Organise sales follow-up with the CRM

What is the CRM for?

The CRM brings together the work before and alongside the customer relationship: prospects, appointments, calls, notes, documents, commercial quotes, projects and tasks. Its overview includes open prospects, pipeline stages, appointments, calls and the value of accepted quotes for the selected period.

Independent modules

Open Relations → Prospects, Planning → Appointments, Sales → Quotes, or the relevant destination. Each module is enabled separately for the organisation. Member permissions then control the available reads and writes; enabling a module never grants additional permissions.

The modules are Prospects, Customer follow-up (commercial profiles, notes, calls and post-its), Appointments, Quotes and catalogue, Commercial contracts, Customer documents, Workspace, Referrers, Alerts and follow-ups, Customer portal, Projects, Tasks and Time tracking. The Customers directory and Invoicing remain separate modules.

Appointments, quotes and contracts can work with customers without the prospect pipeline. Prospect, project and task selectors appear only when their own module and corresponding permissions are available. Disabling a module keeps saved data and links; editing another field does not remove a hidden link.

Commercial profiles, referrer links, contracts and customer analytics also require Customers and customer read permission. Billing from a quote, collected amounts and payment-based commission totals require Invoicing with their own permissions. Sharing a customer document requires the Customer portal; revoking a share remains possible when the portal is disabled.

Analytics are included within each enabled domain and show only its permitted indicators. Portal access requires its own module, and each section also requires its resource module: projects, quotes, invoices or customer documents. An invitation never enables a disabled section.

Use the home page and quick actions

The dashboard home page brings everyday information together. Depending on enabled modules and your permissions, it can show My tasks, Active projects and a sales overview. Each block is independent: lacking access to one does not prevent the others from appearing.

The label below the title shows whether the layout comes from your personal choice, a role, the organisation or the standard template. Select Customize to add, hide, move or resize blocks and choose a starting template; save to keep your changes. If you have a personal layout, Use inherited dashboard appears in edit mode and removes only your override, revealing the layout published for your role or organisation. Administrators manage those shared layouts under Settings → Default dashboards; publishing one does not replace members' personal layouts.

The Actions menu groups the quick creation options available to your account, including New prospect, New timer and Post-it. These three entries are shown only when their module and permission are available. Use Post-it for your quick notes; use CRM records for information that should remain part of a prospect's or customer's long-term follow-up.

The Post-it utility shows all your personal notes, with pinned notes first. Select New post-it to create one. The target icon opens a prospect, customer or project picker; the saved target appears on the note and opens its record if you still have access. On desktop, a pinned note sits as a tab at the edge of the page and expands on hover or keyboard focus. On mobile, pinned notes stay in the menu. You can also schedule a reminder, edit or archive a note.

Track prospects on the Kanban board

The board groups prospects under To contact, Qualified, Appointment planned, Quote sent, Negotiation, Won and Lost. Search by name, company, email address or telephone number.

When creating or editing a prospect, you can add their website, industry, address and country, then select a source, owner and, when applicable, a referrer from your organization's list. These fields describe the prospect's sales context; they do not automatically create a customer record.

To move a prospect, open its card's … menu, choose Move through pipeline, then select a stage. Dragging the card to another column remains available. Moving to Won or Lost, by menu or drag-and-drop, starts the same controlled workflow as the card action:

• Won opens conversion so that you can select or create the matching customer;
• Lost asks for a loss reason before confirmation;
• moving a lost prospect back to an active stage does not ask for the old loss reason again.

Conversion links the prospect to a customer without merging both histories. Check the customer directory for duplicates before creating a record. Archiving removes a prospect from current follow-up; display archived records to restore it later.

Select a card title or a CRM search result to open the prospect record. It shows contact and sales context, then provides edit, conversion and follow-up actions according to your permissions. For a converted prospect, the displayed contact details are explicitly the retained sales snapshot; the linked customer record opens separately and contains the current details.

The Contact tab opens first. Record summary has a separate tab, available according to your permissions, and loads only when you open it. You can keep that tab's link to return directly to the summary.

