Integration of Bitrix24 with YCLIENTS

Bitrix24 Integration with YCLIENTS

A beauty salon, clinic, or auto service keeps appointments in YCLIENTS: customers book time, specialists see schedules, the administrator monitors capacity. But marketing and sales live in Bitrix24 CRM — where deals, campaigns, and analytics are. Between systems: manual data transfer or no connection at all. A customer books but doesn't show — no one in CRM knows about it. YCLIENTS and Bitrix24 integration connects operations with sales: every appointment creates a CRM entity, visit history is available to the manager, and pipeline triggers launch reminders and upsells.

Integration Architecture

YCLIENTS provides a REST API for working with appointments, clients, services, and employees. Bitrix24 receives data through incoming webhooks or a server REST application. The connection works both ways:

An intermediate handler is a server script or integration platform (Albato, Make). There's no direct out-of-the-box connector between systems.

Client Database Synchronization

When a client books in YCLIENTS, the handler checks if a contact exists in Bitrix24 CRM by phone number. If not, it creates one. If yes, it links the appointment to the existing contact.

Synchronized fields:

• Name, phone, email — primary contact data
• Date of birth — for birthday campaigns
• Client category — VIP, regular, new (from YCLIENTS)
• Source — "YCLIENTS" in UTM_SOURCE field or custom field

Duplicates are handled through phone search: crm.duplicate.findbycomm. If an existing contact is found, the appointment links to it; a new contact isn't created.

Appointments as CRM Deals

Each YCLIENTS appointment creates a deal in a dedicated "Appointments / Visits" pipeline. Pipeline stages:

1. Booked — customer selected date and time
2. Confirmed — customer confirmed the visit (SMS / call)
3. Attended — visit occurred
4. No-show — client didn't attend
5. Completed — service provided, payment received

The deal card contains: service, specialist, date and time, cost, location. When the appointment status changes in YCLIENTS, the deal stage updates automatically.

Reminders and No-show Management

Bitrix24 robots work at each pipeline stage:

• Booked → 24 hours later — automatic SMS reminder to the customer about the visit (through an SMS provider connected to Bitrix24)
• Booked → 2 hours before — repeat reminder
• No-show — task for manager: call the customer, suggest a reschedule. In 3 days — another task if no response
• Completed → 7 days later request feedback; 30 days later — offer another visit

Visit History in Contact Card

All visit deals are linked to the contact. The manager sees in the timeline:

• Complete visit list with dates, services, and specialists
• Average check and total amount
• Visit frequency — how often the customer comes
• Last visit and days since — for reactivation

This data is used for segmentation: "customers not visited for 60+ days", "customers with above-average check", "regular customers of specialist X".

Specialist Schedules

Optionally, specialist schedules from YCLIENTS are pulled into the Bitrix24 calendar — for load planning and visual capacity control. Each confirmed appointment displays as an event in the employee's calendar.

Payment Processing

When a visit ends, YCLIENTS sends the payment amount. In CRM:

• "Deal amount" field updates with the actual amount (may differ from planned if customer added a service)
• If the "Payments" module is connected — a payment record is created
• For management accounting, data aggregates in a report: revenue by specialist, service, location

What We Configure

• YCLIENTS webhook handler (or script in Albato/Make)
• "Appointments / Visits" pipeline with stages and robots
• Client database synchronization with phone deduplication
• Automatic SMS reminders and no-show handling scenario
• Visit status and payment transfer to CRM
• Reports on visits, conversion from bookings to visits, customer LTV
• Training administrators and managers on the integrated system