How do I set up departments? – Zr Ware®

Setting up a new department involves touching several different parts of the Zr Ware system to ensure reporting, routing, and booking work correctly. Please follow the steps below in order.

Steps are as follows:

Add Departments
Define Zone Minimums
Adjust Booking & Scheduling
Adjust Reservation Terms for new department
Assign Departments to Routes
Assign Departments to Product and Services
Assign Departments to Users(optional)
Assign Departments to Arrival Windows

1. Add Departments

Path: Admin > Departments

⚠️ CRITICAL WARNING: Enabling a department is permanent. Once a department is enabled, you cannot undo or delete it. The department name and settings will appear throughout Zr Ware moving forward.

Find the list of available departments.
Select the checkbox next to the department you want to add.
Required: You must select an existing department from the dropdown to copy settings from. This ensures your new department starts with a baseline configuration.

2. Define Zone Minimums

Path: Admin > Zones

You must set the minimum dollar amounts for your zones for this new department. There are two ways to do this:

Method A: Update One Zone at a Time

Click on the Name of a specific Zone.
In the popup window, locate the field for the new department.
Enter the dollar amount for the minimum.
Note: If you leave a field blank, the system will set the minimum to 0, even if it was previously set.

Method B: Update Multiple Zones (Batch Update)

Use the drop-down menu to select multiple zones. They will populate the list.
Enter the Department Minimum in the input box.
This value will apply to every zone you currently have selected.
If you leave the field blank here, the existing minimums for those zones will remain unchanged.

3. Adjust Booking & Scheduling

Path: Admin > Booking & Scheduling

Locate the dropdown menu next to your new department.
Review the settings and adjust them as needed to match your operational requirements.
Click Save.

(For a deep dive on these specific settings, please refer to the Booking & Scheduling documentation).

4. Associate Reservation Terms with the new Departments

Path: Admin > Reservations

You must ensure your legal/reservation terms appear for customers booking the new department.

Scroll down to the Reservation Terms section.
Select a term you wish to edit.
Check the box for the New Department to associate it with this term.
Click Save.
Repeat this process for every term that applies to the new department.

5. Assign Departments to Routes

Path: Admin > Routes

You need to tell the system which trucks/routes can service this new department.

Method A: The "Assign Departments" Button (Batch)

Click the Assign Departments button.
Select the Routes you want to update (they will appear in the window).
Select the Departments those routes should cover.
Click Save.

Method B: Edit Individual Routes

Click on a specific Route Name.
Check the boxes for the departments you want this route to service.
Click Save Changes.

6. Assign Departments to Product and Services

Path: Admin > Products and Services

⚠️ Important Reporting Note: Changing department assignments affects historical data. We recommend assigning all services (active and inactive) to a department so that legacy data is reported correctly.

Method A: Batch Assign (Recommended)

Click Action > Assign Departments.
Select all of the services you want to change to a certain department.
Select the Department they should be assigned to.
Click Save.

Method B: Single Service Update

Click on a specific product or service.
Select the corresponding Department from the settings.
Click Save.

🔎 Post-Setup Checklist: System Line Items

When a new department is turned on, the system should automatically create new system line items. Double check that they were added.

Check Promo Codes & Minimums: Look for the new Promo Code Discount - [Department] , Minimum Difference - [Department] and non-revenue line items like Re-Service - [Department], Drop Off - [Department], Estimate - [Department], Pickup - [Department] and Other - [Department].
Assign Categories: Ensure these new line items are assigned to the correct reporting categories.

Now, double check that you have added any department specific services that you offer. Example: Environmental Fee - Residential.

7. Assign Departments to Users (Optional)

Path: Admin > Users

If specific office staff handle specific departments, assign them here.

Method A: Batch Assign

Check the box next to each user you want to assign a department to. Box will not be available to check if the user's parent base is not the base you are working out of.
Click Assign Departments
Check the box for the Department you want to give them access to.
Click Save.

Method B: Individual User Profile

Click on the pencil icon to the right of the User's name to open their profile.
Scroll to the bottom of the pop-up menu.
Check the boxes for the departments this user needs.
Click Save.

8. Assign Departments to Arrival Windows

Path: Admin > Arrival Windows

Drag and drop your new department onto the Arrival Windows you want to be available.
Once dropped, click the Department Name on the arrival window to set its availability type (indicated by color):
- Blue: Available for CSRs (Office) to book only.
- Orange: Available for Online bookings only.
- Split: Available for Both CSR and Online bookings.

🎉 Success!

You have successfully set up your new department. It is now ready for routing, booking, and reporting.