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Everything about: Location Settings

Owner Change

You are transferring or selling your business to a successor. In accordance with data protection under the GDPR, it is important to structure the transition of data to the new owner correctly.



Invoicing

Normally, a change of owner also requires a new Belbo contract to be signed. In the case of a franchise, the existing contract can also be maintained.

Financial Data

Depending on the type of transfer, you must clarify with your tax advisor whether the financial data may continue to be accessible to the successor. In any case, create all necessary exports so that you can provide all data for a possible tax audit even without access to the account. This particularly applies to the DSFinV-K export. You can find additional exports in the Export Center.

TSE

When ownership changes, the operator of the cash register also changes. The previous TSE must therefore be closed and a new TSE must be requested if the location is "transferred". This also applies if the new owner takes over the existing contract.

Customer Data

Clarify with your data protection officer whether and how customer data may be transferred to the new owner in accordance with Article 6 of the GDPR. An opt-out model has become established in practice for this:

  • Inform all customers with an email address about the change of ownership, as required by Articles 13 and 14 of the GDPR.

  • Provide a simple option to request data deletion. Use a marketing campaign with a link to the deletion form for this purpose.

For customers without an email address, you should assess on a case-by-case basis whether data deletion is necessary. You can discuss this decision with your data protection officer.

Please note that the change of ownership can only be carried out legally by an authorized person. We merely provide the tools to meet the associated requirements.

Location Management: Appointment Confirmation

The appointment backup allows you to view the day's appointments even if there is an internet outage.

You can access this area via
Settings > Location Management > Appointment Backup.

When you activate the appointment backup, the appointments for the next day will be sent to you by email at a time you specify. You have access to this appointment backup on every device where you have downloaded this email.

Tip: You and your staff can also access the calendar at any time using a smartphone if the local internet should fail.

Configure appointment backup

Email Backup
First, activate the sending of the backup.

Backup Recipients
Then specify the recipient email address or addresses to which the backup should be sent every day.

Send Time
Specify a send time at which the backup will be sent. Specify a time shortly before store opening so that all scheduled appointments are included in the backup as much as possible.

Send Frequency
We recommend a daily send frequency.

Number of Days
Determine how many days should be displayed in the backup. Note that only appointments at the time of sending can be backed up.

Future Only
You can set it so that the current day is not included in the backup.

For an overview of all location settings, see here.

Location Management: Address

In the address area of location management, you can create addresses and contact data.

You can access this area via Settings > Location Management > Address.

Set contact data

Business name
Set the name of the location. This is displayed in the top left of the calendar and can be used as an email placeholder for your reminder and confirmation texts.

Address
Enter your address here. Users of Online booking and the booking app will see the address.

Phone
Enter your phone number. This can be used as an email placeholder for your reminder and confirmation texts.

Email address
The email you specify will be used as the location email address. In the online booking settings, you can decide whether a message should be sent to this address for each online booking.

Facebook
After customers book appointments online, your Facebook page will be displayed. This way you direct traffic to your Facebook page and gain valuable followers and likes.

You can find an overview of all location settings here.

Location Management: Images

You can create a location image and gallery for each of your business locations.

You can access this area via Settings > Location Management > Images.

Location Image

If you have multiple locations, the location image will be displayed in the online booking. This allows your customers to recognize and visually distinguish the locations more quickly.

The location image is also displayed in the booking app for your customers.

Gallery

If you use the booking app for your customers, you can upload gallery images which will be displayed in the app.

You can find an overview of all location settings here.

Additional locations and branches

If your company is represented at multiple locations, these can be added to your calendar.

You can access this area via Settings > Multi-location Mode
If this function is not activated, it can be activated via "Settings > Add Function".

Adding locations

After you have activated multi-location mode, you can add additional locations:

  1. Click on the "Locations" tab in the function.
  2. Click on + Location and enter the name of the location.
  3. Only enter a location group if you have many locations that you want to divide into meaningful groups to make it easier for customers and employees to select a location.
  4. Save your entry.

Multiple locations in the calendar

Once you have added additional locations to your calendar, you can select the desired location after logging in.

Even when you are in the calendar of one location, you can switch to other locations at any time.

You can learn how to transfer your employees to other locations here.

In the Customer Settings, you can specify whether all your locations share a common customer database or whether each location can only access its own customers.

Multiple locations in online booking

After logging in, your customers can first select the desired branch.

If you link another location in the Online Booking Settings, customers who cannot find their desired appointment during booking can search directly at the other branch.

In the Online Booking Settings, you can specify whether your customers can book appointments at all locations or only at the location assigned in the customer record.

Learn how to adopt data such as roles and services from other locations here.

Opening hours

Opening hours are displayed in your Belbo calendar through diagonally striped lines and serve you as visual support. This way you can see in the calendar whether at least one employee is on site during your opening hours.

Your customers cannot automatically book during opening hours. The basis for online booking is always the registered working hours of your employees.
If you set working hours that fall outside your opening hours, your customers can also book outside your opening hours.

Display of opening hours
Example of a calendar with opening hours from 09:00 to 18:00:

The diagonal lines represent the opening hours. This way you can see if shift schedules are set within this time.

Show and hide opening hours
In the calendar settings you can specify whether you want to show or hide the opening hours at the top of the calendar.

Change opening hours

Navigate in the calendar to the day from which you want to enter your new opening hours.
Then click on the date of the day and select "Change opening hours".

Then enter whether you are closed from the selected date or enter new opening hours. As soon as you save, these opening hours apply to all following same weekdays.

Example of use:

You want to be open one hour longer every Monday starting Monday 25.09. First navigate to this day and change the opening hours. Once you have saved, 25.09. and all further Mondays are adjusted. If you want to change other weekdays, repeat this once for each weekday.