Introduction
This playbook is a step‑by‑step, field‑tested guide to migrate from legacy tools or marketplace schedulers into Altegio with confidence. It covers data imports (clients, suppliers, products, memberships/loyalty), chain/user access, security controls, booking and notifications, analytics, and pre–go‑live validation for payroll, finance, and inventory.
Phase 1 — Prepare and audit your data
- Inventory sources: old CRM, POS, spreadsheets, marketplace exports, SMS tools, payment reports.
- Normalize phones to international format and deduplicate by phone+name. Client import requires Name and Phone; supported file types.csv/.xls/.xlsx up to 12 MB, copy/paste batches ≤500 rows. See Uploading clients from Excel. Uploading a list of clients
- Decide what to migrate as structured data vs. archive as files (e.g., very old appointments can be archived while importing the last 12–24 months via Excel if needed). Appointments can be imported/exported with strict formats and status codes. Overview: bookings import/export
- Extract membership/loyalty assets and validate uniqueness constraints before upload (membership numbers must be unique; imports fail on any single error). Memberships import
- Map suppliers/partners, products/SKUs, storages, and current balances to Altegio structures. Suppliers & Partners · Inventory general info
Import requirements at a glance
Phase 2 — Configure chain, staff, services, and resources
- Unify staff across locations, merge duplicates at chain level (irreversible). Merge into chain & staff unification · Setting chain users
- Create positions and enforce mandatory HR fields if needed (e.g., TIN) before assignment. Chain positions
- Assign services to employees and set durations (critical for capacity and online booking). Assigning staff to services · Configuring staff member’s services
- Attach resources (rooms/equipment) to relevant services to auto‑reserve on booking. Assign resources to services
- Consolidate client data chain‑wide; review unified client cards and visit history. Chain client database · Customer chain card
Phase 3 — Protect data and set access rights
- Create unique logins per user; avoid shared credentials. Use granular rights to hide client phones, restrict downloads, and limit history visibility. Configuring user access rights · Appointment Calendar access rights
- Monitor user actions and export logs; formalize trade‑secret rules to protect the client base. Securing your data
- GDPR baseline: Altegio is GDPR‑aligned; Licensee is data controller for client data; DPA outlines EU hosting and incident notice within 24 hours. Privacy (EU) · Data processing agreement
Phase 4 — Enable online booking, payments, and communications
- Install booking widgets on your site/CMS; per‑employee or per‑service links supported; multiple widgets per page are possible. Online booking links/widgets · Separate forms per employee/service · Several widgets on one page
- Add booking on Google Maps/Search via Book‑with‑Google (Beauty, Sports, Auto). Google Maps integration
- Harden booking against test/invalid records: require SMS phone confirmation; allow “Any specialist” when appropriate; set reschedule/cancel cutoffs. Widget SMS confirmation · Online booking setup
- Automate reminders and confirmations: send “confirm visit” prompts; trigger follow‑ups to no‑shows without future bookings. Appointment confirmation request · Follow‑up after no‑show
- Centralize delivery and monitoring of alerts for staff/admins; use the Notification Center. User notifications (employee/admin) · Notification Center
- Connect messaging providers: native Email, SMS aggregators (e.g., SMS.to, Fromni), and WhatsApp templates/pricing. SMS.to integration · Fromni integration · WhatsApp templates/pricing
- Configure cash registers and payment methods (including card brand fees, processing time, and where funds land). Cash registers · Card payment fees
Phase 5 — Turn on analytics and conversion tracking
- Connect Google Analytics 4 to each booking link; verify with Realtime. GA4 integration
- Track detailed widget events (widget_loaded, service_selected, booked, appointment_changed, etc.), and be aware that analytics tools may differ slightly from system data. Events for analytics · Online booking analytics
- Pass custom Client ID to unify GA↔CRM identities for end‑to‑end analytics. Client ID transfer
- For BI dashboards, connect Smart‑Metrika for Power BI (cohorts, retention, sales planning). Altegio ↔ Power BI
Phase 6 — Validate payroll, finance, and inventory before go‑live