The Quotes tab and, for a converted prospect with access to the linked customer, the Invoices tab load server-filtered pages. Invoices follow the current customer even after a merge; they do not become documents of the historical prospect. The page number stays in the tab's link.

Receive prospects from a form or another application

A prospect webhook lets your website contact form or another application automatically create a prospect in the To contact column. On the Kanban board, open Integrations, then New webhook. Give it a name and choose the source recorded on every prospect received (for example Website). The action requires permission to create and update CRM data.

Bookelio then shows the endpoint, the secret and an example request. Copy the secret immediately: it is never shown again, and Bookelio keeps only a fingerprint of it. It grants no other access: it can only create prospects. Keep it server-side, never in the code of a public web page: a website form must go through its own server to call Bookelio.

The application sends a JSON POST with the Authorization: Bearer <secret> header. A first name, last name or company is required. The e-mail, phone, website, sector, country (two-letter code, for example BE), city, street, number and postcode are optional. The message field is saved as a CRM note on the prospect. The call cannot set the source, stage or owner: the prospect arrives unassigned in To contact. Every call creates a new prospect, even if the e-mail already exists; check for duplicates during follow-up. If the application may retry a request, it adds an Idempotency-Key header that is unique per submission: a retry with the same key returns the prospect already created. Calls are rate-limited.

The list shows the beginning of the secret, the date of the last call and the number of prospects created. Revoke blocks the secret immediately; prospects already created are kept. If the secret leaks, revoke the webhook and create a new one.

Keep CRM notes

Open CRM notes for pages that are separate from a prospect or customer record. Choose Personal for pages only you can see, or Organization for pages visible to CRM team members. The sidebar shows the full page and folder tree; use each folder's arrow to collapse or expand its contents without navigating away. Create a page or folder from the icons beside Root, add pages inside folders, and search across a space. Search also finds archived pages so you can open and restore them. Write directly in the page: type / to choose a block, or hover over a block to reveal its plus button and handle. The handle moves, duplicates or removes a block; for a table, it also opens actions for rows, columns, headers and cells. Choose a Mermaid diagram block to write Mermaid syntax and see the rendered diagram in the page and in read-only shared links. Changes save automatically. Drag a page or folder directly onto another folder, or onto Root, to move it.

To share a page externally, use Share at the top of the page to create a read-only link that expires after 1, 7 or 30 days, or remains active until you revoke it. Copy the link when it is created; the secret is not shown again. You can revoke any active link, and archiving the page revokes all its links. Folders cannot be shared directly.

Review sales history

A prospect record displays a compact sales history. On a customer record, open the History tab. The list combines the permitted notes, calls, appointments and private documents, with exact counters and progressive loading. When that customer came from one or more converted prospects, an origin badge distinguishes entries from those prospects from entries recorded directly against the current customer.

Open Sales follow-up from the prospect record or its card menu to add or edit an interaction. Available actions depend on your permissions. The combined history remains the shared read view: it does not add two partial lists together or present a page size as the total.

Use a short note for a decision or next step. For a call, record its direction, outcome, date, optional duration and summary. Mentions organise internal collaboration; they are not messages sent to the customer.

CRM documents are private and attached to the selected prospect or customer. Give each file a clear name and type. A CRM document is not an issued invoice or evidence that a payment was received.

Complete a customer's sales profile

A customer record can show a sales profile when the CRM is enabled and your permissions allow it. You can record the source, business-partner indicator, owner and short internal notes without duplicating the customer's contact or billing details.

The profile shows an Active, Passive or Inactive status and the latest known sales activity. Bookelio derives this date from a non-archived call, a completed appointment, a quote with a valid acceptance, an approved booking, a confirmed training registration or confirmed enrolment in a group session that is still scheduled, or a verified payment whose amount remains positive after completed refunds.

Notes, post-its and documents remain visible in the follow-up but do not reactivate a customer by themselves. Changing contact details, owner or colour does not reactivate them either. Cancelling or removing an eligible source, fully refunding a payment or merging records triggers a new calculation from the evidence that remains valid; Bookelio does not rewrite bookings, registrations or payments to produce this status.

