Skip to content

Everything about: Customer Management & Records

Customer Status

You can assign a customer status to each of your customers in order to distinguish your customers in the calendar or to tailor marketing measures to specific customer groups.

You can access this area via
Settings > Customers > Customer Settings > Customer Status.

Every customer always has exactly one customer status. If you have the need to assign multiple customer statuses, we recommend the use of an additional customer field.

Create or edit customer status

Click on "+ New Customer Status" under Settings > Customer Settings to create a new status.

Properties of the customer status

You can assign certain properties to each customer status, which will then be automatically transferred to all customers with this status.

  • Label: The name of the customer status, e.g. "Regular Customer", "New Customer", etc.
  • Symbol: A symbol that automatically appears at each appointment, so the status is recognizable at a glance in the calendar.
  • New customers automatically receive this status: The initial status that is automatically assigned to new customers when they are either entered into the calendar by an employee or book online.
  • Customers can book appointments and courses online: Customers can book appointments online.
  • Customers must always pay online: Customers with this customer status must always pay for their appointments online before they can book. Suitable for unreliable customers or new customers. Attention: Only possible if online payment is activated and correctly configured! Costs may be incurred with third-party providers.
  • Marketing approval: According to GDPR, you may only contact customers by newsletter if they have explicitly permitted you to do so. If you maintain this permission outside of Belbo (for example, contractually), you can activate this option so that all customers with this status are automatically included in newsletters even if no marketing approval is set in the customer record in Belbo. Customers who explicitly object to receiving communications will no longer be contacted. Attention: You are responsible for the legally compliant sending of your marketing emails. Violation of GDPR can result in severe penalties!
  • Employee change: If you have customer groups that should preferably be served by certain employees, you can specify this. If an appointment in the calendar is moved to another employee, a corresponding warning will appear.
  • Max. Appointments: Specify that customers with this status may only receive a limited number of appointments for a certain period of time. Suitable, for example, for fitness studios where members with special contracts may only train a maximum of 2 times per week.
  • Color: Set the color of this status to immediately recognize the status in the customer selection in the calendar. Suitable, for example, for blocked customers.

Assign customer status to a customer

Once you have saved the status, it can be selected in each customer record:

Examples of customer status in the calendar

Customer status and marketing measures

If you want to send your customers, for example, holiday greetings and a discount voucher, you can do this using online vouchers and marketing functions. However, if only regular customers should receive this greeting, you can filter your newsletter only for this specific customer status.

Note: Please be aware that according to the General Data Protection Regulation, your customers have the right to request all data stored about them. This also includes their own customer status.

Custom booking process for specific customer groups

You can specify that customers with a certain status may only book a selection of your services. The prerequisite for this is that you link the online booking in such a way that customers must first log in or register before they see the selection of services.

Learn more about customer status-specific booking.

Block booking for new customers with certain employees

If you want to prevent a specific employee from being booked by new customers, you can specify this here. Learn more about blocking new customers for certain employees here.

Create new customer without appointments

In the Belbo calendar, a new customer file is created as soon as you save a new customer appointment. If you want to add individual customers without creating an appointment, you can do this in the customer overview.

You can access this area by clicking on the main menu item Customers.

This guide is intended for entering individual customers.
If you want to transfer many existing customers at once to your Belbo calendar, use the customer import.

Create customers

Under the main menu item Customers you will access the customer overview. Here you can add another customer by clicking on + New Customer.

Enter the desired customer data and click on Save. The new customer file can now be used in the appointment entry.

Changing the Customer Profile without Appointment Entry

Go to the Customers tab and select the customer you want to edit by clicking on them. The customer profile will open. Clicking the "Edit" button activates the input option. If an email address is stored, you can send an invitation by clicking the then-activated "Invite to Online Booking by Email" button. The date of the invitation will appear.

Modification of Customer Profile with Appointment Entry

Open the appointment entry field in the calendar and call up the saved customer. After entering the customer, the "Edit" button will appear on the right side. After selecting this button, you can change or add all data directly in the appointment entry field.

ändern

 

Customer Database

Use the customer database to view or look up your customers' data.

Basic articles on the topic of customers:

Advanced articles on the topic of customers: