Internal Documentation

Account Setup Guide

Step-by-step guide for processing customer accounts across Shopify, Helium, and Bluelink.

Getting Started

Open the Helium Customer Fields app in Shopify admin, then choose the right tab.

Navigate to Shopify Admin → Apps → Helium Customer Fields. You'll see two tabs for incoming signups.
👤

HAS IBSS ACCOUNT

Customer already has an account in Bluelink. You'll locate their existing record and tag accordingly.

See process ↓
✨

NEW ACCOUNTS

Customer needs a brand new Bluelink account. Create it in Bluelink first, then follow the same tagging steps.

See process ↓

Tag Checklist

Use this checklist for every account you process.

Required — Always Add
✓
Bluelink Code — BL:######
Found in the Code field on the Bluelink customer page. Format exactly as BL: followed by the code.
✓
Account Type — Choose one: HAIR SALON HAIRSTY/BARBER Esthetic School Student
Check the Customer Type field under Sales Related in Bluelink.
Conditional — Check Bluelink
?
Brand Tags — BRAND:BALMAIN BRAND:KM BRAND:EUFORA
Check the Contracts tab in Bluelink. Add matching tags if the salon has brand contracts. Multiple brand tags can be added.
?
Statement Account — ALLPAY
Check the Terms field under Credit Information. If it shows "STATEMENT ACCOUNT", add the ALLPAY tag. This allows the customer to checkout without immediate payment.
Automatic — Do Not Add Manually
—
Region Tags — REGION:PRAIRIE REGION:BC REGION:EAST REGION:ONTARIO REGION:QUEBEC REGION:MB-SK
Assigned automatically by the system based on customer location. No action needed.
⚠
Tags must be exact — no extra spaces, characters, or typos. A single mistake can break the integration and prevent the customer from accessing products.

Existing Accounts

For customers who already have a Bluelink account. Follow these steps in order.

1
Locate the Account in Bluelink

Search for the customer in Bluelink using the Customer quick-find tab at the bottom of the dashboard.

  • Phone number — most reliable method
  • Customer name or business name
  • Email address
Tip: Phone search is the fastest and most reliable way to find customers.
2
Get the Bluelink Code

On the customer page, find the Code field (top-left corner). Copy it and format as a tag:

  • Bluelink code: 11001914
  • Shopify tag: BL:11001914
Tags must be exact — no extra spaces, characters, or typos. Double-check before saving.
3
Add Account Type Tag

Check the Customer Type field (under Sales Related in Bluelink) and add the matching tag. Choose one:

HAIR SALON and HAIRSTY/BARBER are the most critical — they control access to chemical products and special pricing.
4
Add Conditional Tags

Check these fields in Bluelink and add tags if applicable:

  • Contracts tab — If the salon has a brand contract, add the matching tag:
    BRAND:BALMAIN BRAND:KM BRAND:EUFORA
  • Terms field (under Credit Information) — If it shows STATEMENT ACCOUNT, add:
    ALLPAY
    This lets the customer checkout without immediate payment.
5
Check for Duplicates

Some customers may already have an account in Shopify from our Bluelink import or education orders. Check if a matching record exists before saving.

If you see a "Customer account conflict" message, see the Edge Cases section below.

6
Save, Merge if Needed, Approve & Send Email
  • Save the account with all tags
  • If there's a conflict, click "View conflicting customer", review both accounts, and merge (prefer the info the customer entered themselves)
  • Click "Approve and send email" to activate the account
The customer will receive an email notification that their account has been approved.

New Accounts

For customers who don't yet have a Bluelink account.

Key Difference: Create in Bluelink First

Create account
in Bluelink
→
Note the
Bluelink Code
→
Follow the same
Existing Account steps

Once the Bluelink account exists, follow Steps 2–6 above exactly as you would for an existing account: add the BL code tag, account type, conditional tags, check for duplicates, and approve.

Do NOT add tags in Shopify before creating the Bluelink account. The Bluelink code must exist first.
If Bluelink shows a matching but inactive customer for the same salon/person, reactivate that record instead of creating a new one. See Inactive Accounts below.

Edge Cases

Common situations that need special handling.

👥
Duplicate Accounts

Why this happens

  • Bluelink import — We imported ~15,000 customers when setting up Shopify. Many never activated.
  • Education orders — Placing an education order auto-creates a Shopify customer without a password.
  • Customer confusion — They don't realize they already have an account and sign up again.

How to resolve

  • Choose the primary: Keep the account with orders. If none have orders, keep the one with the correct BL tag.
  • Preserve tags: Copy BL code, account type, and brand tags to the primary before deleting anything.
  • Delete duplicates: Only delete records with no orders. Never delete an account that has order history.
  • Update & invite: Refresh the primary with the new signup details, then send the account invite.
  • Clean up Helium: Delete the Helium application once the Shopify record is correct.
One clean customer record with correct tags, preserved orders, and invite sent.
💤
Inactive Bluelink Accounts

How to recognize

  • The Company field starts with ** (e.g., **KELLY LINDBECK)
  • The Active checkbox is unchecked
  • Accounts that haven't ordered in a while may be set to inactive, but they still exist

How to reactivate

  • Confirm identity: Match the application to the Bluelink record using phone, email, salon name, and address. If anything is unclear, message Noah.
  • Fix the record: Remove the leading ** from the Company field and check the Active checkbox.
  • Verify details: Update name, address, phone, and email to match the application.
  • Continue tagging: The customer's Code stays the same. Proceed with normal steps.
Existing account reactivated, details verified, and customer invited to activate.

Troubleshooting

Common issues and how to resolve them.

🔍

Can't find customer in Bluelink

  • Try searching by phone number first — it's the most reliable
  • Try variations: first name only, last name only, business name
  • Check for typos in the information provided
  • If still not found, this is likely a new account that needs to be created in Bluelink first
📱

"Phone has already been taken" error

This happens because the customer likely already exists in Shopify from one of these sources:

  • Bluelink import — We imported ~15,000 customers; many never activated their accounts
  • Education order — Placing an education order auto-creates a Shopify customer
  • Personal vs. business accounts — Salon owners may have both a personal and salon account

Solution: Follow the Duplicate Accounts resolution workflow.

🏷️

Unsure about account type

  • HAIR SALON = full salon with multiple stylists
  • HAIRSTY/BARBER = individual stylist or barber
  • Check their credentials or license information
  • When in doubt, message Noah Kenny for guidance
📋

Not sure about brand contracts

  • Check the Contracts tab in Bluelink carefully
  • If the field is empty, no brand tags are needed
  • If unsure about a specific contract, consult with Noah Kenny
  • You can add multiple brand tags if the salon has contracts with multiple brands

Need Help? Contact Noah Kenny

Reach out if you encounter any of these situations:

  • Uncertain about account type
  • Multiple conflicting accounts
  • Complex brand contracts
  • Anything unusual or unclear