By default, a customer becomes Passive after 30 days and Inactive after 90 days, both measured from the latest eligible activity. Authorised users can change these thresholds under CRM → Follow-ups → Customer activity status. The “inactive customer” alert keeps its own delay, so an alert means “without activity for the selected period”; it does not necessarily mean that the profile badge has just become Inactive.

No known activity means that no dated sales activity is available yet; it does not mean that the customer record is empty. The status then ages from the start of sales tracking without presenting that technical date as an activity. Archiving the sales profile removes it from recalculation without deleting the customer or changing bookings, financial information or possible portal access. After restoration, the status resumes from the retained eligible activities.

Schedule and maintain appointments

Under CRM → Appointments, the List view groups upcoming appointments under Today, This week and Later. Each row shows the linked contact and the number of active follow-up notes without opening the record. The total comes from the server and Load more progressively completes the period without cutting the list off at 500 items. Past starts with the most recent meetings. You can also switch to the Calendar in day, week or month view; Bookelio remembers this choice for your account in the organisation. A row title or calendar event opens a dedicated record that can be bookmarked or shared with an authorised colleague.

Create an appointment with a title, time range, type, location or video link. In Day and Week views, select a half-hour slot to prefill a one-hour appointment. It can remain unlinked or be attached to a prospect or customer; the closed field clearly displays the selected contact and the choice can be changed later. When you move the start, Bookelio also moves the end and any pending reminder to preserve the duration. When a record is linked, you can open it from the appointment details. Only http and https web addresses are offered as clickable links.

You can edit or archive an appointment when your permissions allow it. An archived record remains available with read-only follow-up notes and can be restored. After the meeting, update its status and outcome, then add one or more follow-up notes. Each note retains its date and can be edited or removed separately. Adding a follow-up note automatically resolves a missing-note alert; if the last note is later removed while the condition still applies, that alert becomes active again. Do not mark a cancelled appointment or no-show as completed merely to remove it from the list.

A report can contain text, an audio file, or both. MP3, M4A, WAV, OGG, FLAC, and WebM files are supported up to 120 MiB. Audio loads only when you click Play audio; you can then download it. When editing, you can keep, replace, or remove the audio. Removing the only audio requires adding text to the report.

When an audio recording has a transcript, or a transcript was imported, click Generate meeting minutes. Configure an OpenAI or Anthropic key and a model in AI integration; the AI and Appointments modules and appointment update rights are required. Click Generate, review the summary, decisions and proposed actions, then Use in the report. You can edit the text in the form and must click Save to retain it. The transcript’s language, the original transcript and audio are preserved. Finish or cancel another draft first; a suggestion cannot replace text or source material changed since generation.

Prepare quotes and services

The CRM → Sales catalogue stores reusable commercial services, their indicative price and duration, and standard tasks. It helps you prepare consistent projects and quotes; it does not replace the catalogue of bookable activities.

Under CRM → Quotes, the list displays 50 proposals per page with their number, reference, customer or prospect, dates, net and gross amounts, and status. Search, status, archives, gross amount and currency, target, and sorting remain in the URL, so returning from a record restores the same view. Search also covers the linked contact's name and company. Amount search accepts a difference of one currency unit around the entered gross total and never combines quotes in different currencies.

Each quote has a stable record URL, including sent, accepted, declined, expired and archived quotes. The record brings together lines, discounts, taxes, totals, terms, commercial notes, milestones, issuance evidence and authorised links to its contact and project. For an issued quote, Bookelio displays the frozen contents of that issued version and downloads its stored PDF; later catalogue changes do not rewrite that evidence. Quote notes are commercial and may appear in the document, so do not use them for internal dossier notes.

Depending on configuration and permissions, a quote can be sent, accepted, declined, linked to a signature or used to prepare a payment request. Check the customer, amounts, currency, taxes and status before an external action. An accepted quote is not, by itself, a received payment or an accounted invoice.

Invoice an accepted quote in stages

Open the accepted quote, then Preparations and allocations. This panel shows the quote total, portions already reserved, requested and invoiced, verified receipts and the amount left to commit. Creating a portion requires the relevant quote and invoice preparation permissions; it is offered only while the quote is active and an amount remains.

