Cleaning up clients

Updated on 2026-10-01

Instellingen → Opkuis na de overstap → Klanten opkuisen. (Settings → Cleanup after the switch → Cleaning up clients.) A step you go through once, shortly after switching from Optios.

Why this step

Optios hands over every client record it ever held. Including the person who came in once ten years ago, duplicates, and records that were really a note in the diary, such as "delivery" or "training". At the first salon that switched, there were almost six thousand, of which only fourteen hundred had had an appointment or a till receipt in the past year and a half.

A list that long makes every search slower and every pick list longer. On top of that, Optios held names spelled differently from the client's e-mail address, postcodes in the town field and text in the phone field.

This step cleans that up in four parts, from top to bottom.

1. Choosing a date

You choose from when someone still counts as a client for you. Anyone who has had an appointment since then (a cancelled one does not count) or a till receipt stays. Anyone who has not, you can archive in the next part.

There are two buttons and a free date field:

• Start of the previous financial year. This is our suggestion. A client who comes once a year does not drop out.
• Start of the current financial year. Stricter: only those who have already been in this year.
• A free date. For anyone who wants it differently, or whose financial year does not start on 1 January. HairConnect treats a financial year as a calendar year.

A date in the future is not possible. As soon as you pick a date, you see straight away how many clients have been in since and how many have not. Your choice is saved.

2. Archiving those who no longer come

Archiving is not deleting. The record disappears from your client list and from the pick lists in the diary and at the till. Everything attached to that client stays: appointments, till receipts, invoices, colour formulas. Your turnover figures for last year therefore do not change.

Nothing is archived until you press the button. The button shows the number, and you confirm once more.

Four kinds of clients always stay, even without a visit since your date:

• anyone with an appointment in the future;
• anyone with an open credit balance;
• anyone with a gift voucher that still has money on it;
• anyone created here after your date, so not coming from Optios.

For every archived record, the Log says why: "geen bezoek sinds 1 januari 2025" (no visit since 1 January 2025).

Bringing back. Below the button, every archiving round is listed with its date and number, and a button Alles terughalen (bring all back). To bring back one client, type their name in the search field below and click Terughalen (bring back). That client is back in your list straight away, exactly as they were.

What about Optios? If Optios sends an archived client again in a later update round, that client stays archived. Nothing from this step is sent to Optios.

3. Correcting names and addresses

For the clients who stay, proposals are ready in four groups. For each group you see how many are open, with one sentence explaining why:

For each proposal you click Toepassen (apply) or Afwijzen (reject). Rejecting means: the proposal is wrong, leave the record as it is. A rejected proposal does not come back.

If a group is large, one button applies all certain proposals at once. You first see how many there are. Only what can be said with high certainty goes through; the rest stays to be looked at one by one. Here you see the first 25 per group; the rest is under Cleanup proposals.

Opnieuw nakijken (check again) searches the records once more, for example after you corrected a few yourself. It does not change any record: it only prepares proposals and closes what has been sorted out in the meantime.

What never happens

• An e-mail address is never changed. It is the key the client uses to book online and see their own details. The e-mail address helps decide how the name is spelled, but it is never touched itself.
• Nothing is deleted. Archiving can be undone, and a proposal you reject leaves the record as it was.
• Nothing is made up. An address is only completed from public sources: bpost's postcode list and the Flemish address register. If a postcode can belong to two places (9050 is Gentbrugge or Ledeberg), we do not choose and the field stays empty until you fill it in.
• A district stays a district. Someone living in Gentbrugge or Afsnee does not become "Gent".
• Nothing goes to Optios. This step cleans up inside HairConnect. What is in Optios stays as it was.

4. The summary

At the bottom you see what this step has done: how many clients were archived, how many records were corrected, and how many proposals are still open.

It also shows for how many clients something changed that the client would notice themselves: a different spelling of their name, a different house number, a phone number that disappeared. A capital letter, a space or a postcode added to a town that was already there does not count. You can ask those clients to check their record in the step Klanten laten bevestigen (have clients confirm).

When you are done, click Deze stap is afgerond (this step is done). That ticks the step off in the cleanup overview. It does not change your data, and you can always reopen the step later. Proposals that are still open simply stay under Cleanup proposals.

Who can do this

Only the owner and the salon manager. A staff member does not see this step.