The appointment import is done via the menu item "Import Appointments", accessible through the options field of the configuration.
The import process is done in two stages: First, you must enter all collected data in "comma-separated" format into the input field. This format can be generated from any common database (Excel, Access, other databases). The first line defines the type of information in the following lines.
Appointment information essentially consists of the start and end date, whereby the date and time are distinguished and thus make up 4 columns of the import format. After you have converted your appointments to the desired format, you can use the "Submit" button to complete the first step.
The data is then checked. Please now check whether the appointment data is displayed correctly. Upon completion of the import, appointments are imported. Please note that the appointment import can import approximately 10 appointments per second. It may therefore take some time before all appointments are visible.
Currently, no customer records are linked during the appointment import. Only new appointments created in the Belbo Calendar are linked with the customer record.
You can print the appointments of your customers with the bond printer to give them to your customers as a reminder. This is especially useful for customers who have neither an email address nor a mobile phone number and therefore cannot receive email and SMS reminders.
You can access this area via Click on an appointment > Print.
To learn how to print all appointments of the day in a convenient overview, click here.
If you wish, you can allow your customers to cancel appointments independently.
Enabling and controlling cancellation functions:
Enabling the cancellation function
In the appointment settings of your online booking, you can generally set whether customers are allowed to cancel appointments themselves by clicking.
Time limit for appointment cancellation
In the time settings of your online booking, you can set the time period within which customers can cancel appointments.
Cancellation options for your customers
Appointment cancellation in online booking
Logged-in customers can view already booked appointments on your online booking page. If you have activated the cancellation function, these appointments can also be cancelled by the customer within the time period you have set.
Appointment cancellation in the confirmation email
You can place an appointment cancellation link in the confirmation email, so that customers can independently cancel appointments by clicking on the link.
Example of confirmation email with cancellation link:
Cancellation email
When a customer cancels their own appointment or an employee deletes the appointment in the calendar, the customer receives a confirmation email. If you want to enter your own text for this email, you can do so under Cancellation email.
Cancellation confirmation in the calendar
When you reschedule or delete an appointment, the calendar can send a corresponding message to the customer. You can confirm or reject the sending of this message with a click. You can find this function in the calendar settings.
Your calendar does not automatically send a message with every change. This allows you to avoid sending numerous messages while processing appointments.
Notification for appointment cancellation
If you wish, you can receive an email when a customer cancels an appointment. To do this, please activate the corresponding option in the online booking settings.
Learn how to find deleted appointments and find out who deleted the appointment at what time here.
You can set the time interval at which appointments are offered to your customers during online booking. You can adjust this precisely to your company's processes and the duration of your services.
You can access this area via Settings > Online Booking > Booking Settings > Appointment Rhythm.
Set appointment rhythm
To offer your customers an appointment every 30 minutes, select a rhythm of "30 minutes".
Set rhythm
First, select the desired rhythm.
Appointment rhythm in online booking
Example of 30-minute rhythm in online booking:
Example of 120-minute rhythm in online booking:
Special settings
First appointment
You can choose whether to create a normal appointment rhythm or set the work start time as the rhythm start point.
If you choose the work start time, you can also specify that the rhythm behaves differently for employees with different work start times.
Application example: Employee A starts work at 09:00 AM.
Customers can book with her at 09:00, at 09:30 (etc.). Employee B starts work at 09:15 AM.
Customers can book with him at 09:15, at 09:45 (etc.).
Rhythm start
The booking rhythm usually begins at the top of the hour. However, if you want to offer a 30-minute rhythm for all appointments at xx:15 and xx:45, you can adjust the rhythm start accordingly.
For an overview of all online booking settings click here.
Basically, all your services are available for online booking if you have not specified within the service that it should not be available for online booking. If you only want to offer certain categories or want to ask some selection questions before the booking process, you can activate the special booking process.
You can access this area via Settings > Special Booking Process
If this function is not activated, it can be activated via "Settings > Add Function".
To make online booking as optimal as possible for you and your customers, you have complete freedom in designing your booking page.
You can decide whether you want to show all your services in an overview on the booking page, or whether you want to guide your customers through a few questions about the services that would best suit them.
Example of overview page
On the overview page, you can offer all service groups that you want to offer online in an expandable list.
Example of questionnaire
In the questionnaire, you can first collect some information about the customer in order to then offer him only the appropriate services.
Creating an overview page
Short video on creating online booking with overview page:
To edit or supplement your service list, first click on Edit online booking.
Question texts
You can customize the texts of your online booking. If you decide on the service overview, we recommend text such as "Please select the desired services:".
Add service groups to online booking
To add a new service group, click on new answer option. A new empty line is created at the end of the existing list. Click on no service linked to select a service group. If you click on the name of the group, all services it contains will be made available for online booking. If you click directly on a service, that service itself will be added to the list.
To exclude individual services in an online available service group from online booking, please go to the online booking settings of the respective service.
Edit offered service groups
Remove service groups: By clicking the red X at the end of each row, that group or service is removed from online booking. The services are not deleted from your calendar, but can no longer be booked online.