Choose Total, Percentage, Fixed amount or Remainder. You can attach the portion to a planned milestone: its amount or percentage, label and planned date then populate the form. Enter the label and dates, select Calculate preview, and check the net amount, VAT, gross amount and remainder. If you change the portion afterwards, calculate the preview again before selecting Create preparation.

The reservation creates a draft linked to the quote and, where selected, its milestone. It does not yet create an invoice, payment request, debt or message to the customer. The allocations list opens each preparation and lets you cancel the most recent active reservation if its draft is still untouched and unissued. An earlier reservation cannot be cancelled while later portions depend on it.

On the preparation page, check the customer, lines, dates and terms. Its PDF preview is marked as unissued. Check before issuance checks the current version and displays any representability problems; this check does not issue an invoice. If it passes, optionally select email or Peppol delivery, confirm your choice, then choose Issue invoice. With no delivery channel selected, issuance schedules no automatic sending. Successful issuance creates the linked invoice and payment request; it does not record a received payment. Follow each delivery outcome on the preparation receipt. If a delivery has an uncertain status, check it manually with the provider before taking further action; automatic retry is unavailable.

If technical validation definitively rejects the issuance attempt, use Correct in a new draft or Abandon this preparation on the receipt, giving a reason. The reserved number and rejection remain in the history. See the invoices and credit notes guide to distinguish invoices, settlement and corrections.

Organise projects, tasks and time

Projects combine a customer, an owner, progress status and deadlines. Tasks can belong to a project or link directly to a customer; they support assignees, subtasks, discussions, attachments, priorities and due dates.

Manage tasks from the project page

Open a project from Projects, then its Tasks tab. The Projects and Tasks modules and the required read permissions must be available. Choose List for a compact table or Kanban for status columns without leaving the project. Search, sorting and sort direction apply to this project's tasks. The archive filter shows active tasks, archived tasks only or both; a completed task is not necessarily archived.

On first use, completed tasks are hidden in List and visible in Kanban. Show completed changes this choice for the current view only. Bookelio remembers these two choices separately in your browser, together with the view, sorting, archive filter and selected list columns, for your user, organisation and this project. This does not change another project's presentation or the general tasks page. List displays 50 tasks per page; each Kanban column loads 20 tasks at a time and has its own load-more action.

Use the completion checkbox to complete or reopen a task. The Move to menu and Kanban drag-and-drop use the same status change. Row and card menus also let you edit a task in the usual form, archive it after confirmation, restore an archived task or start a timer, according to your permissions. Restore an archived task before editing it, changing its status or starting a timer. Actions in progress prevent repeated submissions; if a change fails, the view reloads the current state and does not automatically retry the action.

On an active project, quick creation adds a task from its title and New task opens the full form with the project already selected. Both entry points require creation permission and are unavailable on archived projects. Creating or changing a task refreshes the tasks and project progress indicators; starting a timer also refreshes the permitted time views. Personal or team time remains visible only with the corresponding permissions.

Customise panels and templates

In a project, open Tasks → Configure panels. Name each panel, choose its task state and use the arrows to change its order. For example, add an Ideas panel. Its shared identifier (ideas) is independent of its displayed name. The general task Kanban groups panels from different projects by this identifier, even when their names differ.

Choose the destination for new tasks and for completed tasks. The completion checkbox sends a task to the completed destination; recurrence and progress retain their usual behaviour. Panels such as In development and Review can share a state while remaining separate. Use Move to, drag and drop, or the task form's Panel field. In the shared view, a task can only move to a panel available in its own project.

Before removing a panel containing tasks, select a replacement with the same state, including for archived tasks. Add that replacement to the draft first if needed. Transfers retain progress and do not complete or reopen tasks. A task entering an unconfigured state, for example after requesting help, remains visible in a fallback panel while it contains work.

Panel templates, on the Projects page or in the editor, offers Standard, Commercial and Development. Duplicate a supplied template to customise it, or save the project's panels as a named organisation template. With permission to change settings, you can name, edit or delete organisation templates and choose the organisation default. Choose another default before deleting the current default template.

