A Zenoti implementation is the project that moves a salon, spa or med spa onto Zenoti. The account is configured, records come across from the old system, staff are trained, and booking switches over on a set night. Zenoti’s Professional Services team does the configuration and the import under a statement of work. Your team supplies the data, checks it and signs it off.
This guide covers the standard scope, the records Zenoti migrates, what to prepare, how cutover night runs, and the website work due the same day. Each Zenoti fact comes from its Implementation Scope page, its Help Center or its developer docs, all read on 11 November 2026.
Key takeaways
- Zenoti imports from one source system and no more than two years of past appointments, invoices and payments, unless a statement of work adds more.
- Gift card, package, membership and loyalty balances are imported only when you can hand the figures over.
- Data leaves the old system at least twice: during setup and the night before go-live.
- On cutover night, automated billing and messages stop in the old system, its online booking pauses for a few hours, and the website’s booking links are pointed at Zenoti.
- Zenoti’s scope ends at its own Webstore and mobile app templates. The business website, the Shopify store and their tracking are separate work.
What a Zenoti implementation includes
Per the Implementation Scope page, Zenoti gives the customer a system administrator login, and both sides sign one or more statements of work (SOWs) for configuration and data migration. The general scope has six items:
- Configuring the modules and workflows the business subscribes to.
- Role-based access to modules and reports.
- Migrating and setting up master data (services, products, employees) supplied by the customer.
- Configuring the Webstore and the customer mobile app, when purchased and inside the implementation timeline.
- Assigning Zenoti University training courses.
- Remote support after go-live: “up to 3 days” in the scope list, “a minimum of three (3) business days” in the support section. After that, questions go to Zenoti Support.
A second source system, history older than two years, and images or documents each need an additional SOW. Designs beyond Zenoti’s Webstore and app templates are done “on a payment basis”. Zenoti publishes no fees.
Three routes onto Zenoti
A migration project is the heaviest of three routes. The Help Center describes the two lighter ones.
| Route | Who it is for | How it runs |
|---|---|---|
| Onboarding wizard | One location with no data to migrate | Six guided steps that you complete yourself |
| New-center request | A business already on Zenoti that opens another location | A request sheet sent to your customer success manager at least 15 business days before go-live |
| Migration project | Any business bringing records from another system | An SOW, a signed migration scope, two data loads and a cutover night |
The single-center wizard covers business details, payment processing, sales, resources, marketing and the online store. It pre-fills services in nine categories, creates Owner and Manager roles, and enables the Webstore by default.
The new-center request copies settings from a source center you name. Zenoti says it does not cover centers that need data migration or centers gained through an acquisition.
What Zenoti migrates from the old system
| Group | What moves | When it loads, per the scope page |
|---|---|---|
| Master records | Guests with contact details, the service menu, rooms, equipment, staff, products, vendors, and the definitions of series packages, memberships and discounts | During site preparation, with changes topped up at cutover |
| Operational data | Upcoming appointments, guest notes and alerts | Not stated |
| Liabilities | Gift card balances, series package balances, active members and their balances, reward points, on-account balances and on-hand stock | In full at cutover |
| Past data | Two years of past appointments, invoices and payments | Part before go-live, the remainder within 14 working days after it |
| Cards on file | Saved card details | Depends on the old system and the old payment provider |
| Medical records | EMR files such as PDF, JPG, PNG and TIFF | Effort and cost depend on the total file size |
The same page sets limits:
- Two years of history, intended for trend analysis and marketing. Zenoti says it is not migrated for tax audits, financial reconciliation or payroll processing, so keep your own financial exports.
- Balances and current stock are imported if the customer can provide the data.
- No warranty is given on imported data, so validation is your team’s job.
- Source data is deleted after go-live under Zenoti’s retention policy.
Saved cards run on a separate track. The scope page says the business must ask its existing payment provider to send card information, encrypted, directly to Zenoti Payments, and that Zenoti’s process uses PGP encryption. Zenoti’s guide to switching from Mindbody adds that such a request can involve a fee and the processor’s own turnaround, and advises raising it on the first migration call. Where no transfer is possible, guests are asked for their card details again.
What to have ready before kick-off
The switching guide has a pre-switch checklist, and the Help Center shows the fields each record needs. Combined:
- Access to the old system. The existing database, arranged through the current vendor, or Excel and CSV templates that Zenoti provides. Zenoti also asks for read-only access so it can validate the import.