Move service groups: The order of your services displayed here corresponds to the order in online booking. If you want to change the order, you can "grab" each row at the right end and move it to the desired position.
Creating a questionnaire
If you want to offer your customers only the services that are suitable for them and not your entire service list, you can create a questionnaire. This way, the customer will then be directed to a dedicated service overview which provides the services that are suitable for him.
Examples of frequently asked initial questions:
Are you male or female?
Are you already a member?
Have you been with us before?
Would you also like a coloring or just a cut and styling?
Short video on creating questions and follow-up questions:
Question texts
To create a questionnaire, first formulate the initial question.
Then create the desired answer options that your customers can select online.
Then click the + Question button to create a new questionnaire page.
Here you can create the service groups that match the question (see above) or formulate further questions that the user must answer first before being shown the services on a further subpage.
Edit questions
Remove questions: By clicking the red X at the end of each row, that answer and all follow-up questions are removed from online booking.
Move service groups: The order of your answers displayed here corresponds to the order in online booking. If you want to change the order, you can "grab" each row at the right end and move it to the desired position.
Moving appointments in the Belbo calendar is very simple. Whether you want to move an appointment by a few minutes or several weeks.
Moving to the distant future:
To move an appointment, first click on it in the calendar. The appointment detail view opens. This offers various options. If the appointment is to be moved long-term, select "Move appointment". The calendar thumbnail view opens. Select the desired date. The appointment is now automatically placed on that day and can be navigated to the correct time using the mouse. Once all necessary changes have been made, click "Close".
Moving to the near future:
Short-term appointment rescheduling is possible either with a double-click on the appointment directly, or by selecting the appointment and clicking the "Edit manually" option. After this selection, you can choose the duration and start time using the mouse. You have the appointment in your hands!
If appointments are changed, moved or deleted from the calendar, you can track when these changes were made in various ways. If you use the Employee PIN function, you can also see which of your employees made these changes.
The following options are available for your appointment search:
Appointment Details
If the appointment is still in the calendar, you can click on it. After clicking on Complete History, you can see when the appointment was created and when (and by whom) it was changed.
Customer File
In each customer file, you can view a customer's past and future appointments. You can also display deleted appointments here.
If an appointment can no longer be found in the calendar, it can be found through the customer file.
Appointments in Log
In the log, you can view all appointment changes within any time period.
Working Hours in Log
In the log, you can view all working hours changes within any time period.
You can print the appointments for the day in a convenient overview. You can give these to your employees when they work in rooms where no internet-capable device is available.
You can access this area via clicking on a date in the calendar > print appointments.
You can view numerous pieces of information about every appointment. Customer name and services are already clearly visible directly in the calendar. By clicking on an appointment, you can find out many more details.
To have an overview of the details of booked appointments, click on the desired appointment. A window opens that shows you the date, customer, services, planned price, appointment notes, duration and employee at a glance.
Information in the appointment detail
Options
Under Options you will find numerous functions for your appointment:
Copy appointment to another day: Creates an identical appointment at the same time on the day you can select after clicking on this function.
Show appointment versions: Shows the appointment history, from which you can see when and by whom an appointment was created or modified.
Schedule follow-up appointment: Opens the appointment assistant with pre-filled customer data.
Resend confirmation email: If the customer's email address has been changed or the customer has lost their confirmation email, you can resend it.
Resend staff notification: If the staff member's email address has been changed or the staff member has lost their staff notification, you can resend it.
Appointment options:
Print
Under Print a receipt printer-friendly print version of the appointment is created, which you can give to the customer if they have neither an email address nor a mobile number.
Example of the print view of a single appointment:
Move / Edit / Delete
Move: Opens a monthly overview in which you can select the desired day to which your appointment should be moved.
Edit: Activates edit mode, with which you can change the duration of the appointment steps or move the entire appointment within the current day.
Delete: Removes the appointment from the calendar. Tip: In the Protocol and in the Customer file you can also view deleted appointments.
History
You can see who created the appointment and last modified it. By clicking on complete history you can view all appointment changes.
By clicking on the blue linked customer name, you can open the customer file and add or update data if necessary.
Reminder
You can see whether reminder messages are scheduled for a customer and whether they have already been sent.
Tip: In every customer file you can view all customer messages in the submenu item "Messages".
First Appointment
If the First Appointment field is activated, an icon appears directly on the appointment. The employee can see at a glance that it is a new customer.
Example of icon for a new customer appointment:
Appointment note
In the appointment note you can enter information that could be important for the appointment. The appointment note is displayed directly in the calendar. You can change or expand appointment notes by clicking on the appointment note field. After entering the appointment note, click Update to save your changes.
Example of an appointment note directly in the appointment:
Step
Under Step you can view and edit the planned appointment steps, which are shown directly in the calendar.
Moveable Appointment Steps
If you enable the "Make appointment steps moveable" option in the Calendar settings, the step names appear in the appointment detail for multi-step appointments. You can change the order of the appointment steps at the dotted areas.
Example of appointment with moveable appointment steps:
Go to the calendar, left-click for the new appointment and enter the customer data completely. After saving the appointment, the customer is automatically added to the customer overview in alphabetical order.
