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Everything about: Multiple Locations & Head Office

Head office

The Belbo Headoffice allows owners of businesses with multiple branches to get an overview of all locations.

Prerequisites

Most of the data you see in the Headoffice can also be viewed at individual locations. However, the Headoffice gives you the ability to see certain data at a glance and compare your locations. To use the Headoffice, the following conditions must be met in your calendar:

Using the Headoffice

Once your login has the Headoffice right, you can access it from your Belbo Calendar. You will find the Headoffice in the top left navigation when you click on the location name.

Headoffice Right

In the Headoffice, you receive an overview of financial and customer data from all locations where you have set the "Headoffice" right. You can also assign this right to selected employees. Your employees will then only see data from the locations where you have assigned them this right. This is useful for giving managers or salon leaders an overview of branches in their area of responsibility; other branches cannot be viewed by these employees.

Headoffice Functions

The Headoffice is divided into different sections.

Overview

In the overview, you can see the sales of all locations, broken down by calendar months and years. The data shown here is taken from your daily closing reports. By clicking on the sales figure, you can download a DATEV export for your accounting.

Employee Sales

Here you will find an overview of your employees' sales across all locations, broken down by service and product sales. This view is also divided into calendar months and years.

Customer Losses

You can download a customer loss analysis for each location. By the way, you can also find these in the statistics and reports of each location.

Customer Search

Here you can enter customer names to find out which location a customer is registered in. This is useful if you have a central hotline or email address for all branches. You can search across locations for a specific customer name and see which location or locations the customer has had appointments at and which location their inquiry relates to.

Voucher Redemptions

If you allow cross-location voucher redemption, you can track here which vouchers were purchased by your customers at one branch but redeemed at another. If necessary, you can instruct your accounting to transfer sales from one branch to another.

Actions

In the overview of your actions, you will find an overview of your vouchers and discounts. The selection lists all vouchers and actions that have been sold. After you have selected an element, you will see the redemptions in tabular form, broken down by locations. This allows you to assess the success of seasonal marketing campaigns.

Master Data

Here you see an overview of all locations and their addresses.

Import data from other locations

If multiple locations are linked in your calendar, you can transfer data such as roles, services, or online booking to other locations. For example, if you offer the same services at 2 locations, you don't have to create them twice.

Transfer roles

Every employee and all rooms and equipment have their own role. Before you add employees to your location, you should therefore create the roles. If you want to use the same roles that are already being used at another location, you can copy them from there.

To do this, go to the location to which these roles should be transferred.

  1. Via Settings > Employees you will access the employee overview.
  2. There, select Options > Adopt configuration from "location name".
  3. Your roles will be copied completely and will be available in the new location.

How to transfer your employees to other locations, you can find out here.

Transfer services

Copy complete service catalog

If you want to transfer all service categories from one location to another, go to the location to which these services should be transferred.

  1. Via Settings > Services you will access the service overview.
  2. There, select Options > Adopt configuration from location name.
  3. Your services will be copied completely and will be available in the new location.

Copy individual service groups

If you only want to transfer individual service groups from one location to another, go to the location where the service category is already set up.

  • Via Settings > Services you will access the service overview.
  • Select the service group you want to transfer and click on the name of the group.
  • Go to Options > Synchronize product group with other locations and then select the desired locations to which this group should be transferred.

    • Copy online booking process

    After you have transferred all services, you can also adopt the online booking process from another location.

    1. To do this, go to Settings > Online booking
    2. Click on Options > Adopt from "location name" and confirm the change.

    Transfer employee to another location

    Your employees are basically only registered at the original location. If you wish, you can add an existing employee to a further branch.

    Add employee of a further branch

    Please note that you can only add employees who have their own login. You can add this in the employee file.
    1. Go to the location where you want to add the employee.
    2. Under Settings > Employees select + Create new employee.
    3. If multiple branches are linked in your calendar, you have the option to add an existing employee from another location.
    4. Select the desired employee and select the appropriate role.
    5. Go to Settings > Employees > Permissions and select the desired permissions that this employee should have at the current location.
    6. Your employee is now registered at the new location and can log in there.

    Locations in the employee file

    Your employee can then access both locations with the same login credentials.
    In this case, a distinction is also made between locations in the employee file, and you can make different basic settings for all locations.