When creating a project, choose a template or retain the organisation default. Each project receives an independent copy: later template changes do not affect existing projects. To apply another template to an existing project, select it in the editor, review transfers and Save panels. Changes remain drafts until saved; after an error or conflict, explicitly reload before retrying.

Receive tasks from another application

A task webhook lets another application automatically create a task in a specific panel of a project, for example a task in Bug whenever a user reports a problem. In the project, open the Integrations tab, then New webhook. Give it a name and choose the destination panel. The tab requires permission to update projects and create tasks.

Bookelio then shows the endpoint, the secret and an example request. Copy the secret immediately: it is never shown again, and Bookelio keeps only a fingerprint of it. It grants no other access: it can only create tasks in that panel. Keep it on the other application's server, never in a mobile app, a public web page or a code repository.

The application sends a JSON POST with the Authorization: Bearer <secret> header. The title is required. The description, priority (LOW, NORMAL, HIGH, URGENT) and due date are optional. If it may retry a request, it adds an Idempotency-Key header that is unique per report: a retry with the same key returns the task already created, without a duplicate. Calls are rate-limited.

The list shows the beginning of the secret, the date of the last call and the number of tasks created. Revoke blocks the secret immediately; tasks already created are kept. If the secret leaks, revoke the webhook and create a new one. A webhook refuses calls while the project is archived. If its panel is removed, it shows Panel removed and refuses calls: create a webhook for another panel instead.

Create a task with its context

The full form lets you select a direct customer, even without a project. Projects can be searched and paged, filtered by the selected customer. Existing references remain visible when they are not on the current results page. A new manually created project starts as Active; existing projects are not reclassified.

When creating a task, you can prepare up to 100 subtasks before saving. Their assignees inherit the parent's selection by default; you can customise each subtask's selection according to your permissions. The task and subtasks are saved together: if any is invalid, nothing is created. A failed save retains the draft. Later changes to the parent's assignees do not change existing subtasks.

A subtask's priority can be set to None. This removes its priority indicator; it is not the same as “Normal” in the interface and does not change the parent task's priority.

For a repeating task, choose a daily, weekly, monthly or yearly recurrence and its interval in the form. The next occurrence is created when the task moves to Completed. It starts as work to do, retains the project or customer context, assignees and still-active subtasks, and advances their due dates by the selected frequency. Editing other fields of an already completed task does not create another occurrence. Check the project's customer before completing the task if that link has changed since its creation.

In a task discussion, write a message and attach up to five files, or publish a file without text. Type @ in the editor to select a colleague to mention; typing their name as plain text does not alert them. Notify assignees publishes an explicit comment and alerts the people currently assigned, except you. Ask for help selects one recipient. These are internal team discussions and do not send a message to the customer.

Archiving a task also archives its still-active subtasks. Restoring the task restores only the subtasks archived by that cascade and returns them to their previous status; a subtask that you archived separately remains archived. A task or subtask cannot be archived while an active timer is directly linked to it: stop that timer first so that its complete duration is retained.

Archiving a project does not prevent correcting an already linked task, subject to your permissions. However, you cannot create a task in that project or move another task into it. If completing a recurring task would create its next occurrence, restore the project or move the task first: otherwise the action is rejected without partial changes. If the task itself is archived, restore it first.

Stop timers linked directly to the project, its tasks or their subtasks before archiving it. An archived project cannot receive a new timer or time entry; historical entries can still be corrected with the required permission.

From the projects or tasks list, open a detail page and use Back to previous view to restore the original search, filters, sorting and page. The link also works after refreshing or opening a new tab. From a project's tasks it returns to that project; its local view is remembered, but its temporary search is not. In the subtask preview, a title opens the task and focuses the relevant subtask.

Record time

Use statuses to reflect actual work. Time tracking records a completed duration or an active timer when the relevant action is available. Check the task, project, customer and category before saving: these details support internal follow-up and do not automatically create billing.

You can run several timers at the same time, including on different tasks. The dashboard header shows their count and opens a compact list with each timer's context, live duration and link to the relevant task, subtask or project. A timer started from a task appears immediately without reloading the page. You can also start one from Actions → New timer.

