Settings
Workspace defaults, your profile and security
41 articles · part of Settings and your account
- Add a custom fieldAdd a custom field on Custom fields in Settings to capture what the standard fields miss, such as a permit number. Each field belongs to one record type and the whole workspace shares it.
- Add a service or material to your price bookAdd each service, material or bundle you sell on Price book in Settings. Changing an item later never changes estimates or invoices that already use it.
- Bring your data from another appZaras reads your old app's exports, a spreadsheet, or PDFs and photos. No contacts, jobs or other business data are added until you choose Import. Zaras keeps your file list and choices, not the files themselves: keep the original files to continue later.
- Change a custom field after you create itRename, reorder or switch off a custom field on Settings → Custom fields. Fields can't be deleted. Switching one off keeps every value already entered.
- Change a team member's roleChange a member's role from their row on Team & roles. The new permissions apply at once.
- Change your invoice and estimate numbersSet the prefix, length and next number on Numbering in Settings. Existing invoices and estimates keep their numbers.
- Change your business info and time zoneChange your name, contact details and time zone on Business info in Settings. A new time zone applies to work already booked, not just new work.
- Change your calendar settingsSet your own working hours on Calendar settings. On a team, an owner or admin also sets the week start for everyone there.
- Choose which emails Zaras sends youZaras sends you two kinds of optional email: setup emails in your first week, and, for owners and admins, an email when a customer answers an estimate. Account emails and emails about your work always arrive.
- Choose which push alerts you getSwitch each kind of push alert on or off under Send me, in the Zaras app only. Your choices apply to this phone.
- Connect Stripe and turn on card paymentsConnect a Stripe account, then switch on Accept online payments so customers can pay invoices by card. Card payments go to the Stripe account of whoever connects it, so connect it as the owner.
- Create a custom roleCreate a custom role on the Roles tab when the built-in roles don't fit. It Starts with the five work permissions — jobs, contacts, estimates, invoices, schedule. Adjust after creating.
- Add custom fields to contacts, jobs, estimates and invoicesTo track something the standard fields miss, such as a gate code, add a custom field. Already have one? Change it, or check where it shows up.
- Put your logo and details on your PDFsAdd your logo and color on Branding, then choose what each PDF shows on Customize PDFs. Estimates and invoices already sent keep the PDF settings they went out with.
- Why does Stripe say card payments are not active?Stripe still needs details from you, or Zaras couldn't finish checking the connection. Online payments shows which one, and card payments stay off until it clears.
- Group price book items into categoriesMake categories under Manage categories on your price book, then choose one for each item. Deleting a category keeps its items, which show as Uncategorized.
- What happens when a customer disputes a card payment?The bank holds the money while it decides, and the invoice still reads paid. You answer the dispute in Stripe, not in Zaras.
- Import a CSV or spreadsheet fileOn the web, a CSV or Excel file goes through the same importer as another app's files, with a review before anything is added and an entry under Import history. In the Zaras app, Data Import takes one CSV file of contacts or price book items.
- Import your data into ZarasOn the web, Import data in Settings → Data import brings in your old app's exports, a spreadsheet (CSV or Excel), or PDFs and photos. It adds customers, your price book, tax rates, labels, jobs, estimates, invoices and payments. Nothing is added until you press Import, and every import stays under Import history. For 7 days its data can be removed as a group, unless it has been edited or used by newer work since.
- Invite someone to your teamInvite a teammate by email from Team & roles in Settings. They get an email with a link to join, and the invite lasts 30 days.
- Invite and manage your teamTo add someone, invite them. To change what they can do, change their role. Everything lives on Settings → Team & roles.
- Make a bundle of price book itemsMake a bundle with Add item on your price book, then pick the services and materials it holds. Changing it later never changes estimates or invoices that already use it.
- Choose your push and email notificationsNot getting alerts on your phone? Turn on push notifications in the Zaras app. There is no push on the web. For email, open Preferences on the web. In the app, setup emails are on Preferences and estimate emails at the foot of Notifications.
- Take online payments with StripeTo take card payments, start with Connect Stripe and turn on card payments. Not using cards? Tell customers how to pay instead.
- Refund a card paymentThe owner can refund a card payment from the invoice, in full or in part. The money goes back to the customer's card through Stripe, and the customer is emailed.
- Remove someone from your teamRemove a member from their row on Team & roles. They lose access straight away, and their name stays on the work they did, marked Former.
- Continue an import that stoppedAn import keeps your place, whatever stopped it. What it already added stays in Zaras, and continuing the same import never adds a record twice.
- Set your default tax rateAdd a tax rate on Tax settings and mark it as the default. Only documents created from now on start with it. Existing ones keep their tax.
- Set a team member's hourly rateA member's hourly rate is what their timesheet entries are costed at. Set it on their row in Team & roles. Time already worked keeps its old rate.
- Set default payment terms for new invoicesSet when new invoices fall due on Payment terms in Settings. Existing invoices keep their own terms.
- Stop notifications at night with quiet hoursQuiet hours stop push notifications on your phone during the times you choose. Alerts that fall inside them are dropped, not saved for later.
- Set up your business in the first weekStart with your business info and time zone. On the web, open Settings from your profile card at the bottom of the sidebar. In the Zaras app, tap More, then Settings.
- Set your default arrival windowSet the arrival window customers see on Arrival window in Settings. It applies to newly scheduled jobs. Existing jobs keep theirs.
- Where does a custom field show up?An active field shows on its record's detail page and list, inside your workspace. Customers see it only when Visible to customers is on.
- Tell customers how to pay without card paymentsWithout card payments, write your payment instructions under How customers pay you, such as a Venmo or Zelle handle. Customers see them on every invoice while online payments are off.
- Turn on push notifications on your phoneTurn push notifications on in the Zaras app, once on each phone. There is no push on the web.
- Remove the data an import addedYou can remove the data an import added, in one step. The data you already had stays, and so do your original files.
- What can each team role do?Each member's role sets what they can see and do. Zaras has four built-in roles, and you can create your own.
- Where does the money from card payments go?Card payments go straight to your own Stripe account, and Zaras adds no fee. In the words of the Zaras website: "Card payments go to your own Stripe account. Stripe's processing fees apply. Zaras takes no cut."
- Why was a row skipped in my import?A row is left out when it repeats something you have, or lacks what Zaras needs. The review says how many rows are left out before anything is added.
- Will an import duplicate my contacts?No. A contact that matches one already in Zaras uses your existing contact, unless you choose otherwise.