- Locations. Name, address, state, email and time zone for each center, plus hours and holidays. Center hours decide which slots are open for booking, online included.
- Services and rooms. A menu with prices, durations and categories, marked with anything to retire, and the services performed in each room. Zenoti’s services article asks for distinct names, because similar names complicate bookings and package redemptions.
- Staff. Each employee’s exact email address, job, security role and working hours. Zenoti maps the employee profile by email and says schedules must be defined for every booking channel. Put pay rules in writing: hourly rates, commissions and pay periods.
- Memberships and packages. Active contracts with billing dates, credits and frozen accounts, and the remaining balance on every series package.
- Gift cards. A liability report with every outstanding balance. Our guide to selling Zenoti gift cards alongside a Shopify store compares the online options.
- Products and stock. Codes, barcodes, vendors and prices, plus a stock count close to go-live.
- Payments. Zenoti Payments onboarding needs a registered legal entity, details of the owners, a payout bank account and a verified address per center.
- Front desk hardware. Zenoti’s system requirements give 8 GB of RAM as the minimum, name Chrome 92 or later as the best-performing browser, and ask for at least 6 Mbps down and 2 Mbps up.
- Training time. Zenoti University courses are assigned by role, and the scope page makes each team member responsible for finishing them before using the system.
How the migration runs, from scope to cutover
The scope page splits the migration into two steps. Site preparation comes before go-live: master data and part of the past data are loaded so your team can check the records and settings. Site migration, which Zenoti calls cutover, starts the night before go-live. The page assigns each task to one side:
- You provide access to the data, at least twice: once in the setup phase and once at go-live.
- Zenoti writes the migration scope after analyzing the old system’s data.
- You sign off the scope, after any changes Zenoti agrees are feasible.
- You prepare for go-live. Cutover begins once every location has closed for the day, and you arrange for the old vendor to supply the latest copy of the database that night.
- Zenoti migrates the site and validates the data by its own predefined methods.
- You validate the migrated data and sign it off, with Zenoti’s team helping.
Three things stop in the old system on cutover night. Automated collections and automated emails and texts are switched off, so no guest is billed twice or sent duplicate messages. Online booking into the old system pauses for a few hours. When cutover is complete, the website’s booking links are redirected to Zenoti online booking.
How long a Zenoti implementation takes
The scope page gives no standard duration. The switching guide, dated 25 August 2026, quotes two figures for a single location: “two to three weeks” in its introduction and “roughly eight weeks from kick-off to go-live” in its week-by-week plan. That plan runs:
- Weeks one and two: scoping, exports and the card token request.
- Weeks three to five: configuration, import into a staging environment, and spot checks against the old system’s reports.
- Weeks six to eight: staff training, guest communication and go-live at the start of a quiet week.
The guide says multi-location groups run longer, because configuration is done once at organization level and then validated per location. It advises starting ten to twelve weeks before the old contract renews. The date from your own scoping call is the one to plan around.
The website side of go-live
The business website sits outside Zenoti’s scope. The scope page gives it one task at a fixed time: redirect the online booking links after cutover. Five jobs follow from that.
1. Rebuild every booking link. Zenoti’s deep linking article lets a website button open the Webstore with a service, service category, package, membership or class already selected. A service link has this form:
https://<orgname>.zenoti.com/
Both IDs are copied from the URLs of the center settings page and the Edit Service page. Parameter names are case-sensitive, and membership and series package links take the version ID. Each link carries one center ID and one service ID, so a multi-location site needs one for every service at every location. Test each link before cutover night.
2. Choose a link or a widget. Zenoti’s online booking page describes an embeddable widget, a piece of code that a web developer adds to a page, and says a site can also link straight to the Zenoti booking page. A site that shows live availability in its own pages uses the Zenoti API instead, and the API onboarding page asks for a separate backend app for each use case.
3. Put the Webstore on your own domain. The custom domain article shows how a Webstore address such as yourbrand.zenoti.com/
4. Move the tracking. Zenoti’s conversion tracking article supports Google Analytics, Google Tag Manager, Google Ads and the Meta Pixel on the Webstore. By default the Webstore sends standard purchase events for service bookings and for gift card, membership and series package purchases. Zenoti recommends the custom domain here as well, so that one visitor is not counted as two. After the domain changes, update the Book Now buttons and any ads that link directly to the Webstore.
