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Tag: Kundennachrichten

Invitation emails

In the file card of every customer who has not yet registered for online booking, there is a prominent link "Invite customer to online booking", as soon as an email address is stored in the customer file card.

Tip: If you want to send an email newsletter with invitations to your entire customer base, use the marketing functions.

You can access this area via Settings > Email Settings

Using invitation emails

Compose invitation email
Enter the subject and text content of the email that should be sent to your customers.
Please note: Salutation with the customer's name and closing greeting are added automatically. You do not need to include these yourself.


Use invitation email
In each customer file card for which an email address is stored, you will find the link "Invite customer to online booking", provided they have not yet registered. When you click on this link, a text input field appears with your text template, which you can edit if desired.


Example of an invitation email in the mailbox
In addition to your text, the customer receives their access email credentials and the link to your online booking in the email:

Sample text for your invitation email

Book your next appointment easily online!

Simply click on the link below in the email and set your password. After that, you can book appointments online anytime and conveniently.

We look forward to seeing you!

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

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

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.