This guide walks through everything you can do in Zephyria, from creating your account to letting Zephyr keep your inventory. Read it top to bottom or jump to what you need.
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Create your account, set up your business and find your way around.
Open Zephyria and pick the kind of account you want:
Sign up with your email (we send a 6-digit code to confirm it) or with “Continue with Google”. If you ever booked as a guest with that email, your history stays with you.
The first time you sign in, Zephyria asks a few questions, one per screen:
Every step but the first can be skipped and finished later.
What we didn't ask up front waits on your dashboard in the First steps card: add your address, link Instagram or Facebook, invite your team, copy your booking link and say hi to Zephyr. Each item ticks itself off when you do it, and the card disappears when you're done (or when you hide it).
From your name at the bottom of the sidebar you switch businesses, open Settings, this guide, light or dark mode, and sign out.
A link of your own where clients book without an account.
Every business has its own page, with a link like …/b/your-business. Find it in the sidebar (open or copy it) and in Settings → Business.
Put it in your Instagram bio, your stories, your Google profile, or send it over WhatsApp.
Tip: If you rename your business, the link changes too. Copy it again wherever you've posted it.
The appointment lands instantly on that person's calendar. The confirmation shows your address, map, socials and a button to message you.
Your business name, address with map, social links, active services and team. They never see your inventory, lists or internal notes.
What clients book, and what Zephyr talks about.
In Services (the “Business catalog” view) you create each service once for your whole team: name, price, currency, duration, description and details like “Includes: wash”. Everyone offers it, including people who join later.
An inactive service stops showing to clients but isn't deleted.
Tip: Describe each service well: the customer assistant answers from it and never makes up what isn't there.
Pick someone on your team in Services to adjust their services: they can charge differently, take longer, have their own description or not offer a service. “Reset” goes back to the catalog.
You can also create personal services only that person offers.
Tell Zephyr
Before changing a price or hiding a service, Zephyr asks you to confirm.
When you can be booked and what's on your schedule.
In Settings → Availability you choose your days, hours, timezone and how often appointments start (every 15, 30 or 60 minutes). Your booking page and both assistants use these hours. Each person on the team has their own.
Each day can have its own hours. For a break, like lunch, add a second range that day: the gap between them can't be booked. Under Days off you mark vacations or holidays; nobody can book on those days and Zephyr tells your customers you're closed.
The calendar has month, week and day views. Tap a day or “New” to add an appointment: title, time and, optionally, the service (it fills in the duration). Tap an appointment to edit or delete it.
Two appointments can't overlap on the same calendar. Cancelling an appointment that came from a booking cancels the booking too.
Owners and admins can see and edit anyone's calendar.
Tell Zephyr
If your team has several people and it's unclear who it's for, Zephyr asks.
Invite the people you work with and decide what each can do.
Invites last 7 days and can be revoked. Having a team needs the Pro plan or the free trial.
From Team. They lose access right away; their past appointments and conversations stay, and you can invite them again anytime.
Have more than one business or location? From your name in the sidebar, create another and switch between them. Each has its own team, services, inventory and plan.
Customers write to you and the assistant answers for you, with your real data.
From your booking page (“Chat with…”) or from Messages in their account. Everything lands in Conversations, one thread per customer.
It answers on behalf of your business with your real catalog, team and calendars: prices, duration, what's included, who's free. If the customer wants an appointment, it checks the calendar and books it. It never makes up prices or times and never talks about your inventory or lists.
Set it up in Settings → Customer assistant:
Open any conversation and reply yourself. Leave the assistant working or turn it off from Conversations.
If the assistant reaches its monthly or per-conversation limit, the customer gets a note that you'll reply soon with your booking page, and their messages wait for you in Conversations. We let you know at 80% and 100% of the month.
Tell Zephyr
Zephyr never sends a message to a customer until you approve the text.
Your private assistant: it books, remembers, looks things up and keeps your inventory. Customers never see it.
