Zen Front Desk Advisor Tutorial

🕒 Availability Rules

By default, the voice receptionist generates booking slots Monday through Friday, 9:00 AM to 5:00 PM Central Time. It automatically ignores the 12:00 PM - 1:00 PM lunch slot.

🔒 Smart Buffering

To prevent overlaps, the system queries existing appointments and locks out dates. A slot is marked unavailable if another appointment is booked within a 30-minute buffer window.

🔗 Custom Booking Links

If you prefer using an external booking tool (like Calendly, Google Calendar Booking, or Outlook Bookings), configure it in the dashboard. The AI voice agent will automatically notice this and offer to send your link to the caller via SMS or email instantly.

💡 Pro-Tip for Advisors

Create distinct types for different prospect scenarios (e.g. "15-Minute Intro Call", "1-Hour Financial Plan Review"). Ensure the slug is unique and descriptive (e.g., zoom-intro).

🎯 Qualification Criteria

Configure your qualifying questions in the onboarding panel (e.g. "Prospect must be over 50 years old and have at least $250k in retirement assets"). The receptionist will enforce these criteria before allowing registrations.

👥 Guest Limit Enforcement

Set a limit on guests per registrant (0 to 5). The receptionist asks the caller for guest numbers and counts them towards the total seminar capacity.

✉️ Secure QR Check-in

Upon registration, the client is emailed a confirmation invite containing a unique QR Code. You can scan this code at the door for instant check-in registration.

Check-in works with your phone's camera out of the box. If you'd like a faster experience for a high-volume event, you can also use any standard USB or Bluetooth QR/barcode scanner you already own or purchase separately — no special model required, no setup beyond plugging it in and opening the check-in station page.

🔗 Google Sheets & Webhook Approval Sync

When a prospect is added to the Seminar Google Sheet (either manually or via an external GoHighLevel marketing form), Dr. Green's staff must approve them. To trigger the approval webhook and automatically schedule reminders:

• Manually type "Yes" in the "YES/NO" column (Column A) for that registrant's row.
• Important: This must be done manually on the sheet. Automated/API additions or bulk copy-pasting/drag-filling multiple cells will not trigger the sync webhook correctly.
• Once approved, the row's status will automatically update to "Approved", and the automated reminder sequences will be queued.

📋 1-Click Seminar Duplication

Click the "📋 Duplicate" button in any seminar's header bar. It copies all venue details, topic descriptions, duration, capacity, and menu choices into a fresh seminar record (0 registrants), allowing you to pick the new date in seconds.

⚡ Multiple Reusable Templates

Create and save multiple named seminar templates (e.g. "Capital Grille Dinner", "Library Lunch Workshop") using the "💾 Save as Template" button in the seminar editor.

⭐ Automatic Default Pre-Fill

Mark any template with "⭐ Set as Default". Whenever you click the "+" button to create a new seminar, the modal automatically pre-fills with your default template specifications.

☑️ Multi-Row / Bulk Selection

Every row across CRM contacts, appointments, seminar registrations, call transcripts, worksheets, and blocked dates features a selection checkbox. Use the "Select All" bar at the top of the sidebar to manage batches in 1 click.

🛡️ Complete Data Integrity Protection

Bulk deleting contacts automatically cleans up all associated appointments, call logs, worksheets, and journey events, ensuring zero orphaned records in your database.

🔄 Tab Refresh State Persistence

Refreshing the browser (or pressing F5) now preserves your exact active tab (Seminars, Appointments, Calls, etc.) instead of resetting back to the CRM view.