What You Ask About People (Account Profiles)

Bizzly lets you ask your customers questions. Some are about the customer themselves, such as the venue they like best. Your business may book for someone other than the person who holds the account, such as a child, a pet or a student. If so, you can also ask questions about each of them. You can use some of the answers to decide who can book a session.

Where to Find This

Open Customers in your console, press Actions (the row at the foot of the screen) and choose Change what you ask about people. It is shown to administrators only: the questions are part of how your site is set up, not of looking after customers, so a team member's permissions never reach it. See Your Customers.

A sheet opens headed What you ask about people, with the line The details customers fill in about themselves and the people they look after.

The Forms You Can Ask

There can be more than one set of questions. When your business has more than one, a choice at the top of the sheet lets you pick whose questions you are looking at:

• Account holder is asked of the person who holds the account, for example "Asked of the person who holds the account, such as the venue they like best." It is open on every plan.
• One for each kind of person your business looks after, named by its plural word, such as Children or Pets. It is "Asked each time someone adds a child." Changing these questions is part of the Standard and Pro plans. On a plan without it, you can still see the questions, but there is no row to press. Where Add a field would be, you see a card called Not in your plan yet with a See plans button.

The kind of person your business looks after was set up with your site, so there is no button to add a new kind.

Under the intro line is the Add a field row (Something else to ask), then your questions as a list. For the account holder the list is headed What else do you ask them? and for the people you look after What do you ask about children? (in your own word). Each row shows the question and what kind of answer it takes, then a short line of marks when they apply, such as Must be answered and kept private. The marks are Must be answered, Kept private, Filled in by your team and Decides who can book. A long list gets a search box.

With nothing yet, the list says You have not added anything of your own yet. or Nothing is asked about children yet. Add the first field.

What Is Always Asked

On the account holder's form, a line reads Always asked of everyone: their name, email, phone and address. Press See them to list those details:

• Display name, First name and Last name
• Email and Phone
• Street address, City, State/Province, Postal code and Country
• the two answers customers give about how you contact them: Marketing emails and Session reminders and messages

They are asked of everyone, so each one's sheet says It is always asked of everyone, so it cannot be changed or taken away. and has no button. If HubSpot is connected, it also says where that detail goes in HubSpot.

What You Call Them

For a kind of person you look after, More options holds What do you call them? It has two boxes:

• For one of them: the word you use for one, such as child or pet
• For more than one: the word you use for several, such as children or pets

Press Save the names, and the message reads The names were saved. Both words are needed before you can add or change a field. For a kind whose questions do not exist yet, the names are saved along with its first field.

Customers see these words. When you keep one kind of person, your word for more than one names a row in their account, so "Children" gives them Your children. With more than one kind of person, the row is called Your profiles.

Adding or Changing a Question

Press Add a field to add one, or press a question's row to change it. A sheet opens, headed Add a field or the question, with a line saying who it is asked of.

1. 1

   What do you want to ask?

   Write The question as you would ask it, for example "Any allergies?". When you change the words of a question that already exists, the sheet says Changing the words keeps the answers people have already given.

2. 2

   How do they answer?

   Choose the Kind of answer: A few words, A longer answer, A number, A date, An email address, A phone number, Yes or no or One choice from a list. On the account holder's form you can also choose Several choices from a list, One of your venues and Several of your venues. For a list, write The choices, one on each line. A venue question always offers your current venues, so it never goes out of date. It only picks a venue for them to begin with, and they can still choose another.

3. 3

   Look in More options if you need to

   More options is closed, under a line naming what is already set in it. It holds:

   • Words to help them answer, shown under the question
   • They must answer it
   • Keep the answer private: it is never shown on your website (or sent to HubSpot, if you use it)
   • Who fills it in: The customer, or You or your team, not the customer. Choose your team for an answer a customer should not decide, such as a level you judge yourself.
   • Use the answer to decide who can book, for the people you look after: No, or a rule that suits the kind of answer
   • HubSpot property, if HubSpot is connected: where the answer goes in HubSpot
4. 4

   Press Add the field (or Save)

   The whole set of questions is saved as soon as you press the button. If the question is blank, or a list has no choices, the sheet says so at the box first.

To change the order, open a question and use Move up or Move down. They change the order at once, and are held back while the sheet has a change you have not saved. To take a question away, use Remove this field at the foot. It asks Remove “…”? and says the question is no longer asked but the answers people have already given are kept. A set of questions about the people you look after needs at least one question, so the last one cannot be removed.

Using an Answer to Decide Who Can Book

For the people you look after, a question can also be a booking rule. Under Use the answer to decide who can book, the rules offered depend on the kind of answer:

A question set up this way shows Decides who can book on its row. What the rule asks for is then set for each session, under Who can attend? in the session's own sheet: on What you sell, open Venues, choose the venue, then the session. The first line there is the age band. A second line, which reads No other requirements until you set one, opens a control for each question that decides who can book: a level, a choice, a yes or no, or a number. That second line appears only when your questions include one a rule can use. A session with no requirement is open to everyone. See Setting Session Times at a Venue.

What Your Customers See

Customers answer the account holder's questions under You, in Your details, in a part called About you. Any question you mark as filled in by your team shows there as Set by the team and they cannot change it. If a question is marked as one they must answer, a customer who has not answered it yet is asked before they can complete a purchase. A short "About you" prompt appears. They fill it in, and their purchase carries on.

Once you keep questions about the people they look after, signed-in customers get a row under You where they add, change and remove them. With one kind of person it is named after your plural word (for example Your children or Your pets); with more than one kind it is called Your profiles. They press the row, then use the button that reads Add followed by your word for one (for example Add child), or press a person to change them. When they book, they choose who the booking is for, and only the sessions that person is eligible for can be booked. With one kind of person the question is Who is this booking for?; with several it is asked for each kind, for example Booking for a child? See Your Profile.

You can fill in the account holder's questions for a customer yourself under Edit details on their screen. On the same screen you can add or change the people they look after, under Children or your own word for them. See A Person's Screen and Adding and Changing a Child, Pet or Student.

Tips

• Keep it short. A name and a date of birth is often enough.
• Mark private answers private. Anything sensitive should be kept out of public view and out of HubSpot.
• Test as a customer. Add a test person in your own account and try booking a session with an age limit to confirm the rule works as you expect.