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Tag: E-Mails

Email Settings

Here you can make general email settings.

You can access this area via Settings > Email Settings

Reply Email Address

The email address entered here applies to all locations. So only enter something here if you have a single reply email address for all locations. This makes sense if you are an employee of a chain that has a central office that handles the emails.
If empty: Replies will be sent to your location email address, which you can set in the location settings.

Colors

If you want to change the text or background colors of your emails, you can do so here. Please make sure the text remains legible.

Application example:
If your company color is yellow, it makes sense to adjust the background color to yellow, but not the text color.

Repeat Subject in Email

The email subject can be repeated in the header area of the content.

All articles on email and SMS templates can be found here.

Direct Messages

In every customer file you have the option to send direct messages to individual customers. Here you can create templates for direct messages, so you don't have to write frequently sent messages from scratch every time.

You can access this area via Settings > Email Settings

Tip: If you want to send this message to all your customers after the appointment as a general rule, it's best to use Automated Emails.

Using text templates

Create template
To create a text template, click +Create text template.
Give the template a meaningful name so you can identify it later.
Then enter the desired texts for email and SMS. If you only want to compose one of the two message types, leave the field empty. Please note that SMS will only be sent if you have activated the SMS sending function.

Example of a text template:

There is a character limit of 3000 characters.

Use text template
Open the customer file of the customer to whom you want to send the message. In the Messages section you can click + Send message to send a new message. Your saved text templates are available here.
Please note that you should only make personal additions after loading the text template.

Using text template in the customer file:


All articles on the Email and SMS Templates section can be found here.

Email texts

Set the text that appears in the footer area of your emails.

You can access this area via
Customers > SMS and Text Templates > Design > Texts

Recommendations for the email closing text

The closing text appears in each of your emails. Link your website or Facebook page, your online booking, or your address here.

Set links
To set a link, highlight the desired text and click on the link icon (chain links) in the menu bar of the text field.


Example of an email closing text

All articles on the Email and SMS Templates section can be found here.

Customers: Email and SMS Templates

In the email and SMS templates you can define the appearance and texts of the messages that your calendar automatically sends to your customers.

You can access this area via Customers > SMS and Text Templates

Important articles on email and SMS templates

Automatic emails

With automatic emails, you can send birthday greetings to your customers or win back customers who haven't visited you in a while. All without having to remember it yourself each time.


You can access this area via
Settings > Automatic Customer Reactivation.
If this function is not activated, it can be activated via "Add function".





Important prerequisite for sending campaigns


Message option activated in customer file
Only customers who also have the option "This customer receives email or SMS campaigns." activated in their customer files will receive marketing emails and SMS campaigns. Reminder and confirmation emails are not affected by this.

If a large part of your customers are not yet activated for marketing functions, you can contact us: +49 30 5770 9641.

Message option activated in customer settings
To automatically activate new customers for marketing functions, you can enable the corresponding function in the customer settings.



Automatic emails at a specific time after the last appointment

If you want to send customers an automatic message at a specific time after an appointment, you can create it here.

Examples for automatic emails

  • You want to ask all your customers two days after their visit to rate your company on your Facebook page.

  • You want to automatically remind customers who haven't been to you in 3 months about your company and encourage them to book an appointment online. (This can also be combined well with a discount via online vouchers.)


Create automatic email
Select + Create new template under Automatic Emails and fill in the fields. After saving, the message will not be sent yet.

  • Name: choose a name by which you can recognize the campaign. Customers cannot see this.
  • Customer group: Select a customer status if needed. The email will only be sent to customers in this customer group.
  • Gender: Select a gender if needed. The email will only be sent to customers in this customer group.
  • Time period: Then select when this email should be sent after the customer's last appointment.


Design and send
You can now first edit the content and design.

Once you are satisfied with the appearance of your test email, you can now start sending under "General".


When win-back emails are activated, only customers whose last appointment with you was exactly the specified number of days ago will be reached. Therefore, older customers ("inactive accounts") will not be contacted.

Birthday email

To automatically send customers birthday emails with your congratulations, you can compose a birthday email. Creating and sending the birthday email works exactly as described above.
For more information about birthday emails, click here.


Important: A customer receives an activation email AT MOST once. It is not sent multiple times.


For an overview of all marketing functions, click here.

Marketing Functions

With the marketing functions, you can send your own newsletters or bulk SMS messages to your customers.


You can access this area via Settings > Marketing.

Available marketing functions


Newsletters and bulk SMS
Send occasion-based or regular newsletters to your customers.
For more information about newsletters and bulk SMS click here.

