Overview
We're excited to help you get set up for success. In this article, you will learn the basics of configuring your system.
Before getting started, make sure you are logged into your Zaui system using the credentials provided by the Zaui team (http://www.companyname.zaui.net).
Once logged in, go to Settings > Company Info from the main home page.
What’s Covered in This Article
- What do I do with Company Info?
- Company Information
- Business Hours
- Localization Settings
- Email Settings
- Passenger/Guest Types
- Zaui User Interface Settings
- Reservation Policies
What do I do with Company Info?
The Zaui Onboarding Team will enter all necessary details from your welcome package to get you started. If you are new to Zaui, we recommend reviewing the Company Info settings to familiarize yourself with available options.
Many system settings are pre-configured to get you started, but as you begin using Zaui, you can adjust these settings to better suit your business needs.
Company Information
- Upload your company logo (must be .jpg / .jpeg, less than 30KB, 150px x 45px).
- This logo will appear in Zaui Core (Back Office) and on all guest itineraries.
- If your logo doesn’t appear after upload, refresh your browser or clear your cache and cookies.
Business Hours
- Business Hours are important for companies offering equipment rentals.
- These hours determine when your equipment can be rented.
- If your hours change seasonally, use the Add button to set different date ranges.
Localization Settings
- The time format selected controls how reservation staff and customers view time.
- When creating activities and packages, 24-hour time is required.
- You cannot change the time zone after taking bookings. Make sure it is correct before going live.
E-mail Settings
|
Setting |
Definition |
|---|---|
| Sender from E-mail | The email address customers see as the sender for confirmation emails. Only one email can be used. |
| Customer contact e-mail | Receives notifications for online bookings (if enabled). Multiple emails can be added, separated by semicolons. |
| System emails to | Receives errors, warnings, or capacity alerts. Multiple emails can be added. |
| New booking alert | Sends an email when a new web booking is made. |
| Nearing Capacity Alert | Sends an email when an activity is nearing capacity. |
| Nearing Capacity Threshold | Determines the point at which Zaui triggers a notification alerting you an activity is approaching sellout. |
Customer Configuration
- There are five main passenger types you can set up.
- Additional settings are available at the activity level to control passenger types per activity.
- Abbreviations for passenger types appear on itineraries.
- User Defined names set here will be used throughout your entire Zaui system unless otherwise specified in the activity settings.
- Disabling a Passenger Type in your company settings will disable that Passenger Type throughout your entire Zaui System. If you want to disable a Passenger type for some activities but not all, this needs to be done in the activity settings.
| Category | Options |
|---|---|
| Discount Options | Apply after taxes - Choose if discounts are calculated before or after taxes |
| Commission Options |
Calculate after taxes - Choose if commissions are calculated before or after taxes Calculate after discounts - Choose if commissions are calculated before or after discounts. |
| Net Rate Options | Calculate after taxes - Determines whether wholesale net rates are calculated before or after taxes. |
| Email Options |
Email individual activity itinerary to customer - Automatically sends booking confirmations to customers. Auto send email notifications to affiliates - Sends itineraries to affiliates when bookings are made. Email individual activity PDFs to customer -Attaches activity vouchers as PDFs to emails. Include barcode in email - Sends barcodes for check-in with confirmation emails. Include ICS calendar - Adds calendar event files for easy scheduling. |
| Scheduling Options |
Allow multiple assignments for employees - Employees can be assigned to overlapping activities. Allow multiple assignments for equipment - Equipment can be used in multiple overlapping activities. |
| Global Options |
Auto-fill country - Pre-fills country fields based on system settings. Customer limit per booking - Restrict how many passengers can be booked at once. Check in all same-day activities - Prompts user to check in guest that is part of any other activity that day. Require one adult per infant for booking - Does not allow for infants to be booked without a Youth, Adult or Senior. Exclude infants from passenger & capacity count - Determines if infants count towards capacity count. Required waiver for unaccompanied minors - Requires all unaccompanied infants to have a waiver signed. Check-In customers upon ticket printing - As soon as a ticket is printed, guest is automatically checked in. Default items per page - Adjust how many results appear in lists. Suggested minutes to be ready before departure - Adds to the guest's itinerary to be ready x minutes early. Setting is ignored if values it set to 0. Enable API logging - Enables logging for API |
| OBE Options |
List price inclusive of tax for activities - Controls whether tax is displayed in the online booking engine for activities. For example: $13 + $2 Tax will show as $15. List price inclusive of tax for products -Controls whether tax is displayed in the online booking engine for products. For example: $13 + $2 Tax will show as $15. List price inclusive of tax for packages -Controls whether tax is displayed in the online booking engine for packages. For example: $130 + $20 Tax will show as $150. Pickup Time Cutoff for Arrival Flights - Dropoff Time Cutoff for Departure Flights - Show newsletter opt-in - Show loyalty opt-in - Show third-party data sharing opt-in - |
