Creating a client record

Updated on 2026-10-05

Where do I find it?

In the menu under Klanten → Klanten (Customers → Clients). The button to add a new client is at the top right.

You can also create a client in one go from the calendar: in the Nieuwe afspraak (new appointment) window, just type a name into the client field. That name becomes the first name of a new record; you fill in the rest here later.

The form

No field is mandatory. So you can save a record with nothing but a first name. A record without a name is listed as Naamloze klant (unnamed client).

Wie — who

Contact

The language decides which language the client's emails are sent in, and which language the customer portal opens in.

The client checks their own record

Save a new client with an email address and that client immediately gets an email Kijk je gegevens bij [your salon] even na (please check your details at your salon) listing what you entered: name, email, numbers, address, date of birth. One button takes them to a page where they see it again, correct what is wrong (name, mobile, landline, address, birthday — not their email address, as that is the address the email arrived at). Required on that page are name, mobile and the birthday as day and month; year and address may stay empty and confirm with Ja, dit klopt (yes, this is right). What they changed is on the record and in the log.

That click does two things at once: the record is marked as confirmed by the client, and their email address counts as verified. When they book online for the first time afterwards, they no longer have to confirm their address — the appointment goes straight into the calendar. The link stays valid for two weeks. Without an email address nothing is sent, and it does not apply to clients imported from Optios or to clients who create themselves online (those already prove their address when booking).

It is on; it can be switched off under Instellingen → Online boeken, at Nieuwe klantfiche laten nakijken (have a new client record checked).

The same email also goes to clients where there is real doubt: the name in the email address differs from the record, but the record was kept because its spelling exists with five or more other clients and the address's spelling with nobody (see Migratie → Opkuisvoorstellen, certainty Middel). A name that is merely written differently in the address is not a question: the client wrote that address themselves, and the record takes over that spelling. The client then sees the name as it stands now and what it said before, and chooses themselves.

Adres — address

Three fields — Straat en nummer (street and number), Postcode (postcode), Gemeente (town) — in a section that is collapsed by default.

Facturatiegegevens — invoicing details

For clients who pay in the name of their company. The block stays collapsed as long as it is empty, and opens by itself for a client who already has a VAT number or an invoicing name.

These fields are separate from the address above. That one remains the address where the client lives; her company's address is something else.

The shape of the VAT number is checked on the screen itself, without internet. If it does not match, you read Dit is geen geldig btw-nummer (this is not a valid VAT number) and the record is not saved.

Gegevens ophalen — fetching the details

Next to the VAT number sits the button Gegevens ophalen (fetch the details). It asks VIES — the European Commission service that confirms VAT numbers — whom this number belongs to.

Nothing is ever filled in silently. What VIES returns appears first as a proposal, next to what is already on the record, with two buttons: Overnemen (take over) and Laat maar (never mind). Only when you choose Overnemen does the record change — and you still have to save it.

The address arrives as one single line. VIES delivers it in a different shape for every member state; cutting street, postcode and town out of it would sooner or later produce an address nobody ever typed. If you want it split up, add the postcode and town yourself.

Three answers are possible:

That last one is not a rejection: VIES is regularly down, and a service that does not answer says nothing about your client's VAT number. You simply fill the details in yourself.

Below the VAT number sits Laatst nagekeken (last checked): when the last lookup happened and what came out of it. Some member states confirm the number but release neither name nor address; you then read Deze lidstaat geeft geen naam of adres vrij (this member state releases no name or address) and fill them in yourself.

The VAT number from Optios, and checking all clients at once

If you come from Optios, your business clients' VAT numbers are on the invoices you made there. Every time the invoices are taken over, HairConnect puts that number on the record of the client the invoice was addressed to — only the number. The name and address as they were typed in Optios do not come along: that spelling is often not the company's.

Three cases do not end up on the record, but as a proposal under Instellingen → Opkuisvoorstellen (Settings → Cleanup proposals):

• the record already carries a different VAT number — it is never overwritten;
• the invoice is not linked to any client record — HairConnect does not look that client up by name;
• the number on the invoice does not have the form of a VAT number.

A check round then sets every client with a VAT number against the VAT register (VIES). If the name or address differs from what is on the record, a cleanup proposal appears with both versions side by side and the button Overnemen (take over) — the same as Gegevens ophalen, but for all your clients at once. Capitals, punctuation and bus versus / do not count as a difference. Nothing is filled in until you click Overnemen. Overnemen puts the name in Naam op de factuur (name on the invoice) and the address line, unsplit, in Adres; postcode and town stay as they were.

