Sources

Admin > Sources Management

The Admin > Sources page is your central hub for managing all lead and booking sources (e.g., "Google," "Facebook," "Referral"). Proper source management is crucial for accurate tracking, marketing ROI, and reporting.

Note on Merging Sources: To maintain data integrity, Organization Admins can merge duplicate or similar sources (e.g., merging "Google" and "google search" into one). Please submit a support ticket with your merge request.

The Sources List

When you navigate to Admin > Sources, you'll see a table of all existing sources. Here’s a breakdown of the controls and columns.

Page Controls

(11) + Add: Click this button to create a new source.
(12) Active Status Filter: Filter the list to show Active, Deactivated, or All sources.
(13) Search: Find a specific source by typing its name.
(1) Checkbox & Toggle Status: Select one or more sources using the checkboxes. A "Toggle Status" button will appear, allowing you to activate or deactivate the selected sources in bulk.

Table Columns

(2) ID: The unique system ID for the source.
(3) Name: The name of the source (e.g., "Website," "Social Media").
(4) Group: The Source Group the source belongs to (e.g., "Online," "Offline").
(5) Category: The category used for the Percentage of Bookings by Source report.
(6) Active: A checkmark indicates the source is active and available for use in the system.
(7) Online: A checkmark indicates the source is available for selection on your online booking portal.
(8) Source Type: Defines the behavior of the source. (See "Understanding Source Types" below for details).
(9) Source Items: If the source type is "List," this column displays the child sources (e.g., "Facebook, Instagram" for the "Social Media" parent).
(10) Actions: Click the pencil icon to edit the source's details.

How to Add or Edit a Source

Clicking + Add (11) or the Edit icon (10) above opens the "Add/Edit Source" window.

1. Source Details

(1) Name: The primary name for the source.
(2) Source Group: Assign the source to a group for organization.
(3) Source Category: Assign the category used for the Percentage of Bookings by Source report.
(5) Available Online: Check this box to make the source selectable on the online booker.

2. Understanding Source Types (4)

When adding or editing a source, you must select a Source Type. This determines how the source functions and whether it can have "child" sources.

Blank: A simple, standalone parent source that has no child sources (e.g., "Word of Mouth").
List: Creates a parent source that holds a customizable list of child sources. This is the most common type for grouping.
- Example: Parent = "Social Media," Children = "Facebook," "Instagram," "LinkedIn."
User List: This source's "children" are automatically populated from your list of active Zr Ware™ users. This is ideal for tracking leads or bookings attributed to specific staff members.
Client List / Client Contact: This source's "children" are automatically populated from your Zr Ware™ client list. This is used for tracking client-to-client referrals.
Text Value (Deprecated): A legacy source type. It allows a user to select the parent source and then manually type in a custom child source. This is no longer recommended.

3. Managing Child Sources (Items)

If you select the "List" source type, the "Items" section (6) becomes available for managing its child sources.

(12) Add New Child Source: Click the + icon to add a new child source line.
(9) Child Source Name: Enter the name of the child source (e.g., "Facebook").
(8) Status Checkbox: Activate or deactivate this specific child source.
(10) Sort: Click and drag the handle to reorder the display order of the child sources.
(11) Filter: Show active, deactivated, or all child sources in this edit window.
(7) Child Source ID: The unique system ID (displays after saving).

💡 Best Practices for Source Management

A clean, well-organized source list is essential for accurate reporting. Here are a few tips:

Maintain Consistency: Before adding a new source, check if a similar one already exists. Avoid duplicates like "Google," "google search," and "Google Ads." Request a merge from support to combine them.
Use Clear Naming Conventions: Use names that all users will understand. For example, "Website - Contact Form" is better than "Web Form 1."
Leverage Parent-Child Lists: For broad categories, use the "List" source type. This keeps your main list clean.
- Good Example: Create a "Social Media" parent source and add "Facebook," "Instagram," and "LinkedIn" as child sources.
- Bad Example: Creating separate, top-level sources for "Facebook," "Instagram," and "LinkedIn," which clutters the list.
Utilize Groups and Categories: These are essential for powerful reporting. Create groups that make sense for your business (e.g., "Online Marketing," "Offline Events," "Referrals") and assign every source to one.
Manage the "Available Online" Flag: Only check this box for sources you want customers to see. Internal sources (like "Cold Call" or "User List") should usually be left unchecked.
Perform Regular Audits: Once a quarter, review your list. Deactivate old, unused, or test sources to keep the dropdown menus clean for your team.

Additional Information

System & Automated Sources

Campaign Monitor: Marketing campaigns from Campaign Monitor automatically appear as child sources under the parent source "Email."
- If the "Email" source doesn't exist, the system will automatically create it (with the "Media" group) and add the campaign as a child.
- If "Email" does exist but has a different group (e.g., "Other"), new campaigns will inherit that existing group.
System Sources: Some sources (like "Unknown," which is used by AI features) are built-in. You cannot deactivate these yourself. If you need a system source deactivated, please contact support.