When working with contracts, you can store them in the calendar and assign them to your customers.
Activate Contracts
After you have activated the customer contract function, you can make basic settings:
Settings
Here you can make the following basic settings:
- Member counter
- Number of digits for contract number
Prefix of contract templates
Rest Periods
To be able to store rest periods for contracts for individual customers, they must first be created as a template. For each reason for rest period, you can specify whether it is contribution-free.
Acquisition Campaign
Store the promotional activities you conduct here. When entering a contract, you can then select these to keep statistics on where a contract came from.
Cancellation Reasons
Store the reasons for cancellation here. You can allow termination to be applied extraordinarily.
Create Contracts
After the function has been activated, you will find contract management in the customer overview. Click + New Contract Template to create a new contract and fill in the contract data.
Contract Name
Enter the name of the contract type you wish to add. This will be shown to you and your staff when you want to assign a contract to a customer.
Automatic Customer Status
You can specify that customers to whom this contract is assigned automatically receive a certain customer status. Using the customer status, you can control, for example, how many appointments a customer can book per week or which booking process is offered to them in online booking.
Contract Length, Notice Period, Renewal
Specify here how long the contract is valid. Select the type of time period (days, weeks, etc.) and enter the duration value.
Contribution Frequency and Payment Frequency
Specify how the contract is paid. If you use the Belbo cash register system, you can choose how payments are recorded in accounting.
Assign Contracts
In each customer file you have the option under Contracts to select your contract templates.
Change or Edit Contracts
In each customer file you will find the contracts assigned to the customer. When you click on a contract, you have the following settings options:
Overview
Here you can view and supplement the assigned contract.
- Contract name, amounts, payment frequency: View the basic data of the assigned contract here
- Reason for conclusion: You can enter the marketing action that led to the conclusion of the contract by the customer
- Extras: Specify if the customer has received extras
Terms
Here you can see when the contract started and how long the terms, notice period and renewal are. Attention: Only enter a contract end date if the contract does not renew automatically, as the automatic renewal will not take effect otherwise. The date is automatically filled in when you enter a cancellation in the next section.
Cancellation
- Cancellation date: In case of cancellation by the customer, enter the date on which the contract was cancelled.
- Reason for cancellation: The cancellation reasons stored in Settings > Contracts can be selected here. If desired, a comment about the cancellation can be added.
- Comment: If desired, a comment about the cancellation can be added.
The date of recording a cancellation is automatically captured.
Contribution Overview
Here you can see the payment status and contribution amount for each billing period. Note that the payment frequency must be set beforehand!
Document
Upload documents relevant to this contract here.