If VIES says the number does not exist, you read that in a proposal and nothing changes on the record. If VIES does not answer — it throttles when too many requests arrive at once — Laatst nagekeken shows Btw nog niet nagekeken (VAT not yet checked) and the next round asks again. No proposal comes of it: a service that does not answer says nothing about the number.

Invoices that have already gone out do not change. They are tax documents. What you take over applies from the next invoice. To correct an invoice that has already left, you make a credit note and a new invoice — that is your decision.

If this block holds only a VAT number and no address, the address on the invoice stays empty — the client's home address is never put there automatically, because it is often not the address of their company. On the Nieuwe factuur (new invoice) screen, Adres then shows in orange Er staat geen adres op deze factuur (there is no address on this invoice), pointing to Gegevens ophalen next to the VAT number.

This is what these fields are for: they go on the invoice you make from a closed receipt. What is here wins over the address above, and it is frozen at the moment of issue — if the record changes later, existing invoices do not. See Making an invoice.

The VAT number is also the Peppol address. A Belgian VAT number is an enterprise number, and that is the address at which an e-invoice over the Peppol network arrives. With it filled in here, this customer's invoice can leave as an e-invoice instead of a pdf by e-mail — see Via Peppol. That is why the format check is strict: a number with a typo is not an address.

At the till, the receipt shows Factuurgegevens bekend (invoicing details known) as soon as anything is filled in here — see Creating a receipt.

Rekeningnummer — account number

Collapsed as long as it is empty. Only needed to refund credit by transfer. Fill in only what the client gave you themselves: the number is checked against its check digits, and that catches a typo, not a wrong number. See Reading the record.

Afspraken maken — making appointments

Careful: HairConnect sends no SMS at all. The checkbox stores the client's consent, nothing more.

The Voorschot verplicht checkbox is not enforced anywhere in online booking today either. It is a note to yourself.

If you switch on Geblokkeerd voor online boeken, that client reads on the booking page: Online booking is not possible for this address. Please contact the salon.

The list

Sorted alphabetically on last name — that is how you search at the desk. If a record has no last name, the first name takes its place in the alphabet; a record with no name at all sits at the end.

You can search on first name, last name and email address.

Filters: Geblokkeerd voor online boeken, Topklant, Zonder e-mail én gsm (without email and mobile) — handy for cleaning up your file — and Gearchiveerd (archived), to find an archived record again.

Clicking a row opens the record, not the form. Nine times out of ten you want to see the colour formula, not change something. For the form you use Bewerken (edit).

Removing a client

There is a bin next to every row in the client list, and the same button sits at the top of the edit page. Only the owner sees it — a manager or a staff member does not see it at all, not even greyed out.

The button is called Archiveren (archive), and it always does the same thing: the record goes to the archive. It disappears from the client list and from the search field at the till, but nothing is erased. Name, details, colour formulas and remarks all stay.

If the client has appointments, receipts, invoices, gift cards or credit, the window says so before you click: "this client has 34 appointments and 12 receipts". Those stay, and carry the client's name as before — in the reports too.

If the client still has credit, restore the record before you want to use it at the till: the search field at the till does not find an archived client.

Restoring. In the client list, set the filter Gearchiveerd (archived) to Met gearchiveerde (including archived) or Alleen gearchiveerde (archived only), and choose Herstellen (restore) next to the record. The same button sits at the top of an archived record. The record is then back in the list, with everything on it.

Deleting a record permanently is not possible. A request a client submits themselves through the client portal is handled under Deletion requests.

What ends up in the audit log

Changing and deleting a record is recorded, along with which fields changed — the invoicing details included: they end up on a tax document. Creating is not — that happens for every new client and says nothing.

Colour formulas do not go into the audit log. They are the most sensitive data in the software, and copying them to a second table would give them a different retention period — exactly what you don't want when a client asks to be erased.

Frequently asked questions

Can I edit or delete several clients at once? No. There are no bulk actions on the client list.

Why is there a client with an odd name like "levering droogkast" in my file? That one comes from Optios, where such things were noted down as a client record. Look under Instellingen → Opkuisvoorstellen (Settings → Cleanup proposals): HairConnect suggests archiving them there, keeping the calendar blocks attached to them.