Everything about: Service Packages & Subscriptions

Import of service packages and subscriptions

When switching from another system, the import in particular represents a major challenge. Here we describe how the sometimes very time-consuming import of service packages and subscriptions can be successful.

First of all, it is important that the data can be retrieved in a structured form or ideally have already been provided. If these conditions are met, you can perform this import yourself. If you do not receive these from your previous provider, please contact us with the keyword "Import Support".

Prerequisites

Customers have already been imported and have a unique identifier that allows the assignment of service packages and subscriptions. This additional customer field must already be created. In the following, we refer to this as a "Customer ID".
All service packages, subscriptions and customer agreements have a unique internal identifier by which the import processes can be controlled. In the following, we refer to this as a "Package ID".
All services contained in the service packages have already been created in Belbo

The 3 import steps are structured as follows:

Import of subscriptions without payment status and without service information
Import of the contained services
Import of the payment status

Step 1: Import the master data of packages and subscriptions

In the first import process, the characteristics of the packages are imported. The following data is required in this CSV/Excel file:

Customer ID
Package ID
Package name - free text
Creation date (dd.MM.yyyy)
Payment method
Total package value
If a down payment was made: amount of down payment
If installment payment:
- Number of installments
- First direct debit
- Planned installment per month - this value is for information only and will be specified in the third import process, as this value could vary per month
- Currently valid direct debit mandate consisting of IBAN, BIC (optional), bank account holder, account holder

You can find a sample import file here: beispiel_paket_import.csv

Step 2: Import of services contained in packages and subscriptions

In this step, the services contained in the package are now assigned. Here, actually created services (in the Prices & Skills area) are added to the packages. Since progress is also imported, each row of the import always corresponds to one service. If a package contains a certain treatment 8 times, the file contains 8 rows for this. This is because each service may have already been provided or scheduled.

The file therefore expects the following data:

Package ID (see Import 1)
Date (dd.MM.yyyy HH:mm) - if this field is empty, this service has not yet been provided/scheduled
Group - name of the service group, the service to be linked here
Service - name of the service contained in the group "Group"
Unit price - price of the service

Important: If the target service is not found, this service will be ignored. It is therefore important that all services are imported before the import.

You can find a sample import file here: beispiel_paket_leistungen.csv

Step 3: Import of payment status of package/subscription

Every installment and every payment of the packages is imported in the last step.

The import file expects the following columns:

Package ID (see Import 1)
Due date (dd.MM.yyyy)
Paid on (dd.MM.yyyy) - if empty, this payment is still due
Amount
Payment method
Text - free text field which is attached to the payment
If direct debit is used: Returned direct debit - "true" if this payment has already been returned

You can find a sample import file here: beispiel_import_zahlungen.csv

Contracts

When working with contracts, you can store them in the calendar and assign them to your customers.

You can access this area via Settings > Contracts.
If this function is not enabled, it can be activated via "Add function".

Activate Contracts

After you have activated the customer contract function, you can make basic settings:

Settings

Here you can make the following basic settings:

Member counter
Number of digits for contract number

Prefix of contract templates

Rest Periods

To be able to store rest periods for contracts for individual customers, they must first be created as a template. For each reason for rest period, you can specify whether it is contribution-free.

Acquisition Campaign

Store the promotional activities you conduct here. When entering a contract, you can then select these to keep statistics on where a contract came from.

Cancellation Reasons

Store the reasons for cancellation here. You can allow termination to be applied extraordinarily.

Create Contracts

After the function has been activated, you will find contract management in the customer overview. Click + New Contract Template to create a new contract and fill in the contract data.

Contract Name

Enter the name of the contract type you wish to add. This will be shown to you and your staff when you want to assign a contract to a customer.

Automatic Customer Status

You can specify that customers to whom this contract is assigned automatically receive a certain customer status. Using the customer status, you can control, for example, how many appointments a customer can book per week or which booking process is offered to them in online booking.

Contract Length, Notice Period, Renewal

Specify here how long the contract is valid. Select the type of time period (days, weeks, etc.) and enter the duration value.

Contribution Frequency and Payment Frequency

Specify how the contract is paid. If you use the Belbo cash register system, you can choose how payments are recorded in accounting.

Assign Contracts

In each customer file you have the option under Contracts to select your contract templates.

Change or Edit Contracts

In each customer file you will find the contracts assigned to the customer. When you click on a contract, you have the following settings options:

Overview

Here you can view and supplement the assigned contract.

Contract name, amounts, payment frequency: View the basic data of the assigned contract here
Reason for conclusion: You can enter the marketing action that led to the conclusion of the contract by the customer
Extras: Specify if the customer has received extras

Terms

Here you can see when the contract started and how long the terms, notice period and renewal are. Attention: Only enter a contract end date if the contract does not renew automatically, as the automatic renewal will not take effect otherwise. The date is automatically filled in when you enter a cancellation in the next section.

Cancellation

Cancellation date: In case of cancellation by the customer, enter the date on which the contract was cancelled.
Reason for cancellation: The cancellation reasons stored in Settings > Contracts can be selected here. If desired, a comment about the cancellation can be added.
Comment: If desired, a comment about the cancellation can be added.

The date of recording a cancellation is automatically captured.

Contribution Overview

Here you can see the payment status and contribution amount for each billing period. Note that the payment frequency must be set beforehand!

Document

Upload documents relevant to this contract here.

Stamp cards and bonus cards

With the loyalty card feature, you keep track of your customer loyalty program. You can start any number of bonus programs and then have the option to activate them in the customer file of the desired customer.

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

In Belbo you can manage both stamp cards and sales bonus programs. Depending on which type of bonus program you want to offer, stamp cards or bonus cards are more suitable. Multiple programs can also be started for one customer.

Stamp Cards

Stamp cards can be stamped after each visit to guarantee the customer a discount after the desired number of visits.

Find out how to create and use stamp cards here.

Sales Bonus

With bonus cards, you can award a customer points based on the amount of sales the customer generates with you. Once a certain number of points is reached, a freely definable discount can be given. This ensures that the discount given is in proportion to the customer's sales.

Find out how to create and use sales bonus here.