Frequently asked questions

Quick answers to the questions clinics ask most: onboarding clients, publishing app changes, Smart Offers, adding staff, currency, passwords, refunds, and roles.

Fast answers to the things clinics ask about most. For anything not covered here, raise a ticket from Zovi Help & Support or email [e-mail].

Getting clients into your app

How do I onboard a new client?

Share your clinic’s join QR code or invite link. A new client scans it (or opens the link) to join your clinic and install the app. You’ll find your clinic join code, QR, and invite link under QR code and website.

How do clients earn check-in points?

At the clinic, a client shows their check-in QR from the Zovi app and you scan it with Scan QR in the top bar. They can also scan your clinic join code. This awards their check-in points. See Scan & check-in.

Do new clients get a welcome gift?

They do, if you’ve set one up under Loyalty → Rewards. Every new client gets it however they sign up: email, Google, Apple, phone code, or your invite link. They see a celebration screen showing exactly what they’ve been given.

Clients who join through a referral get the referral reward instead, never both. See Rewards and Referrals.

Leave the welcome gift off and new clients simply get their signup points.

Your app

How do I publish changes to the Beauty Circle App?

Make your edits in App Builder, then Publish them. Your changes go live in the Beauty Circle App in about 60 seconds. Until you publish, edits are staged and clients don’t see them.

Publishing the app is an owner-only ability.

Why aren't my Smart Offers firing?

Smart Offers (Zovi Intelligence) need a 14-day warming period while the engine learns your clients before it starts sending. If offers still aren’t going out after that period, review your caps in Loyalty Engine guardrails.

Your AI Advisor

What is the AI Advisor?

It’s an assistant inside your Beauty Circle App that talks to your clients about their goals, recommends treatments from your own catalog, answers questions about your clinic, and can take them all the way to a booking. Clients see it by name. The default is Sofia, and you can rename her. See Your AI Advisor.

Do I have to set the advisor up before clients can use it?

No, it works out of the box. It reads your treatments, prices, opening hours, team, and memberships live from your account, so there’s nothing to copy in.

Two things are worth doing anyway: fill in your Knowledge Base answers, and check your Settings (the persona name, what the advisor may suggest, and your starter questions).

Can the advisor give medical advice or invent a treatment?

No. It will never give medical advice, promise a result, or recommend anything that isn’t in your catalog. Those rules are built in and can’t be switched off.

Your team

How do I add a staff member?

Open Settings from the account menu in the top-right, go to Teams, and select Add staff. Enter their name, email, role, location, and working hours. Zovi emails them a secure link to set up their own account, so you never handle a password for them. You can invite a Manager or a Staff member; there is one clinic Owner, set when your clinic is created. Full steps are in Teams: staff & permissions.

What are the roles, and who can do what?

There are three roles: Owner, Manager, and Staff. Owners have full access; managers have broad access scoped to their branch; staff have day-to-day access. Some abilities (managing locations, publishing the app, billing, and branding) are owner-only. Set each person’s exact permissions on their Permissions tab in Teams.

Settings & billing

How do I change my currency?

Go to Business info and set the Currency field (a 3-letter code such as EUR, CHF, or GBP). This sets the currency prices and payments display in. Set it before you start taking payments, because changing it later won’t convert existing figures.

How do I change my password?

Open Profile settings and use Change Password: enter your current password, then a new one of at least 8 characters, confirm it, and select Update password.

How do I change my name or email?

Your name and email are read-only in the dashboard. Contact Zovi at [e-mail] to change them.

What plans are available?

Every dashboard feature is available to every clinic, regardless of plan. Two plans appear on the Subscription page for billing. To change your plan, contact [e-mail].

How do I cancel or change my subscription?

Cancellations and billing changes go through Zovi. Email [e-mail] to cancel, or [e-mail] for invoices and billing questions.

Payments

How do I refund a client?

Open the transaction in Payments and select Refund, then confirm. Zovi issues the refund through Stripe for you, so real money goes back to the client automatically. You do not need to refund it by hand in Stripe. Every refund still shows up in your Stripe dashboard if you want to cross-check it.

How do clients pay me?

Client payments run through Stripe, connected to your clinic. Payouts and transactions appear in Payments.

Still stuck?

Getting help from Zovi

Raise a ticket with the Zovi team.

Answer your clients

Reply to support requests from your clients.