Customers
Under Customers you manage everyone who books your resources – for example clubs, schools, companies, or individuals. Open the area via Customers (↗ open) and Customer groups (↗ open) in the left navigation.
Customer types
Section titled “Customer types”Locaboo has three customer types:
| Type | Description | How to recognise |
|---|---|---|
| Customer | Account created by you; exists only in customer management. No login to the platform. | No icon next to customer colour. |
| Active customer | Invited to the platform or self-registered. Has a login. | Customer icon next to customer colour. |
| Guest customer | Books without a customer account (if guest bookings are allowed in settings). | Customer icon with dark background. |
Guest customers can later be converted into full customer accounts. You configure retention for guest data in privacy settings.
Email address and login
Section titled “Email address and login”Each customer account can have only one email address for login. The same email cannot be used for multiple customer accounts. If someone should book both privately and for a club, there are two options:
- Create a contact: the person is stored as a contact on the club customer and can book in their name.
- Separate account: a second customer account with a different email (e.g. private vs. club email).
Changing an active customer’s email address
Section titled “Changing an active customer’s email address”For active customers (already invited to the platform) the email address cannot be changed directly. First revoke the invitation, then change the email and invite the customer again. Alternatively the customer can change their email themselves in their account on the platform.
Customer groups
Section titled “Customer groups”Customer groups are one of Locaboo’s central concepts. They determine:
| Area | Effect |
|---|---|
| Opening hours | Which times are visible and bookable for which customers |
| Tariffs | Which prices apply |
| Availability | Direct booking, booking request, or restricted access |
| Booking rules | Lead times, min/max booking length |
| Tax rules | VAT exceptions (e.g. 0% for schools) |
| Widget access | Which widgets are visible |
| Email texts | Wording per customer group |
| Time cards & vouchers | Who may purchase and redeem |
| Notifications | Who is informed about free slots |
Default customer group
Section titled “Default customer group”You mark one customer group as the default customer group. New customers who register on the booking platform are assigned to this group automatically. Visitors who are not logged in get the permissions of the default customer group.
Create a customer group
Section titled “Create a customer group”| Setting | Description |
|---|---|
| Title | Name of the customer group (e.g. “Clubs”, “External”). |
| Description | For internal use only. |
| Colour | Optional. If set, all bookings from this group get this colour in the calendar. |
| Allow selection in widget | Customers can choose this group when registering. |
Customer profile
Section titled “Customer profile”Each customer has a profile with the following tabs:
| Tab | Content |
|---|---|
| General | Name, customer group, colour, customer number, contact details, email addresses |
| Contacts | Further people who may book on behalf of the customer |
| Bookings | All bookings for this customer |
| Booking requests | Open and processed requests |
| Documents | Invoices, quotes, order confirmations |
| Communication | Email history for this customer |
| Contracts | Contract documents with contract number, date, and status |
| Addresses | Billing and delivery addresses |
| Change history | Log of all changes to the customer profile |
Email addresses
Section titled “Email addresses”Each customer can have several email addresses:
| Type | Use |
|---|---|
| Email address | For login and invitation to the platform. |
| Notification email | Additional recipients in the email distribution list (no login). |
| Invoice email | Recipient for invoices (e.g. accounting). |
| BCC recipient | Receives blind copies of all customer emails. |
Customer number
Section titled “Customer number”Customer numbers are assigned sequentially. Prefix and starting number are configured under Settings > Customers. Define the number range before creating customers if possible.
Contacts
Section titled “Contacts”Contacts are additional people who may act on behalf of a customer. You assign a role per contact:
| Role | Permissions |
|---|---|
| Administrator | Full access to the customer account. |
| Make bookings | Can create and manage bookings. |
| View only | Can see bookings and information but not change anything. |
| Invoices only | Sees only invoice documents. |
Contacts are invited directly when created – unlike customers, whom you can save first and invite separately. Contacts are also visible and manageable on the booking platform.
Inviting customers
Section titled “Inviting customers”For a customer to sign in on the booking platform, they must be invited:
- Single: via the Invite button in the customer profile.
- Bulk invite: select several customers → Bulk invite to Locaboo.
The customer receives an email with a link to set a password and sign in.
An invitation can be revoked if needed – the customer then loses login and becomes a normal customer again.
Locked login
Section titled “Locked login”If a customer enters the wrong password three times in a row, login is blocked for 15 minutes. They can try again afterwards or use Forgot password.
Approving customers / staff
Section titled “Approving customers / staff”If Approval by manager/user required is enabled in the widget settings, you must manually approve new registrations.
Deleting and restoring customers
Section titled “Deleting and restoring customers”Deleted customers can be restored. Delete and restore are available in customer management.
Large clubs / organisations with departments
Section titled “Large clubs / organisations with departments”For organisations with several departments or sections, this structure works well:
- Main account for the club (e.g. “TuS Sternfeld”, contact Mr Meyer)
- Per department a separate customer profile (e.g. “TuS Sternfeld – Volleyball”, contact Ms Müller)
Benefits:
- Each department has its own bookings and can manage its own contacts.
- The display name in the calendar makes it clear which department booked.
- Shared billing master: all department invoices run through the main account (setting under Customer > Edit > Settings). See Billing.
Importing and exporting customers
Section titled “Importing and exporting customers”Import
Section titled “Import”Under Settings > Import/Export > Customers you import customer data via CSV.
- Download the sample file and follow the column structure.
- Fill in only the fields you need – no field is required.
- Set the default customer group to the desired group before import.
- Tip: import 2–3 test customers first, then bulk data.
Export
Section titled “Export”Customer data can be exported as CSV. When processing in Excel, use the correct character encoding (UTF-8) so umlauts and special characters display correctly.