- Payroll: set calculation rules and criteria (by turnover/profit/quantity), then dry‑run a period using Daily Calculation and Settlements. Only “Arrived” bookings are counted. Payroll module overview · Calculation criteria · Daily calculation · Creating criteria
- Finance: review real‑time Day totals in the calendar, run Finance → Reports → Daily report, and cross‑check Finance → Documents. Daily financial data · Finance documents · Finances & accounting capabilities
- Inventory: confirm storages, import products, record arrivals, relocate between storages, and run Inventory Balance/consumables reports. Enable automatic write‑offs via bill of materials to tie usage to services. Storages management · Relocations · Inventory balance report · Inventory operations index · Inventory control (capabilities)
- Chain analytics: validate “Arrived”‑based service and staff profitability reports before launch. Services chain report · Staff chain report
Phase 7 — Launch configuration (loyalty, promos, memberships)
- Auto‑apply discounts for online/app bookings (first booking or every booking). Automatic promotion for online booking
- Set up discount/bonus/referral programs and manage loyalty transactions and gift cards chain‑wide; use bulk issuance if needed. Loyalty program (EN) · Referral program · Loyalty card transactions · Gift cards report
- If your model requires it, prohibit online booking without an active membership for specific services. Booking with membership only
- Use the booking widget’s Promo block to advertise launch offers and track clicks. Promo block
Go‑live checklist
- Online booking live on website, social profiles, and Google Maps.
- SMS confirmation and appointment confirmation flows enabled; no‑show follow‑ups scheduled.
- Cash registers and payment methods (fees/settlement times) verified.
- GA4 connected on all booking links; goals/events verified in Realtime.
- Payroll rules enabled; Daily Calculation and Settlements match the parallel run.
- Finance daily report reconciles to expected cash/card/online receipts; inventory balance and write‑offs align with service mix.
- Access rights reviewed; client phone visibility restricted where appropriate; logging enabled.
Post‑go‑live hardening (first 14–30 days)
- Monitor conversion by booking source and adjust channels. Statistics & analytics
- Define the “customer loss period” for meaningful retention analytics; activate retention and returning‑customer dashboards. Loss period setting · Retention metrics
- Add a promo section to the widget for time‑limited offers; iterate on WhatsApp/SMS templates for cost‑effective engagement. Promo block · WhatsApp pricing/templates
- Expand loyalty: issue digital cards in bulk, review transactions and gift card redemption. Issue loyalty cards · Loyalty transactions
Security, privacy, and compliance notes
- Controller/processor split: Your company is the data controller; Altegio acts as processor per your instructions. Public license (EU) · Privacy (EU)
- DPA: Data stored within the EU with defined sub‑processors; incident notice to subscribers within 24 hours; access controls, encryption, and audit logging are in place. Data processing agreement
- Protect the client base technically (access rights, logging) and legally (trade‑secret policies, employee acknowledgements). Securing your data
Tips and proven practices
- Do a parallel run for at least one payroll period and one weekly financial cycle before switching exclusively to Altegio. Payroll Daily Calculation · Daily financial data
- Require SMS phone confirmation in the widget for the first month to keep your data pristine. Widget SMS confirmation
- Use booking analytics events (booked, appointment_changed, appointment_deleted) to build GA4 conversions and ROAS‑ready funnels. Events for analytics
- Automate consumables write‑offs via technology cards to align COGS with revenue and payroll calculations. Inventory control (capabilities)
What success looks like
By following this playbook, you will:
- Preserve and unify critical business data (clients, memberships, loyalty, products, suppliers) with audit trails.
- Launch a secure, conversion‑optimized booking stack with confirmations, reminders, and follow‑ups.
- Get trustworthy payroll/finance/inventory numbers from day one, with analytics wired for growth.
If you need assistance, Altegio’s knowledge base and onboarding experts cover every step—from imports and access rights to analytics and BI integration. Support portal (EN)