| Core Options | Lock settled bookings after - Allow over-booking with prompt - Display flight information for booking - Require company to complete booking - Require agent for booking - Hide cancelled interval timeslots - Restrict available equipment per booking - Display cancelled activities - Limit past days on calendar - Number of days to display - Days to expand - Allow employees access to Entire Day Manifest - Allow employees access to all individual manifests - Expand package panel - Expand product panel - Expand messages panel - Expand operations panel - Expand last bookings panel - Expand group name - Expand historic overview - Auto logout time limit - Allow user to stay logged in - |
| Mobile Options | Enable gratuities - |
| Gift Certificates | Valid Only On - Open gift certificates expiry - Activity gift certificates expiry - |
| System Work Flow Queue Controls | Show all bookings without pickup locations - Show all bookings with balance owing - Capture bookings: x Days Past and x Days Forward from Calendar Date |
| Accepted Payment Types | Cash, Cheque, Credit Card, Credit Card Swiper, Debit, Discount, Gift Certificate*, Voucher*, Package Voucher*, Pay Later, Traveller Cheque, Deposit Only as Commission*, Gift Card*, Cash (USD), Online Promo Code Applied*, Credit on Account* * Cannot be used as payment for gift certificates |
| Connections | Minimum time between arrival and departure of services: 0 seconds Maximum time between arrival and departure of services: 0 seconds Maximum connections (soft limit): 0 Maximum connections (hard limit): 0 If a connection is X seconds faster but over max threshold, show connection: 0 seconds Where a direct route is available, show connections |
Using your Zaui User Interface Settings
You can configure how your Zaui system looks and functions using the User Interface Settings.
Commission Calculations Section |
|
| Calculate commission after taxes | Choose if commissions are calculated before or after taxes. |
| Calculate commission after discount | Choose if commissions are calculated before or after discounts. |
Net Rate Calculation Section |
|
| Calculate net rates after taxes | Determines whether wholesale net rates are calculated before or after taxes. |
Email Section |
|
| Auto sends an email notification to clients | Automatically sends booking confirmations to customers. |
| Auto sends an email notification to affiliates | Will automatically send out the email itinerary confirmation to your affiliates at the time the booking is created in Zaui Core (Back Office) under their name. |
| Send individual activity PDFs with email to customer | Will automatically create and send individual PDF activity vouchers in the email to your customers once a back-office booking is made. |
| Send Bar Code images in email | Will automatically create and send individual bar codes for each item on the customer booking. These are created as individual images and can then be used for automated check-in when scanning the bar code. By default, the Zaui System will send a QRCode (or 2D bar code) for each activity on the booking. |
| Send ICS calendar attachments in email | Will automatically attach and send ICS (Internal Calendar Scheduling) files for each booking notification. This allows customers to easily add events to their calendar directly from their email. |
Employee/Equipment Assignment Section |
|
| Allow multiple assignments for Employees | This flag will allow you to assign employees to multiple activities even if they overlap. |
| Allow multiple assignments for Equipment | This flag will allow you to assign equipment to multiple activities even if they overlap. |
Booking/Reservations Section |
|
| Auto-populate Country drop-downs | Allows you to automatically pre-populate the Country and Country of origin fields based on the country you have configured in your System Settings. |
|
Number of passengers to show on dropdowns |
Allows you to control how many customers can be reserved in a single booking. |
|
Include tax in web bookings |
Will update the price (with or without tax) when an activity is added to the shopping cart. |
|
Lock all reservations after booking has completed |
Allows you to control the number of days a booking can be edited after the components have been completed. Administrators are able to edit bookings outside of this set value. |
|
Enable Check-in on same-day activities |
Will force Zaui to check for all other activities occurring on the same day and prompt the user to also check in the customer on those other activities. |
|
Show Require Opt-in |
Will display these flags on the Zaui Core (Back Office) booking screen and prompt customers to flag the field on online bookings. |
|
Allow reservation logins to over-book activities with prompt |
Will allow reservations staff to overbook activities. The system will log the user's name, time and adjustment to capacity. |
|
Display airline/flight details at the time of booking Zaui Core (Back Office) |
Will display airline/flight details in the Zaui Core (Back Office)for your reservations staff. The same information can be set/displayed for online bookings, and this is controlled in your portal setup. |
|
Enable Gratuities on Zaui mobile apps |
Enables the opportunity for the customer to offer a gratuity when paying by credit card on Zaui's mobile apps. |
Bookings / Reservations - Intervals Section |
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Hide Cancelled Interval Time slots |
