Customer Inquiry

With the customer inquiry, you can quickly and easily maintain your customers' master data by having your customers enter or update their own data themselves. You can also request consent for digital data storage or medical history forms here. To do this, you need a second device (for example, a tablet) that you can hand to the customer. The customer has access only to their own data and has no access to your calendar or other customer files.

Customer entering their own data:

Step 1: Create customer fields for the inquiry

First, you can determine which fields your customers should fill in during the customer inquiry. You can do this conveniently on your laptop or desktop computer if you wish.

• Click on "Settings".
• Under the main menu item "Customers", click on "Customer Settings".
• Here, in the "Tabs" tab, create a new tab, for example "Customer Inquiry".
• Now create in the "Customer Fields" tab those customer fields that should be asked in the customer inquiry. Here, under "Tab in the customer file", select your newly created tab.

For more information on the topic Customer Fields, click here.

• Please note that master data such as name or email address do not need to be created separately, but are selectable separately for the inquiry.
• If you want to create a lot of questions, you can also divide them into multiple tabs.
• Existing tabs can also be included in the customer inquiry without needing to create new tabs.

Step 2: Create customer inquiry

Once you have created all the questions, you can now create the customer inquiry.

• Click on "Settings".
• Click on the "Customer Inquiry" function. If it is not activated, you can activate it under "Add Function".
• Here, in the "Questionnaires" tab, click "+ Questionnaire" to create a new inquiry.
• Now set the internal name of the questionnaire.

Then set the details for your questionnaire:

• Request basic data: Master data such as first and last name as well as telephone numbers and email address will also be requested.
• Digital storage: Request consent: The customer receives your information text on digital storage, which they can read here and optionally also sign.
• Closing text: Formulate the closing text of the customer inquiry.
• Signature field in the closing: Specify whether the customer should confirm the entire inquiry with their signature. Note: When creating individual steps, it is also possible to insert signature fields.

Step 3: Add content

Subsequently, you can determine which content should be requested. To do this, switch to the "Steps" submenu item in your inquiry. You can add both customer file tabs as well as freely definable texts with links to external documents.

1. Click on "+ Step" to add a step to the inquiry.
2. Determine which customer fields should be requested by selecting the corresponding tab. You can also leave the selection field empty if the customer should only acknowledge the text.
3. If necessary, write an introductory text for this step. Within this text, you can also add links to external documents that the customer should acknowledge. To do this, upload the desired document to your web space or an online service and link the desired text passage using the link symbol in the text input.
4. Specify whether this step should be confirmed by the customer with a signature and save the step.

You can add any number of steps to each inquiry.

Step 4: Activate devices

1. To use this function, you must activate it in the area Settings > Add Function.
2. Now you need to activate your second device. To do this, visit the following website with your second device (e.g. tablet): https://<Your Customer Domain>.belbo.com/office/display
   Tip: Don't know your customer domain? Simply look in the address bar of your calendar. Your personal customer domain is located before the ".belbo.com"
3. Now open the Settings > Customer Inquiry module on your main device and open the "Activate Devices" section.
4. Click on "+ Device"
5. Enter a name for the device (e.g. "Tablet 1"). This could be useful if you want to use multiple tablets or devices for this purpose.
6. Below the name is the "Activation Code" field. Enter this code on the device where you opened the "/office/display" page from step 2.
7. The device is now activated and can be used for the inquiry.

Step 5: Start customer inquiry

1. For data protection reasons, the customer inquiry is always initiated from the main device. Therefore, open your calendar and click on a current appointment for whose customer you want to start the inquiry.
   Why can't I select the customer directly on the second device? The reason is that the customer has the device in their hand. After data entry is complete, the customer should not be able to see another inquiry or the names of other customers. Entering a password by the staff member also presents a risk/burden.
2. In the appointment details, click on Options in the top right and select "Start Customer Inquiry".
3. The inquiry then starts on the second device.

Inquiry history in the customer file

After a customer has filled in the data and completed an inquiry, it can be found in the header area of the customer file. Click on the desired inquiry to view the history if an inquiry has been filled out multiple times.

Employee view

You can also use the customer inquiry for employees. You can send the customer file to a second device so that the employee can, for example, enter color formulations directly on a mobile device.

• To do this, activate the "Employee View" option under Settings > Customer Inquiry > Settings
• To open the customer file on the second device, you can click on "Options" within a customer appointment and then select the option "Send customer file to second device"
• The customer file then opens on the selected device and can be filled in by the employee.