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Online booking for different customer groups

If you wish, you can create different online booking processes for various customer groups.

Use case example:
If you want to offer your regular customers different prices and services than your new customers, you can create different booking processes for both customer groups. When a new customer logs in, she will only see the prices and services intended for new customers.

Prerequisite for creating different booking processes

You can create a separate booking process for each customer status. Here you will learn how to create a customer status and how to assign this status to a customer.

Creating a specific booking process

Via Settings > Online Booking you can access the online booking settings

Short video on creating a customer status-specific booking process:

Before you create a booking process as described in our guide, you can select a customer status.

Block online booking for specific customer groups

In each customer file you have the option to block individual customers from booking. However, if you wish, you can also exclude all customers of a specific customer status from booking.

Use case example:
You decide to permanently exclude all unreliable customers from online booking to avoid appointment cancellations. Assign all these customers a special customer status and edit the status. This way you don't have to block all customers in this group individually.

Short video on blocking online booking for a customer status:

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

Further articles on the topic of online booking:

Measures Against Unreliable Customers

Customers who do not show up for an appointment mean loss of earnings. With the Belbo calendar, you have the opportunity to reduce appointment cancellations.

Formulate confirmation email

In the confirmation texts you can inform your customers what a missed appointment means. This way you can point out your terms and conditions, mention a cancellation fee or describe that the cancellation represents a financial loss for you.

Use reminder functions

With reminder emails and SMS messages, you can remind customers of their appointments with you. For more information on how to compose these, see Reminder texts.

Prepayment function

You can allow your customers to pay online for services booked online. By the way, this can also be limited to expensive services or a specific customer status. A pre-paid appointment will very likely be attended. Find out more about online payment here.

Mark appointments as cancelled

If a customer does not show up for an appointment, you can mark the appointment as cancelled. In the customer file, it will later be clear how reliable a customer is.

Note appointment cancellation
Click on an appointment and select the option "Appointment cancelled" under Status.

You can then specify a reason for this.


View customer reliability in the customer file
In each customer file you can view the reliability of the customer.
Customers who have always shown up receive a green scale in the customer file, while unreliable customers see the scale turn orange depending on the ratio of attended and cancelled appointments.

Reliability color scale for an unreliable customer:

Cancelled appointment in the customer's appointment archive:



Appointments marked as cancelled can incidentally remain in the calendar. These times are bookable again for other customers without you having to delete the cancelled appointment.

Use customer status

You can give unreliable customers an appropriate customer status so you can identify them immediately when entering appointments:

Draw up terms and conditions

Draft a terms and conditions text in which you alert your customers to the consequences of unannounced missed appointments. Customers who book appointments online must accept the terms and conditions before booking. This gives you legal certainty if you want to charge the customer a cancellation fee.

Block online booking

If you want to prohibit unreliable customers from booking online, you have several options:

Block online booking for registered customers
In each customer file you have the option to block a customer who is already registered for online booking.


Block online booking for unregistered customers
If you use booking without prior login, you can block specific email addresses or phone numbers. For more information about the "Block customers" function, click here.

Block online booking for specific customer groups
If you use customer status to mark unreliable customers, you can also create a separate online booking process for unreliable customers in which no services are listed.

Use SMS-TAN function

To make sure your customers enter the correct phone number when booking online, you can use the SMS-TAN function. This way customers can only book if they enter a code that is sent to their mobile phone.
This function incurs SMS costs according to your contract.