The value in an appointment business is not the diary. It is knowing who came, what they had, what it cost and when they are due again.
01 One person, one record
Contact details, notes, categories and birthdays, with every appointment they have had and what they paid. A returning customer is matched rather than duplicated, so the person who books twice does not become two people.
You choose whether email or phone is the identifier, which matters for a business whose customers do not all have email addresses.
02 What they can do themselves
Customers can sign in to see their bookings, reschedule or cancel inside the rules you set, update their details and download their own data.
That last one is not a nicety. A business is obliged to be able to produce it, and doing it by hand at the end of a Friday is how it gets skipped.
03 Reasons to come back
Sell a course of six and the system counts them down, taking one credit at booking inside the same transaction. A pass that has lapsed cannot be spent, and a cancelled session returns the credit exactly once.
Loyalty points are earned on a fully paid appointment and spent after tax — deliberately, because a scheme that erased tax would leave the business remitting money it never collected.
04 Notes that stay private
An internal note is for staff and never appears on anything the customer sees. Categories group people — regulars, corporate accounts, the ones who always want the late slot — and can be used to decide who gets which message.
Questions
- Can I import my existing customer list?
- Yes, and if you are coming from another booking system or an older VoltsBook the appointment history comes with them, keeping the original booking numbers.
- What happens if someone asks to be deleted?
- Their identifying details are erased and the appointment history is anonymised, because a business still has to account for the money it took.
- Can two customers share an email address?
- One email belongs to one customer record per business. A couple booking on one address will be matched to the same person unless you identify customers by phone instead.
