quotes to leads and customers in ZenMaid, whether you need a quick email quote or a scheduled in-person walkthrough.
- How to Automate the Sending of a Come Back EmailLearn how to customize the Come Back email template, including choosing when Come Back emails are sent and saving your automation settings.
- Email Templates in ZenMaidLearn how to view and manage the available email templates in ZenMaid, understand their limitations, and customize existing messages for staff and customers.
- How to Notify Your Cleaners About Cancelled Appointments via Email and TextLearn how to set up email and SMS cancellation notifications for cleaners when an assigned appointment is cancelled in ZenMaid.
- How to Use Come Back Emails to Reach Customers or Leads Without Prior AppointmentsLearn how to re-engage customers or leads with no upcoming appointments using Come Back emails in ZenMaid.
- Adding/Removing Calendar Invite in the Appointment Reminder Email TemplateLearn how to include/exclude a calendar invitation to your appointment reminder template.
- Disabling Automated Email and SMS Notifications for Individual CustomersLearn how to disable certain customers from receiving automated emails and/or texts.
- Can Customers and Cleaners Respond to ZenMaid SMS Notifications?
- How to Set Up Sales Tax for AppointmentsLearn how to configure primary and secondary sales tax settings and apply them to appointments in your account.
- How to Turn On/Off Automatic Emails And TextsLearn how to manage your email and SMS notification templates in ZenMaid, including how to enable, disable, and configure each template based on how it works.
- How to Manually Send Texts and EmailsLearn how to manually send emails and text messages in ZenMaid
- How to Turn Off Text and Email for an Individual CustomerLearn how to disable automated emails and texts for an individual customer in ZenMaid by adjusting their contact preferences and phone type settings.
- How to Set Up The Time Your Texts and Emails Are Auto-Sent OutLearn how to update the date and time for automated text and email notifications.
- How to Automate the Sending of Appointment RemindersLearn how to manage Appointment Reminders in ZenMaid, set reminder timing, tailor communications by appointment status, and optimize reminders for different service frequencies.
- SMS Templates in ZenMaidLearn how to view and manage the available SMS notification templates in ZenMaid, understand their limitations, and customize existing messages for cleaners and customers.
- How to Attach Documents in Email TemplatesLearn how to attach documents to your ZenMaid automated email templates.
- How to Edit Email and SMS TemplatesLearn how to access and edit email and SMS templates, apply dynamic variables, and control when messages are sent to your clients.
Invoices
Articles relating to invoicing
- How To Set Up Your InvoicesLearn how to set up and customize your invoice settings in ZenMaid, including appearance, payment methods, tipping, and notification preferences.
- How to Create, Send, and Track an Invoice in ZenMaidLearn how to create, customize, send, print, and track invoices in ZenMaid, where to find pending, paid, or voided invoices, resend them to customers, and understand current limitations.