5. Update the places guests book outside the site. Zenoti connects to Reserve with Google, which adds a Book Online button to the Google Business Profile, and to the booking buttons that Facebook and Instagram offer. Check each one after cutover. The switching guide also advises announcing the change to guests two weeks ahead and sending the new booking link in the week of cutover.
Retail on Shopify during the implementation
Zenoti’s Webstore V2 overview says products can be sold there only when Shopify is integrated with Zenoti. Online retail is therefore a second, smaller setup inside the implementation. These points come from Zenoti’s Shopify integration article:
- Ask Zenoti to switch it on. The Ecommerce settings appear only after Zenoti enables Shopify for the account.
- Agree the codes early. Stock sync pairs a Shopify SKU with a Zenoti product code, and the two must be identical. Fix the code scheme while the product master is prepared for migration.
- Clean up guest emails. When two Zenoti profiles share an email address, a Shopify invoice is attached to one of them at random. Merge duplicates before go-live.
- Set the sync start date with care. It cannot be backdated or moved forward once the integration is complete.
- Run the first sync by hand. A manual sync of products and inventory is mandatory at initial setup.
- Set up the Shopify payment gateway yourself. The article says Zenoti will not configure it.
- Know the gaps. Variants, exchanges and in-store pickup are unsupported, Zenoti shows no shipping or tracking information, and refunds are issued in Shopify.
Groups in which each location runs its own store can use the center-level setup, where one Shopify store connects to one center.
Our guide to Zenoti integrations lists the other systems Zenoti connects to. If the website itself is moving to Shopify in the same project, the URL map and redirects are described on our platform migration page.
The website side in practice: Gene Juarez
Gene Juarez, a salon and spa group with 13 Washington locations, books through Zenoti and runs its storefront on Shopify Plus. A disclosure first: Gene Juarez is our client, and the theme and the booking links described here are our work. From the Gene Juarez case study:
- Each booking button, service tile and location page opens the exact Zenoti Webstore page for that service or location.
- A guest on any landing page reaches the Zenoti booking screen in under one second, helped by prefetched DNS and preconnected origins.
- Homepage LCP measures 1,200 ms.
- Legacy URLs, among them thirteen location pages and ten service pages, were mapped and preserved when the theme was rebuilt.
The roles, in short: Zenoti’s team configures the account and imports the data, your team supplies and validates it, and a web team or agency handles the booking links, the Webstore domain, the tracking and the Shopify store. That last part is our work, and we do not configure Zenoti itself. The scope and process are on our Zenoti Shopify integration page.
FAQ
How long does a Zenoti implementation take?
Zenoti’s scope page gives no standard duration. Its Mindbody switching guide plans roughly eight weeks from kick-off to go-live for one location and also quotes two to three weeks, and it says multi-location groups run longer. The scoping call sets your actual date.
What data does Zenoti migrate from an old system?
The scope page lists master records such as guests, services, rooms, staff, products, packages and memberships. It also lists upcoming appointments, guest notes, balances for gift cards, packages, memberships, reward points and stock, and two years of past appointments, invoices and payments. Images and documents need an additional statement of work.
Do saved credit cards move to Zenoti?
Sometimes. Zenoti says it depends on the old system and the old payment provider. You ask that provider to send the card data, PGP-encrypted, directly to Zenoti Payments. If the cards cannot be transferred, guests enter them again.
How much does a Zenoti implementation cost?
Zenoti publishes no implementation fee. Configuration and data migration are set out in a statement of work between the business and Zenoti. A second source system, more than two years of history, and images or documents each need an additional one, and designs beyond the Webstore templates are paid work.
What has to change on the website when Zenoti goes live?
Every booking link has to point at Zenoti once cutover is complete. That covers a deep link or widget for each service and location, the Webstore’s custom domain and DNS records, tracking tags on the Webstore, and the booking buttons on Google, Facebook and Instagram.
Sources, all read on 11 November 2026: Zenoti’s Implementation Scope, its Mindbody to Zenoti migration guide and its online booking page; Zenoti Help Center articles on the single-center onboarding wizard, adding new centers, business details, services, employees, employee schedules, Zenoti Payments onboarding, system requirements, Zenoti University, deep linking, custom domains, conversion tracking, Google tracking, Webstore V2, Shopify integrations and the center-level Shopify setup; and the developer docs page on API onboarding. Zenoti updates these pages, so confirm each point in your own statement of work.
