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Tag: Geburtstag

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.



Birthday list

If you maintain birthdays in your customer file, the upcoming birthdays of your customers will be listed here.

To find the birthday list:

If you don't yet see a birthday field in each customer record, you can create one in the Customer Fields.

You can send your customers birthday congratulations emails, which are automatically sent to each customer on their birthday. Learn more here.

Export birthday list

You can export the birthday list to process it in another program or print it. To do this, click on the "Options" button:

Add data to export

Basically, data such as name and birthday are included in the list. If you wish, you can add additional data, such as street, house number, and postal code.

  1. Click on Customer Settings under Settings.
  2. Open the "Customer Fields" tab.
  3. Open the field you want to add to the export.
  4. Switch to the "Visibility > Other" tab here.
  5. Activate the option "Show in Birthday List Export" here and save the entry.

The desired field will then be displayed in the export.

Customer birthdays in the calendar:

If you want to see every day which of your customers has a birthday, you can enable this. To do so, go to Settings > Calendar Settings and check the box for "Birthday Display".

Customer birthdays in the calendar:

Automatic Birthday Greetings

If you would like to send birthday greetings to your customers, you can create a birthday email for this purpose. It will automatically be sent to each customer on their birthday.

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

An important prerequisite is that you have created the customer card field "Birthday" and regularly populate it with your customers' data. Only this way does your calendar "know" when which customer has a birthday and can send an automatic message to them on that day.

Create birthday field for customers

Once you have created a customer field with the type "Birthday", you can find your customers in the birthday list.

Start New Birthday Email

Create birthday email
Select + Birthday Email in the automatic emails.
You can also differentiate between customers of specific customer groups:

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Design
Now you can design the birthday email:

Start sending
After you have saved your design and sent yourself a test email, you can start sending under "General". From now on, this email will automatically be sent to all birthday children.

Tip: This function can also be combined nicely with a small gift discount via online vouchers.

You can find an overview of all marketing functions here.

Customer Fields

Customer fields are additional fields that you can create in every customer card.
By default, "Name", "First Name", "Email Address", "Customer Status" and "Phone" are already present in the customer file. If you want to enter additional data such as "Address", "Birthday" or "Skin Type", you can create any number of customer fields.

You can access this area via
Settings > Customer Settings > Customer Fields.

Edit Customer Fields

To create a customer field, click on +Customer Field in Customer Card Settings > Customer Fields.

Field Properties

Overview

Field Name
Describe here the information you want to collect. The name appears in every customer file.

Example:
If you want to add a field for Birthday, name it "Birthday". For Street and house number, "Street & No." is suitable.

Field Type
Depending on the type of information you want to store, different field types are suitable, which you probably know from the internet and from software applications.


Examples:

Description
For the Checkbox field type:
Enter here the text that should be displayed behind the checkbox box.

For the Select field type:
Enter here the text options that should be available for selection. Separate the lines by line breaks:


Icon for Calendar
Here you can select a symbol image that appears in the calendar, as soon as you set "Checkbox" as the field type and activate it in the customer file.

Example application in a sports studio:
You want to see a small symbol at the appointment of every customer who pays for their sports clothes to be washed by you after training. Create the field "Laundry", use "Checkbox" as the field type and set an appropriate icon. When you then activate this field in the customer file, the selected icon appears at the appointment.

Required Field
This field must be filled in for an appointment to be saved.
Customers can only register online if they fill in this field.

Visibility

Tab
If you leave the "Tab" field empty, your customer field will appear on the main page of every customer file. If you click on it and enter a name, you add it to a tab. If a tab with the entered name does not yet exist, a new tab will be created.

New customer field on the main page:

New customer field with tab "Additional Information":

Hide Field
Use this function for data fields that you no longer want to display in the customer file, but do not want to delete completely.

Show in Appointment Details
Your customer field appears in the appointment details (after you click on an appointment). Recommended for data needed during the appointment.


Show in Appointment Entry Form
Your customer field appears in the appointment entry form. Recommended for important data.


Show in Calendar
This field is displayed directly in the appointment.


Cash Register Process
If you use the Belbo cash register system, you can query unfilled data during the cash register process.

Example:
You want to store the birthdays of all customers so you can congratulate your customers on their birthday and thus increase customer loyalty. Unfortunately, many customer files are missing the date of birth. During the cash register process, a popup appears that reminds the employee to ask the customer for their birthday if the field in their file is still empty.

Please only use this function for fields that should be filled in for all customer files.

Online Booking
This field is queried when registering on your online booking page. Recommended for data such as Birthday and Address.

Birthday List
This field is exported with the export of the Birthday List.

Contract Overview
This customer field is shown in the Contract Overview.

Customer Inquiry
This field is used in every Customer Inquiry.

Customer Search Preview
This field is displayed in the result list of the customer search. This is useful for information that helps you select the correct customer.

In the example above, the customer's birthday is also displayed.

This feature was also presented in our News Stream (see video).

Display

Width and Height in File
Specify how much space the field takes up in the customer file.

Tip: If you use the "Birthday" field type and regularly maintain your customers' birthdays, you can use the Birthday List and automatic birthday greetings.

If you create many customer fields, you can group them using index tabs within a customer file and organize your customer files clearly. More information about index tabs can be found here.

If you want your customers to fill in certain customer or appointment fields when booking online, use the Service Fields.