Allows the user to hide all cancelled interval time slots from the interval time slot selection screen (Recommended!). This is only relevant for Interval activities. |
Bookings / Reservations - Rentals Section |
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Only X equipment are available for reservation at any one time |
Allows the user to control how many pieces of equipment can be rented at one time. New equipment cannot be booked once the maximum has been reached, even if it is otherwise available. When bookings are completed, and the equipment is returned, the system will allow new equipment (or the same equipment) to be booked. This setting cannot be overwritten; for example, if you set it to 3 pieces of equipment, the system will prevent you from placing bookings on 4 pieces of equipment at overlapping times and you cannot override it. |
Gift Certificates Section |
|
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Gift cards only valid on |
This setting allows you to restrict the days of the week a GC can be redeemed on. |
|
Open Gift Certificates Expiry (years after purchase) |
Choose how long guests have to redeem their Open GC before it expires. Please note that in some countries, GC's with a cash value cannot expire |
|
Activity Gift Certificates Expiry (years after purchase) |
Choose how long guests have to redeem their Activity GC before it expires. |
Ticket Pricing Section |
|
|
Auto check guest in when tickets are printed |
Forces Zaui to auto-check customers in at the time the tickets are printed. Customers will automatically be checked in for all components on the booking when this is enabled. |
Desktop Section |
|
|
Show cancelled tours on the desktop |
If an activity is cancelled, you can choose to have it show on the Dashboard or have it hidden. |
|
Limit past dates on desktop calendar |
Restrict how far in the past Reservation staff can navigate using the calendar in the top left corner of the Dashboard. |
|
Number of days to display on desktop |
Choose how many days you would like to show on your Dashboard. Keep in mind, the more days you wish to see, the slower your system might be as there is more information that needs to load every time you view the Dashboard. |
|
Number of days to auto expand on desktop |
Choose how many days to have expanded or collapsed on your Dashboard. |
|
Allow my employees to access entire day manifest when logged in |
Choose whether or not all user-types have access to the Entire Day Manifest when using Zaui Core or the Mobile App. |
|
Allow my employees to access all individual manifests when logged in |
Choose whether or not all user-types have access to all manifests or just the manifests for activities they are assigned to. |
|
Auto-expand the Package Panel |
In the left sidebar, choose whether this panel is expanded or collapsed. |
|
Auto-expand the Product Panel |
In the left sidebar, choose whether this panel is expanded or collapsed. |
|
Auto-expand the Message Panel |
In the left sidebar, choose whether this panel is expanded or collapsed. |
|
Auto-expand the Operations Panel |
In the left sidebar, choose whether this panel is expanded or collapsed. |
|
Auto-expand the Last Bookings Panel |
In the left sidebar, choose whether this panel is expanded or collapsed. |
|
Auto-expand the Group Name Panel |
In the left sidebar, choose whether this panel is expanded or collapsed. |
|
Auto-expand the Historic Overview Panel |
In the left sidebar, choose whether this panel is expanded or collapsed. |
System Work Flow Queues Controls Section |
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Trap all bookings without pickup locations |
Choose whether all bookings without a pick-up location appear in the list so you know if guests need to be contacted. |
|
Trap all bookings with balance owing |
Choose whether all bookings with a balance appear in the list so you know if guests need to be contacted. |
|
Trap bookings X days in past and X days forward from calendar date |
Choose the date parameters for the above options. |
| Trap all new activity reviews from clients |
A feature that is being phased out. |
Accepted Payment Types
Select which payment types will be accepted in Zaui Core (Back Office).
| You have the ability to re-label any payment type (simply click on it and rename it). However, note that the functionality of each payment type will remain the same as the original. For more information on this, check out this article. |
General Section |
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Default items per page |
Control the list size per page throughout the system. For example in agents, activity lists, rate codes. |
|
Suggested min(s) to be ready before departure |
Appears on the itinerary to let the customer know when to be ready for the tour or pick-up. This appears in standard and point-to-point activities. |
|
Auto logout system time limit (mins) |
Choose how long a user is logged in to the system before automatically being logged out for security. |
System Logging Section |
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Enable API Activity |
If your company is using the API it is important that you enable this flag. When this flag is selected, API requests are tracked and can be analyzed if there is ever an issue. |
Reservation Policies
The policy that is entered here will be attached to every guest itinerary. This is a company-wide reservation policy.
The policy will also appear on the front end Online Booking Engine. The guest will need to flag the 'Policy and Terms' box before completing a credit card transaction.
For example, Reservations that are cancelled with less than 24-hours notice will be charged in full.
| Individual Activity Policies can be controlled from Activity Settings. |