ConsultationPriya S. · with Dr PatelCompleted
TreatmentTom O. · with JessCompleted
ReviewSam R. · with JessCancelled
ConsultationLucy H. · with Dr PatelNo show
ZenotiThe healthcare CRM that works with Zenoti
Coherent connects to Zenoti with an API key. It reads your appointment history and services, then runs follow-up programmes in your clinic's own voice. A patient coordinator approves every reply, and approved bookings go straight back into Zenoti.
Medical aesthetics and skin clinics on Zenoti, from single clinics to multi-centre groups. You keep Zenoti. Your team's diary doesn't change.
Cancellation follow-upWhatsAppHi Sam, sorry we missed you on Tuesday. Shall we find you a new time for your review with Jess?
Thursday after 5 would be great.
Coordinator approves
Lovely, you're booked in for Thursday at 17:30 with Jess.
Booked into Zenoti
Thu 17:30 · Review with Jess
- Connects with a Zenoti API key
- Bookings written back into Zenoti
- A coordinator approves every reply
- You keep Zenoti
Your Zenoti data
Get more from the Zenoti data you already hold
For a long time, doing more with your PMS data has meant waiting for a new feature. Zenoti already knows who came in, who cancelled and who never booked their next visit. Coherent now works with Zenoti, so your clinic can put that data to work.
How we connect
Connected through Zenoti's API
- You set up:
A Zenoti admin creates an app for Coherent at organisation level, generates an API key and shares it with us securely.
- We read:
Your appointment history and services, read through Zenoti's own API.
- You stay in control:
The app is yours. Deactivate it in Zenoti and our access ends.
What we read
What Coherent reads from Zenoti
| ZenotiFrom Zenoti | What Coherent uses it for |
|---|---|
| Appointment history | Finding who's due, who cancelled without rebooking and who didn't show |
| Services | Telling a consultation from a treatment or review, so each programme starts at the right point |
| Contact details and contact preferences | Reaching patients on the channel they use, and leaving out anyone who shouldn't be contacted |
Coherent reads appointment records only. Clinical notes and medical records stay in Zenoti.
What goes back: approved bookings are written into Zenoti, so your team never enters them twice.
ZenotiHow it works
From API key to booked appointment
- 1
Connect.
A Zenoti admin creates an app for Coherent at organisation level (Configuration, then Apps), generates an API key and shares it with us securely. We read and tidy your data, map your services and apply your inclusion and exclusion rules.
Zenoti › Configuration › Apps
••••••••••••7c21 - 2
Codify.
We write your SOPs and tone down as your clinic's front office blueprint: the rules for handling every patient request the way your team would.
Front office blueprint- Tone: warm, first names
- Leave out: discharged patients
- Escalate: anything clinical
- 3
Converse.
Programmes send two-way messages across WhatsApp, SMS and email. We check each reply against your blueprint, and a patient coordinator approves the next step.
- SMS
Coordinator approves
- 4
Book.
Approved bookings go straight into Zenoti. Anything that needs your team reaches them through the escalation rules you set.
Booked into ZenotiThu 17:30 · Review
Before go-live
Three things to tidy in Zenoti
We check all three with you during set-up.
Keep each guest's communication preferences up to date, including marketing opt-outs, so programmes only reach patients who want to hear from you.
Mark no-shows the same way every time, so Coherent can tell a missed visit from a cancellation.
Use the same service names at every centre, so a consultation reads the same wherever it happens.
Programmes
Programmes you can run on Zenoti
Trigger: no next appointment
Patient recall
Patients due their next treatment, found in your appointment history and invited back by name.
Trigger: cancelled or no-show
Cancellation follow-up
Patients who cancelled or didn't show, offered a new time before they drift away.
Trigger: consultation, no treatment booked
Consultation follow-up
Patients who came for a consultation but haven't booked the treatment you discussed.
Trigger: new enquiry
New leads
Where new enquiries come from
Coherent connects directly to Meta lead ads (Facebook and Instagram), Google Ads and Skin Quiz, as well as your website forms. Each new enquiry is answered in your clinic's voice, a coordinator approves the reply, and the booking goes into Zenoti.
Who does what
How Coherent and Zenoti share the work
Coherent adds
- Follow-up programmes that start the conversation
- Replies read and answered, with coordinator approval
- Bookings written back into Zenoti
- Reporting on what each programme booked
In clinics now
Already running on Zenoti
Medical aesthetics groups with two and three clinics already run Coherent on Zenoti.
- Aesthetics
Payments
Coherent Payments
Coherent Payments works alongside Zenoti: deposits, payment links and card terminals. We agree with you how each payment is recorded in Zenoti.
- Deposits
- Payment links
- Card terminals
We read appointment records only, never clinical notes, and sign a Data Processing Agreement with your clinic before we start.
Patient data is encrypted in transit (TLS 1.2+) and at rest, on UK/EEA-based infrastructure.
Role-based access limits each person to the data their job needs, and every data access is logged.
You control the connection: deactivate Coherent's app in Zenoti and our access ends.
Questions
Zenoti integration FAQ
Does Coherent integrate with Zenoti?
Yes. Coherent connects through Zenoti's API, using an API key created by a Zenoti admin. It reads your appointment history and writes approved bookings back.
Does Coherent need an API key?
Zenoti lets an admin create one for each app, so an API key is the simplest way to connect. Coherent doesn't depend on one, though: we also work with PMSs that have no API key at all.
Is Coherent a CRM for Zenoti?
Yes. Coherent Engage is a healthcare CRM that runs patient follow-up programmes on your Zenoti data, with patient coordinators handling the replies.
Do we need to change PMS?
No. Zenoti stays your system of record, and your team keeps working in it as they do today.
Does it work across several Zenoti centres?
Yes. Coherent reads each appointment's centre and provider, so messages come from the patient's own clinic and practitioner.
We already send appointment reminders from Zenoti. Do we need Coherent?
Zenoti's reminders cover appointments already in the diary. Coherent works on the patients with no next appointment: those due their next treatment, those who cancelled and the enquiries that never booked.
How do we stop the connection?
Deactivate Coherent's app in Zenoti and our access ends.
What does it cost?
Each programme is priced on its own. We quote after your free data playback, once we've seen your Zenoti data.
Free data playback
See who's due in your own Zenoti data
Book a free data playback. We'll show you, from your own Zenoti appointment book, who's due, who cancelled and who never rebooked.
Book your free data playback