Administrator Guide

Organization Settings

Access settings by clicking Settings in the user menu. Here you can configure:

Zendo Information

• Name - Your organization's display name
• Tradition - Your Zen tradition (Soto, Rinzai, etc.)
• Timezone - Used for all event time displays
• Logo - Displayed on your dashboard and portal (PNG, JPG, SVG, WebP, max 2MB)

Portal Settings

• Subdomain - Your portal URL (e.g., yourname.zenserve.co)
• Membership Access - How new members can join (see Membership Modes)

Default Notification Settings

• Signup alerts - Email admins when members sign up for positions
• Unfilled position alerts - Email admins about unfilled positions before events

Member Management

Inviting Members

Go to Members and click "Invite Members". You can:

• Enter one or more email addresses
• Select their role (Administrator, Coordinator, or Member)
• Pre-assign positions with qualification levels
• Add a personal message to the invitation

Invitations expire after 7 days. You can resend or cancel pending invitations from the Invitations tab.

Member Roles

Changing Roles

Click on a member's name, then use the role dropdown to change their role. Note: You cannot change your own role.

Deactivating Members

If a member leaves your Zendo, you can deactivate their account instead of deleting it. Deactivated members cannot log in but their signup history is preserved. You can reactivate them later if they return.

Position Management

Go to Positions to manage your service roles. See the Positions guide for detailed information.

Creating Positions

• Click "New Position"
• Enter name, description, and capacity
• Choose whether it's open to all or requires assignment
• Mark as "Commonly Used" to show by default on event forms

Assigning Members

Click on a position, then "Manage Assignments" to assign members. Set qualification levels:

• Trainee - Can only sign up for training slots
• Qualified - Can serve in the position

Event Management

Go to Events to manage your schedule. See the Events guide for detailed information.

Event Lifecycle

1. Draft - Create and edit without members seeing it
2. Published - Visible to members, signups enabled
3. Cancelled - Event cancelled, members notified

Recurring Events

Create events that repeat daily, weekly, or monthly. Members sign up for individual occurrences, not the whole series.

Cloning Events

Use the "Clone" button to create a new event with the same settings. Great for similar events with different dates.

Notification Settings

ZenServe has a three-tier notification system:

1. Organization Defaults (Settings)

Set default behaviors for all events in Settings.

2. Per-Event Overrides

Override defaults when creating or editing individual events.

3. Individual Preferences (Profile)

Each admin/coordinator can opt out of notifications in their Profile.

Location Management

Manage locations in Settings under the Locations section:

• Add new locations with name, address, and notes
• Set one location as primary (used as default for new events)
• Edit or delete locations as needed

Membership Modes

Control how new members join your Zendo in Settings:

See the Portal guide for more on portal setup.