Everything about: Appointment Entry & Management

Appointment Analysis

View the appointment evaluation for a freely definable time period. This allows you to keep track of the number of your appointments and compare them with other time periods.

You can access this area via Settings > Statistics & Reports

When you call up this statistic, the time period of the last seven days is always displayed for all services. This allows you to see all appointments from the recent past at a glance.

In the header area of the statistic, you will find filters with which you can narrow down the viewing period and the service.

You can find more statistics and reports under Statistics & Reports

Enter series appointments

If you want to enter recurring appointments regularly into the calendar, you can do this very easily.

Application example:
A customer comes every 4 weeks on Mondays at 14:30 to use the same service.

Enter recurring appointment

To enter a regularly recurring appointment, first navigate in the calendar to the date of the day on which the first of the appointments to be created should be scheduled.

Click in the calendar at the desired time.
Enter the customer's name and the desired service.
Click on "Options".
Enable the checkbox for "Recurring appointment"
Enter the desired interval and the time period in which the appointment should be repeated at the selected interval.

In the example above, the appointment is entered in a 4-week interval for 20 weeks. A total of 6 appointments are created.

Attention: When you assign the recurring appointments, you must be sure that you can keep them. After saving, please check the recurring appointments you have entered. These will be entered in the calendar even if appointments or breaks are already entered on the corresponding days.

View follow-up appointments

When you click on an appointment in the created series, the follow-up appointments entered in the calendar are also displayed.

Delete follow-up appointments

To delete one or more follow-up appointments, you can simply click "remove" next to the desired appointment in the open appointment detail dialog. The associated appointment will be deleted.

Create an appointment

If you want to enter appointments, you can do so either by navigating to the calendar in the calendar or using the Appointment Wizard .

Create appointment

Select date

To create an appointment directly in the calendar go to the desired day and the employee. Click on the desired time to open the appointment input window.

Customer

Enter the name of your customer . If it already exists in the customer database , just enter the first three letters and you can select it from the list that opens. This can be done either with the mouse or keyboard.

Select services

Select one of the deposited services . If you want to add several services to an appointment, repeat the process.
Additionally, you have the option of selecting times, employees, duration and color deposit. After entering all necessary data, click on the "Save" button. The appointment now appears in the calendar.

Video tutorial for entering appointments

If you want to see additional fields such as "address" or "birthday" while entering your appointment, use the Customer fields code.

Collect appointment

If you want to collect payment for an appointment that is already in the calendar, you can simply click on the appointment. You can also find current appointments in the Cash register overview.

Here you can learn how to collect payment from walk-in customers.

Collecting payment for an appointment in the cash register overview

Click "Cash register" in the top right of the main navigation
Select the upcoming appointment. All appointments of the day that have not yet been collected and are within the next 2 hours will be listed.
Add the service or products that should be billed.
Add discounts using the discount button and document why a discount was given.
Change the number of services using the quantity link.
Click "Payment" (this button only appears once at least one service has been added).
Select the payment methods and click "complete".
Print the receipt if desired.

Collecting payment for an appointment in the calendar

Click on the appointment in the calendar that should be collected.
Click "Collect payment" on the right in the services table.
Add the service or products that should be billed.
Add discounts using the discount button and document why a discount was given.
Change the number of services using the quantity link.
Click "Payment" (this button only appears once at least one service has been added).
Select the payment methods and click "complete".
Print the receipt if desired.

For detailed information about the Belbo cash register system, please see our cash register documentation (PDF).

Booking Limit

In principle, your customers can find all available appointments that fall within your employees' working hours. With the booking limit function, you can restrict these options so that only a certain number of bookings are allowed.

You can access this area via Settings > Booking Limit
If this function is not activated, it can be activated via "Settings > Add Function".

Use Case 1:
Many customers book a popular but economically less relevant service with the owner (e.g. a free consultation). She wants to continue offering this service, but wants to prevent it from being booked too often on the same day.

Use Case 2:
Certain services are offered at a discount for students. However, these should not be booked during popular afternoon or weekend times. With the booking limit, you can specify that certain services can only be booked, for example, between 10:00 and 17:00 and never on Saturdays.

Use Case 3:
You have a limited number of chairs or need special equipment for certain treatments. In this case, you can set a limit on the maximum number of appointments taking place simultaneously.

To restrict the booking of certain services to specific days (Halloween, Valentine's Day, etc.), you can proceed as described here.

Set Booking Limit

In the Booking Limit module, you can define any number of limits. These can be set for all or only specific days of the week.

Click the "+ Booking Limit" button to define a new limit for a service.

Enter the maximum number of allowed appointments, e.g. "0" for no appointments

If applicable, select the customer status for which the limit should apply

Select the service to be limited, the group, or a category

Determine whether it should only apply to a specific day of the week

If applicable, select the employee for whom the limit applies

With the additional options, this function can be further restricted:

Restrict time slots: You can specify, for example, that between 00:00 and 15:00, 0 appointments of this type may be booked, so customers can only book this service from 16:00 onwards.

Booking limit per customer: You can limit a service so that, for example, it can only be booked once per week per customer.

Number of simultaneous appointments: Even without blocking rooms, you can specify that only a maximum of, for example, 3 appointments may take place simultaneously, even if 4 employees have working hours entered. We have also uploaded a video for you here on our YouTube channel.

Edit Booking Limits

On the booking limits overview page, you can see all the limits you have created so far.

You can change the number of allowed appointments, the employee, or the day of the week by clicking on the limit you want to edit.

You can delete the booking limits you have created by clicking the gray X in the row of the limit you want to delete.

Appointment Export

You can export your appointments stored in Belbo.