Stopping always targets the selected timer and leaves the others running. A confirmation lets you complete or correct its comment and category; Bookelio recalculates the final duration on the server at the moment it stops. There is no implicit “stop all” action.

The Time tracking page brings active timers and completed entries together. Its summaries separate time by customer, by project and without a customer, while keeping recorded time distinct from timers that are still running. Periods, filters, archives, the daily list and the timeline help you inspect the details without automatically turning these durations into billing.

With export permission, Export XLSX downloads stopped entries matching the page filters, including the archive choice. The workbook separates a customer summary, daily detail and entries without a customer; it states how many running timers were excluded. The adjoining menu still offers the legacy CSV if you can access it. XLSX export is limited to 25,000 stopped entries: narrow the period or filters if that limit is exceeded.

If one of your timers is still running in another organisation that you can access, the dashboard displays a reminder. Use its action to switch to that organisation before opening the target or stopping the timer. Bookelio rechecks your permissions and the module for each organisation; an inaccessible timer is not displayed and no action is sent to the wrong organisation.

Keep the partner directory

Access: Relations → Partners, with the Prospects module. The directory holds external contacts who are neither customers, prospects nor referrers: accountant, suppliers, subcontractors, institutions… Each entry has a name (required), company, job title, a free category, e-mail, phone, website, address and internal notes. Categories already in use are suggested while typing and serve as a filter; search covers the name, company, job title, category, e-mail and phone.

E-mail, phone and website open directly from the list. Editing a contact requires permission to update CRM data, and archiving requires the archive permission; an archived contact stays visible through Show archived and must be restored before it can be edited. The directory has no commercial or financial effect: it creates no customer, prospect or commission.

Manage referrers and commercial contracts

Under CRM → Referrers, store contact details, the commission type and its indicative value, then link the relevant customers. Percentage and fixed or recurring values are follow-up information only. Bookelio does not automatically create a payment, supplier liability or purchase invoice from them.

Under CRM → Commercial contracts, record a customer's recurring commercial revenue: label, periodic amount, setup fee, frequency, dates, state and notes. Use the dedicated amount-change action so the history remains visible. Displayed MRR is a normalised declarative indicator; it does not prove invoicing or collection and does not grant software access.

In the same form, Setup phases split the setup fee into stages (for example Signature 40%, Intermediate delivery 35%, Final delivery 25%), each with an optional planned date; without one, the phase is due on the first month of the recurrence. Shares must total 100%; each phase amount is derived from the fee. Recurring amount schedule schedules a new amount from a date, downwards or upwards (for example €600 a month, then €450 from 1 January 2027). The current amount, monthly equivalent and MRR automatically follow the step in effect. This information stays declarative: it creates no invoice or payment request.

At the top of the page, the Contracts overview projects active contracts month by month over the chosen period: current MRR, ARR, MRR at the end of the period, period total and planned setup. Each month is billed on the contract's anniversary date (its start day), at the amount in effect that day: a decrease on 29 December for a contract started on the 1st applies from January. The same rule applies everywhere: chart, current MRR, contract current amount, customer record and commercial analytics. The chart stacks recurring revenue and, when Include setup in the months is on, setup phases in their planned month (a phase without a date, or a fee without phases, is due on the first month of the recurrence). A monthly table and a schedule (starts, ends, phases, amount changes) complete the view. This projection uses today's contracts and does not replace the history in commercial analytics.

Under CRM → Sales analytics, choose a period to see how this MRR changed month by month, separately for each currency. The page shows the date from which the history is reliable. Earlier months are not reconstructed from today's contracts: a missing point for those months does not mean MRR was zero.

The period, custom date range, source and selected currency stay in the page address. Share the link or use your browser's Back button to return to the same filters; each indicator still requires its own access rights.

In the Time tab, totals, categories and projects open a time-entry list with the same period and criteria. Historical exports do not represent that full population when it includes running timers, so they are unavailable in this detail.

In the Billing tab, the Invoice and Credit note links under Invoiced open the document list with the same issue-date period and currency. This list requires document read access and the Invoicing module. Its historical export does not apply exactly these filters, so it is unavailable in this detail.