Write to it from the Dashboard or from Zephyr in the sidebar, the way you'd write to a person.
Whatever Zephyr looks up or changes (appointments, services, products, rows, memories) shows up as a card under its reply; tap it to go straight there.
For sensitive changes (prices, hiding a service, replying to a customer, closing the whole team) it asks first. Nothing changes until you say yes.
Next to your conversation with Zephyr you see today's agenda, who's waiting on a reply, what's running low and your lists. The sparkle next to each item drafts a question for Zephyr.
In Settings → Zephyr choose how long its replies are and tell it your role, your priorities and how you work (“no appointments before 10”). In Settings → Profile choose what it calls you.
Your products and supplies with the count always up to date. Only your team sees it.
Everything you use on clients (blades, color, acetone) and everything you sell (waxes, oils, shampoo), each with its quantity, unit, alert, cost and sale price. For things you don't count in units (suppliers, expenses, checklists), use Lists.
The first time you open Inventory we suggest the usual products for your kind of business: tap what you have and how many. Or use “New product”:
Tap a product and choose what happened:
Before saving you see how many you'll have left. For quick changes, use − and + on each product in the list. Stock never goes below zero: if it doesn't add up, do a count.
The quickest way, between clients:
Tell Zephyr
Singular or plural doesn't matter. If two products look alike, Zephyr asks which one; if it doesn't exist, it offers to add it.
When a product reaches its alert it turns amber (and red when it runs out). You see it in the “Running low” tile (tap it to filter), on your dashboard and in the Today panel. Zephyr mentions it too.
Every product keeps who changed what and when, including changes made through Zephyr. Recent activity across the inventory sits next to the list.
Tables shaped your way for everything else: suppliers, expenses, checklists.
In Lists → New list pick a template (Suppliers, Expenses, Opening & closing checklist, Client formulas, Equipment upkeep) or start blank. Templates come with their columns.
Columns can be text, number, currency, date, yes/no, dropdown, email or link. Rename, reorder and archive them; old values are kept.
Already keep it in Excel? In New list → Import a file, upload your .xlsx or .csv. The first row names the columns, each column's type is picked from its values and every other row becomes an entry. You see how it will look before it's created.
Add and edit rows, search every column at once and filter by options. The history shows every change and who made it.
Owners and admins edit; the rest of the team can look.
Tell Zephyr
How your business is doing, month by month.
Owners and admins see the whole team or filter by person; each member sees their own. Change month with the arrows.
When an appointment ends, mark it completed or “no-show”. Ones you don't mark count as completed 12 hours later.
The Appointments and Customers tabs show the month in detail and each customer with their history at your business.
What your customers experience, so you know what to tell them.
One price per business. Pro includes 5 people; each extra person adds on.
Pay yearly and get 2 months free.
Once per business, 14 days of Pro with no card. Start it at the end of the first-time setup or in Settings → Plan. When it ends you go back to Free unless you choose a plan; if you subscribe mid-trial, you aren't charged until it ends.
Change plans anytime from the same place: going up, you pay the prorated difference; going down, the balance goes to your next invoice. Solo is for one person, so remove your team first if you want to move to Solo.
“Manage billing” takes you to your invoices, payment method and cancellation. If a payment fails, your plan stays active while the charge is retried.
Everything you adjust in Settings.
Forgot your password? On the sign-in screen tap “Forgot password?” and we'll email you a link that lasts one hour.
Your customers get everything by email, with nothing for you to set up.
As soon as a customer books (on your booking page, through Zephyr, or when you book them with their email), they get an email with the details and a link to confirm, change or cancel.
Before each appointment your customer gets an email reminder: 2, 4 or 24 hours ahead, you choose. Never at night: anything that would land between 9 PM and 8 AM goes out at a reasonable hour.
Turn them on or off, and choose when, in Settings → Reminders.
We're here for you.
If something doesn't work the way you expected, or you have an idea, write to hola@zephyria.io. We answer in Spanish and English.
Last updated: September 26, 2026