You can access this area via Settings > Statistics & Reports

You can export your appointments on a monthly basis. They are saved in the standard appointment format .ics and can be imported into other software.

Download appointment export

To download the appointments of all employees for a month, click on the "CSV" link next to a month.
To download the appointments of a specific employee for a month, click on the employee's name under the month.

The file will then be saved on your computer.

You can find more statistics and reports under Statistics & Reports

Find Deleted Appointments

You can always track whether and when employees or customers have deleted appointments.

Deleted appointments in the calendar

You can temporarily display deleted appointments for each day. These will then be displayed with dotted lines and hidden again when the page is reloaded.

Deleted appointments in the customer file

In each customer file, you can display the customer's deleted appointments at any time.

If you would like to know when the appointment was deleted, you can click on "Show previous versions". Here you can see details about the deletion time and the login used.

Deleted appointments in the log

In the log you can see all appointment changes. Here you can also track which appointments were deleted, when, and by whom.

You can access this area in the header area of your calendar. If this function is not activated, it can be activated via "Settings > Add function".

Restore deleted appointments

Accidentally deleted appointments can be restored.

In the log, click on the blue linked word "Appointments" or in the customer file, click on the link "Show previous versions".

Open the "Options" menu in the top right of the dialog window.

Restore the appointment. It will be placed at the same location in the calendar as before.

Please then check that there is still sufficient space at the location where the appointment was restored. It may be that another appointment has been entered in the meantime. In this case, both appointments will appear next to each other in the calendar.

Apparently "independent" deletion of appointments

It may happen that you see a note in the log indicating that neither an employee nor a customer has cancelled an appointment. This happens exclusively when an appointment is not completed within the time you have set. As a rule, this period is 15 minutes. This can happen in the following cases:

An employee clicks in the calendar at the desired time and begins to enter an appointment, but does not complete the process by clicking "Save". They also do not abort the process using the "Cancel" button or by clicking in the calendar again.

A customer selects a time online for the appointment but does not complete the booking by clicking "Book now".

A customer selects a time online for the appointment but then clicks "Back" in the booking process, for example to add another service.

In all three cases, an appointment draft is created when clicking on the desired time, which from that point on is no longer bookable by customers and already appears as a "dotted" draft in the calendar for colleagues. This makes unnoticed double bookings in the calendar impossible.
To ensure that the appointment becomes available again after improper termination of the booking, the draft is automatically deleted after the reservation period expires.

Set reservation duration

You can determine the reservation duration yourself in the Online booking settings. We recommend not setting the time period too short so that your customers have enough time to book the desired appointment, even if something comes up for them, for example.

By the way: You can decide for yourself whether and within what time frame your customers are allowed to delete their own appointments. You can find out more here.

Appointment Status

With the appointment status, you can document whether an appointment took place or was canceled. This helps you document customer reliability.

Using appointment status

To use the appointment status, click on an appointment in the calendar to view the appointment details.

Appointment status variants:

No status

Appointments entered in the calendar do not have an automatic status. You can mark appointments automatically as perceived in the calendar settings, so you cover the most common case without having to set this for each appointment.

Customer has confirmed appointment

If you want customers to confirm their appointments, you can use the status Customer has confirmed appointment to mark the confirmation by the customer.

Customer is present

You can mark that a customer is present.

Application example:
If you have a large retail store where not all employees can see which customers are already in the reception area, reception staff can use the customer status for present customers. This way, colleagues in another part of the business can see it in the calendar.

Example of appointment with customer present:

Appointment took place

You can mark an appointment as having taken place to document customer reliability. You can mark appointments automatically as perceived in the calendar settings, so you cover the most common case without having to set this for each appointment.

Canceled

You can mark an appointment as having taken place to document customer reliability. If an appointment is canceled, you can mark the appointment accordingly. This results in an orange coloring of the customer's reliability indicator.

When you mark an appointment as canceled, you don't need to delete it. This time is available again for other customers in the online booking.

Example of customer file with some missed appointments:

Example of canceled appointment in calendar:

You can find an overview of all appointment details here.

Direct appointment entry in the calendar

If you would like to enter appointments, you can do this either by navigating to the desired day in the calendar or by using the appointment assistant.

Create appointment

Select time

To create an appointment directly in the calendar, go to the desired day and employee. By clicking on the desired time, you will open the appointment entry window.

Select customer

Enter the name of your customer. If this customer already exists in the customer database, simply entering the first three letters will suffice and you can select it from the list that opens. This can be done either with the mouse or keyboard.

Select services

Choose one of the stored services. If you would like to add multiple services to an appointment, repeat the process.
Additionally, you have the option to select times, employees, duration, and color background. After entering all necessary data, click the "Save" button. The appointment will now appear in the calendar.

Video tutorial for entering appointments

Appointment dialog when entering a new appointment

If you would like to view additional fields such as "Address" or "Date of Birth" during appointment entry, use the customer fields.

Appointment Assistant

The appointment assistant makes it easier for you to find available appointments. This is especially suitable for large teams, fully booked businesses, and companies with complex services.

Creating an appointment with the appointment assistant

You can open the appointment assistant using the "+ Appointment" button in the top right of the calendar.

Enter the customer data.
If this is a new customer or if you select the "Services" tab, you can enter the desired services.

If this is a regular customer, the assistant will first show you the history with the customer's previous appointments and the services booked for each. By clicking Book again, the services and desired employee are taken over and you go directly to time selection.

Here you have an overview of all available appointments and can select a suggested time.

Create a regular customer appointment with the appointment assistant

Create a new customer appointment with the appointment assistant

In the calendar settings, you can specify which colors are used for the appointment rating. You can also set whether customer data or the time should be requested first.