Give customers portal access

When the additional module is enabled, CRM → Customer portal lets you invite a customer's verified email address, resend the invitation or revoke access. Check the customer and email address before sending: an invitation grants access to the information intended for that customer relationship, not to the internal dashboard.

Revocation prevents future access but does not remove the customer record or its history. If the address changes, revoke the old access and create the correct invitation instead of forwarding a link received by another person.

Process sales alerts

CRM → Follow-ups lists situations to review, such as a silent prospect, an appointment without a note, an unanswered quote, an inactive customer, an unpaid invoice or an ending contract. Each rule can be enabled and assigned a suitable threshold.

An alert is an internal reminder. Open its target, check the facts, then resolve, ignore or snooze it. Resolving an alert does not alter the contract, appointment, quote, invoice or payment that caused it.

Viewing and configuring your notifications

The bell in the header shows unread notifications for the active organisation. It opens a compact preview; View all leads to the complete inbox, where you can show all or unread notifications, filter by source and load further pages. Mark all as read only handles notifications that already existed when you started the action, so a notification arriving at the same time remains unread.

A notification with an arrow opens the exact record available under your permissions. Bookelio marks it as read only when the read request succeeds. Some sources remain temporarily visible without a direct link when no screen can yet load the exact record; these carry the Opening unavailable label. An archived, deleted or newly inaccessible source is no longer exposed in the inbox.

Under Notification preferences (your account menu at the bottom of the sidebar, or the Preferences button on the Notifications page), choose in-app, push and email delivery separately for every event, then select Save preferences. These choices belong to you in the active organisation and do not require an administrative settings permission. Appointment and post-it reminder emails are enabled by default to preserve reminders that have already been scheduled; an explicit change applies to future deliveries.

Notices that used to be sent to the organisation's contact address now go through these notifications, with email enabled by default: new booking (for the assigned member), booking moved, gift card or pack paid, contact request, confirmed registration or registration request awaiting approval, Peppol document received and Peppol delivery failure. Every member allowed to view the source receives them in their language, with an Open in Bookelio button, and can turn them off for themselves. Replying to a contact request or registration email answers the visitor or participant directly. The organisation's contact address no longer receives these notices.

When push is available, Enable on this device asks for browser permission and registers this device only. On an iPhone or iPad, install Bookelio on the Home Screen first if the browser requires it. Disable on this device removes the subscription; other enabled channels, such as the Bookelio inbox or email, continue according to your preferences. Push may remain unavailable during a gradual service rollout.

Troubleshoot common situations

A card cannot be moved

Check your update permissions, whether the record is archived and the requested action. Conversion to Won may also require customer access. Refresh the board if another person changed the prospect meanwhile.

An appointment has no linked record

An appointment may deliberately remain unlinked. If a record should be attached, edit the appointment and search for the exact prospect or customer; a similar name does not create a relationship.

MRR does not match payments

This is expected when declarative contracts have not been updated or invoicing uses another rhythm. Compare the CRM contract with payment requests and invoices without altering financial records merely to force the indicator.

An action or page is missing

Check the active organisation, the relevant enabled module and your organisation permissions. Ask an administrator to review the precise permission instead of sharing a more privileged account.

Linking a task to a prospect

A task can be linked to a prospect instead of a customer or project: choose it in the task form, or create it from the prospect record, which lists them in its Tasks tab. On conversion, these tasks move to the customer automatically.

Grouping tasks in a milestone

A milestone groups tasks around a goal, such as a go-live. It can be attached to several projects or to none. Open Projects and time → Milestones to create and find them, or a project's Milestones tab to create one already attached, link an existing milestone or remove it from the project.

A milestone page shows its status, due date, projects and the progress computed from its non-archived tasks. Its description is written directly on the page, like a task body (headings, lists, tables…), and saves automatically. Linked tasks lists all its tasks whatever their project; New task creates one already linked. Mark as achieved records the achievement date; Reopen clears it.

Choose the milestone in the task form. If it is not yet attached to the task's project, it is attached automatically when the task is saved. A project cannot be removed from a milestone while active tasks of that project use it. An archived milestone keeps its links but accepts no new task; restore it to use it again.