Getting Started Guide

The first thing you need to do is to plan out how you will setup your Zahara.

Your organisation

Single Entity

one bu

If you have one organisation then it’s very simple. You will have created a Business Unit as part of your setup and you can now create as many Divisions as you need. We think fo divisions as the natural departments inside an organisation such as:

  • Marketing
  • IT
  • Sales
  • Finance
  • HR

At our care home provider clients, these Divisions will also include

  • House Keeping
  • Maintenance
  • Kitchen
  • Nursing

So Divisions are unique to a Business unit, as are Projects, Cost Codes and Nominal codes.

Multiple Organisations / Entities / Business Units

lots of divisions business units

If you have multiple sites or multiple separate organisations then you can create as many Business Units as you like. You create them under the Admin > Settings Menu.

So if you have 10 x restaurants, it might be better to create 10 x Business Units (BUs) and then set each one up individually with separate Divisions, Suppliers, Codes and of course relevant users.

Our advice would be to create one BU at a time and get the settings right and then see how much of this can be duplicated. Some elements like Workflows can be copied across BU’s.

Our recommendation for the order of events would be:

  1. BUs
  2. Divisions
  3. Suppliers
  4. Coding
  5. Users
  6. Workflows

You have to have your users in place to set up workflows, so that should come last.


Once you have your Organisation setup, you can start adding your users. Adding users is a 3 part step.

  1. Import or create a user
  2. Assign the user to a Division or multiple divisions
  3. Set the roles and the permissions on a user

We have a separate guide for users. Click here to learn more. No user can login until they have been assigned to at least one Division. We would recommend you get everything set up first before you invoice your users in. You can suppress sending a registration email and you can also send a batch password reset to your users from the user admin panel.


The next step to a setup will be to load your Vendors or Suppliers as we say in the UK. You can do this easily by using the import function. We have a separate guide around vendors so have a read of the steps there.


Setting up the right coding is another step. We create some ledger codes as part of the setup. You can delete these and import your own though. We have ledger codes and cost codes.


One of Zahara’s key features is the approval processes. You need to have a read about these when you are ready. The good news is it’s relatively easy to set up but you do need to have your users in place first as a workflow is obviously user-centric.

Setup Service

If you value your time and value our expertise then it’s sensible to look at getting the Zahara team to set everything up for you. Our rates are very reasonable starting at $350 per Business Unit to include all workflows, users and thorough testing.

Getting Help

Help is available through this knowledge base. If you think a key piece of information is missing then we would like to hear from you so we can remedy that situation.

Integration Tools

Our integration system – SmartSync – isn’t given away as part of a trial. It’s a premium component usually set up with us and the IT team at an organisation. For the purposes of any trial, please assume that a sync is possible and use the import CSV functions for all of the different components. The trial enables you to decide whether Zahara has the functionality you need right now or in the very near future. If you do wish to use Zahara then make sure you have pricing from us for the number of users you require and any premium components like ERP Sync you will need.

in Business UnitsSetup

Related Articles