In the customer file, a note may appear at the customer's email address indicating that this address is blocked. This block was not set by you or your team and is also not an opt-out from your messages – it comes automatically from our shipping system.

Why does this warning appear?

We reliably send emails such as appointment confirmations and reminders through our systems. Nevertheless, it can happen that individual emails are not delivered or are rejected by an email provider.

The reason for this is usually not in the actual sending, but in the very strict protection mechanisms of email hosts. These providers fight massive amounts of spam every day – estimates suggest around 160 billion spam emails per day worldwide. To protect their users, they automatically check whether mass-mailed emails have similar content, show suspicious patterns, or meet certain filter rules.

Unfortunately, it can happen that legitimate messages are incorrectly blocked or rejected, even though they were sent by a trusted sender with a good reputation. In email jargon, this is referred to as the sender's reputation – this is generally very good with our mailing. However, a 100% delivery guarantee is technically not possible with emails.

If an email address is repeatedly rejected by a provider or reported as spam, our shipping system automatically sets a block on that address. This prevents further unsuccessful attempts to send to that address and protects the shipping reputation, which also affects delivery to all other customers.

What does "Remove block" do?

By clicking "Remove block", you lift this internal restriction. The email address then receives normal status again, and future messages such as appointment confirmations or reminders will be sent to that address again.

Until now, we could only perform this reactivation internally for you. Now the function is available directly in the customer file, so you can use it yourself without contacting us.

Has the customer opted out themselves?

No. The block has nothing to do with a customer opting out of newsletters or reminders. It occurs purely technically when an email was rejected during sending or classified as spam. A customer's own opt-out would be noted elsewhere in the customer file, not as a block note at the email address.

What can you do?

• Remove the block using the corresponding button in the customer file so the address receives messages normally again.
• Ask the customer to add your messages to their safe senders list. Unfortunately, we cannot provide universal instructions for this, as the procedure differs from email provider to email provider.

Customer frequency is a central metric that indicates the average time intervals at which your customers return. This metric is crucial for measuring your customers' loyalty to your salon or studio.

• Category: Here the frequency is broken down by gender (Female, Male, Diverse) or "Overall". This helps you identify which customer group is most loyal.
• Frequency (Days): This is the most important value. It indicates how many days on average pass between two appointments of a customer.

  • Example: A value of 176.25 means that your customers return on average approximately every 6 months.

• Customers: The number of individual customers who had at least two appointments in the selected period (because frequency can only be calculated from the second visit onwards).
• Number of Appointments: The total sum of all appointments that these customers attended during the period.

Filter Settings for Precise Data

• Time Period: By default, the last year is often considered to balance out seasonal fluctuations.
• Minimum Revenue: You can exclude occasional customers to analyze the frequency of your "true" regular customers.
• Employee: Filter a specific employee to see their personal frequency.
• Number of Appointments: Specify the minimum number of visits required for a customer to be included in the statistics (default is at least 2).

The function provides an evaluation option based on appointments recorded in the calendar and the associated payment transactions. It serves to analyze how reliably customers honor their scheduled appointments.

How it works

For a defined period, the sum of time deviations (in minutes) between the scheduled appointment end and the time of the last payment transaction is calculated.

The following applies:

Only appointments for which a payment transaction has been recorded are considered.
For each individual appointment, the difference between the stored appointment end and the last associated payment transaction is determined.
The determined deviations are summed up for the selected period and displayed as a total value.
The statistics make it possible to make deviations transparent and to evaluate appointment behavior in a structured manner. For example, recurring delays or deviations can be identified and organizational measures can be derived.

If "ignore" was clicked during a merge in the past, these will not be recognized as duplicates.

To correct this, create the customer again. (Name and/or email + phone number) This way, along with the ignored suggestion, three duplicates exist.

The ignored suggestion will then be displayed.

Please note that merging customers cannot be undone and should therefore be carefully reviewed beforehand.

Simply click the X and merge.

After a successful merge, it is recommended to briefly check the remaining customer entry to ensure that appointments and contact details have been completely transferred.

With the customer field type "Mark and label images", you can store a schematic image in your customer files, which can be individually labeled for each customer.

Create customer field "Mark and label images"

1. Create tab

Important: Customer fields of this type must always appear alone in their own tab!
First create a separate tab for this customer field. You can find out how to do this here.

2. Create customer field

In the customer file settings, you can now store a new customer field. Give it the type "Mark and label images" and place it in the new customer file tab:

3. Upload your schematic image

Select image from your device and save after upload.

Please ensure that you have the copyright for your image. Unfortunately, we cannot provide you with extensive schematic images. However, you can download our example image (female face) here and use it if you wish.
The copyright for this image is held by Belbo Business Software GmbH and is provided permanently and free of charge to all Belbo users for use in the customer file.

Customer field "Mark and label images" in the customer file

In each of your customer files you will now see the image in the new tab and can click on it and label it.

You have numerous colors, shapes and functions available for this.

Please don't forget to save your markings in the top right. The image including editing will then be permanently saved in the customer file and can also be edited again.

Customer field "Mark and label images" in the customer questionnaire

With the "Customer questionnaires" function, you can enable your customer to supplement their own data on a tablet on site. The customer field "Mark and label images" can be added to your customer questionnaires in a separate step, so your customer can mark or label it themselves.

To make your customers filterable beyond customer status, we recommend using additional customer fields.

1. For this, create an additional customer field with the type checkbox group.
2. Store the categories (e.g. "model customer", "color customer", "hair extension customer", "cryolipolysis customer") in the description field of the customer field.

As a result, this looks like this in the customer file:

Additional tips:

• Do you want to filter the customer's category in the customer database? Then add it to the customer table columns.
• Do you want to make the customer's category directly visible in the customer search? Then set the corresponding option in the visibility settings "Miscellaneous".
• Do you want to see the category directly in the appointment? Then set the corresponding option in the visibility settings "Calendar".

Example of the customer field information in the customer overview, which can also be filtered by specific entries:

If you want to contact all customers on a specific day (for example, because an employee is sick), you can do this in Belbo via email and SMS.

Select customers of a specific team member

You can click on the employee in the calendar whose customers you want to contact. Here you will find the option "Contact customers from this day":

Select customers of the entire team

You can click on the date in the calendar whose customers you want to contact. Here you will find the option "Contact customers from this day":

Compose message

After you select this option, a dialog opens that shows you the number of planned recipients.

Below you can compose the text for your customers and send the message.

• If you only fill in the email text, only an email will be sent, but no SMS.
• If you only fill in the SMS text, only an SMS will be sent, but no email.
• If you fill in both texts, both will be sent.
• Please note that the SMS function must be active to send SMS. Extra costs are incurred depending on the length of the SMS and your contract with Belbo.

Contact customers of multiple employees

If you want to contact customers of multiple employees (but not the entire team), you can save the entered text locally (for example, in a text file on your computer or mark the text with your mouse and copy it). This way, the same text can be used for other employees without having to rewrite it.

Alternatively, you can send a newsletter to customers from a specific period. However, it is important that customers have marketing approval.