Automatic emails
Send automatic birthday greetings or messages on a specific day after a customer's last appointment.
For more information about automatic emails click here.

Application example:
You want to encourage customers who haven't visited you in 3 months to book a new appointment at your business. For this purpose, compose an automatic email with a friendly invitation that is automatically sent to each customer as soon as they haven't had an appointment with you for 3 months.

Ratings
You can send each customer an automatic rating request after their appointment on your online booking page or for your own quality assurance.

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News
You can publish news in the Belbo customer app and on your online booking page.
For more information about news click here.



Please note that your customers must be enabled for marketing functions. You will find a corresponding option for SMS and email messages in each customer record. Only customers who have this option enabled in their customer record will receive marketing messages.



Confirmation texts

You can access this section via Settings > Appointment Confirmations & Reminders.

Confirmation texts are sent as soon as you save an appointment in the calendar or your customer has booked an appointment online. The confirmation summarizes the booked appointment and gives your customer assurance that they have booked a binding appointment. Confirmations can be sent via email and SMS. Email confirmations are always included free of charge in your Belbo calendar, while sending SMS messages incurs costs according to the package you have booked.

Please use the Google Chrome Browser to edit confirmation texts. Other browsers may not interpret the placeholder function correctly. This can result in placeholders not displaying correctly in emails sent to your customers.

Email Confirmation

Set Text Placeholders in the Email

The blue-green highlighted fields within the confirmation text are placeholders. They are replaced with actual text in the confirmation email.

Example of Email with Text Placeholders
Types of Placeholders
In the header area of the text input field you will find the menu item Text Placeholders. Here you can view all available types of placeholders.
Using Placeholders
Click at the position in the text where you want to insert the placeholder. Then go to the Placeholders menu item and select the desired placeholder. It appears as a blue-green highlighted field in the text. Short video on using placeholders:

SMS Confirmation

If the SMS function is active in your calendar, you can send SMS confirmations in addition to email confirmations. Placeholders can also be used in SMS messages.

Please make sure your SMS texts do not exceed 160 characters. To be able to estimate how long your confirmation SMS will actually be after the placeholders are implemented, there is a preview below the SMS confirmation text. Should you expressly wish to write longer SMS, please note that according to international standards 2 SMS will be sent, which will incur double costs.

In the respective settings you can specify whether the message dispatch should be automatically activated when entering an appointment or whether it must be activated manually.

All articles on the subject of email and SMS templates can be found here.

Email Design Header Image

In the email design area, you can set the header image for emails sent to your customers.

You can access this area via Settings > Email Settings > Header Image

Design recommendations for your header image

The image should have a width of 540 pixels. This ensures that it displays correctly in all email programs and mailboxes.
The recommended height is between 50 and 300 pixels. This gives you a wide image format into which you can insert your logo or image material without pushing the message content too far down.

Example of a suitable header image:


Example of the header image in an appointment confirmation email:

Reminder texts

You can access this area via Customer Settings > Appointment Confirmations & Reminders.

Reminder texts are normally sent to your customers 24 hours before the appointment. You can also set the reminder time yourself.
This way you reduce appointment no-shows from customers who forget your appointments. Reminders can be sent via email and SMS.
Email reminders are always free with your Belbo calendar, while sending SMS incurs costs according to the package you have booked.

Please use Google Chrome Browser to edit the reminder texts. Other browsers may not correctly interpret the placeholder function. This can cause the placeholders in the emails to your customers to not display correctly.

Email Reminder

Set Text Placeholders in the Email

The blue-green marked fields within the reminder text are placeholders. They are replaced by actual text in the reminder email.

Example of Email with Text Placeholders

Types of Placeholders
In the header area of the text input field you will find the menu item Text Placeholders. Here you can view all available types of placeholders.


Using Placeholders
Click at the location in the text where you want to insert the placeholder. Then go to the menu item Placeholder and select the desired placeholder. It appears as a blue-green marked area in the text.

Short video on using placeholders:


SMS Reminder

If the SMS function is active in your calendar, you can send SMS reminders in addition to email reminders.
Placeholders can also be used in SMS messages.

Please make sure your SMS texts do not exceed 160 characters.
To help you estimate how long your reminder SMS will actually be after the placeholders are processed, there is a preview below the SMS reminder text.
If you explicitly wish to write longer SMS, please note that according to international standards 2 SMS will be sent, which will result in double costs.


In the respective settings tabs you can specify whether message sending is automatically activated or must be activated manually when entering an appointment.

All articles on Email and SMS templates can be found here.