SOFTWARE: DECODED

Struggling to know where to start with salon software? This guided glossary explores the different aspects of salon software that can help you run your business

CLIENT MANAGEMENT

Your clients are the most important aspect of your business, which is why keeping an up-to-date database, and providing your clients with a smooth and enjoyable experience, is key. The client journey begins when they contact your salon, and from this point, it will determine your client’s opinion of your business. “A digital system can store client contact details, marketing preferences, pre-payments, and any loyalty points,” says Oliver Cahill, Managing Director at Premier Software. “Better yet, an online system lets clients update their personal and medical details, with the benefit of booking out of hours. This record management helps staff cater to client preferences at a glance.”

Online Booking System

With an online booking system clients can schedule appointments in their own time, 24/7, from anywhere, giving you and your staff more time to focus on urgent tasks.

CHECK IN

Self check-in during busy periods can help speed things along by allowing customers to check themselves in and alerting you or your staff that the next appointment is ready and waiting.

CLIENT PROFILES

A digital software system allows you to build and easily access a database on all your clients, including their contact details, consultation documents, appointment history, preferences, and allergy test records.You can also include images to show your clients their personal journey and add any notes so you can ‘pick up where you left off’, making your client feel valued and appreciated.

Automated Messages 

Emails and automated SMS help keep clients engaged and make them feel valued. Messages can be anything from appointment reminders which reduce the chances of no-shows, to confirmation notifications to ensure your clients have successfully booked an appointment. Not to mention no-show follow-ups prompting clients to reschedule,‘thank you’ messages for referrals, ‘Happy Birthday’ messages, and ‘missing you’ messages for clients who haven’t booked in for a while.

SCHEDULING

Scheduling features such as calendars will accurately organise your latest client bookings on one screen, allowing you to access your most up-to-date timetable at any point, without any clashes. “It’s six times more expensive to win a new customer than it is to keep a current one, which is why we created Timely,” says Melanie Wallace at Timely.“Begin with a gorgeous, customisable calendar and find everything you need to keep your client happy, grow your income and manage your business from anywhere.”

SALON MANAGEMENT

Salon software can help you track staff and business performance, enabling you to highlight areas you succeed in as well as areas you can improve. “Use software to put you and your staff in control with powerful appointment management, staff rostering, inventory management, POS, and more,” says Steve Rodgers, CMO of Fresha. “Each team member can access it on any device – the unique benefit of Fresha is that you can add unlimited clients, appointments, products, and team members for no additional cost.”

COLOUR MANAGEMENT

Improved profitability, greater oversight of colour, and reduced waste are immediate advantages for a salon. To help in these areas, colour management software Vish records every gram of colour mixed, resulting in flawless records from day one. Vish also relieves the stylist from the stress of remembering to add additional bowls of colour or other products used, such as toners, to the client’s bill, and automatically communicates details of all products dispensed to the front desk, adding it directly to the bill. “Before we had Vish, we probably often undercharged, and if it was as much as £40, that meant delivering services at a loss,” says Lucy Oliphant, Owner of The Bank Hair and Beauty in Brigg.

PAYMENTS

A seamless, accurate payment system enables cardless transactions meaning manually entering payment details into your system and cashing up is a thing of the past. Clients can also save their card details to their profile after an online booking, allowing them to quickly use stored cards to secure future bookings. Payment features can also protect salons from no-shows, with the ability to charge a fee. Tipping functions and prompts also make it convenient for clients to tip stylists. “Payment features such as an integrated payment processing function, online store, online booking and deposit-taking help salons boost revenue,” says Avril Kealy, Phorest SEO and Conversion Copywriter.

STAFF MANAGEMENT

Features such as staff dashboards, timesheets, appointment updates and individual targets and performance can help keep your team motivated, focused and organised. Salon owners and team members are able to recognise which team member earns the most profit, has the largest number of appointments, and sells the most retail. And for self-employed stylists working on a commission basis, some software companies automatically split payments at the point of transaction.“For the self-employed staff member, this means that they get paid directly into their account," says Ben Fisher, CEO of Beu.“For the salon owner, it means that revenue generated by self-employed staff is not being applied to their own, which may be the difference between having to VAT register or not.”

POS

The POS is a prime opportunity to make your life as a business owner easier by keeping your salon running smoothly and providing clients with a great experience. Customisation features allow you to incorporate your branding to create a digital experience for clients, and reporting allows salon owners to keep track of their business and insights. “An integrated POS system makes payments seamless, and marketing tools make it easier than ever for salon owners to put their businesses in the spotlight,” Rober Taracido Ruiz, Country Manager UKIE for Treatwell Pro, tells us.

STOCK AND INVENTORY

The perfect solution to cut down on your admin and monitor your profits. Salon software keeps your incoming and outgoing stock levels, values, and orders up to date. Stock reporting will also record how much profit you’re making and provide you with insights on bestsellers and products that don’t sell, as well as helping you stick to a budget, maximise your storage space, and increase revenue.

MARKETING

Marketing is a whole lot easier with the use of salon software with features and tools that help you reach your clients, without going through the time-consuming process of planning. “Marketing features help businesses attract new clients, retain existing customers, drive business growth, and enhance brand image,” says Jason Downes, UK Managing Director at Vagaro.

PORTFOLIO

Creating and adding images into a portfolio or gallery on your website will help to attract new online clients by showcasing your salon services and your staff's specialities. Make sure they are labelled with client-friendly search terms and buzz words such as balayage, ombre and root stretch. Clients can also use this as an inspiration hub for their next service and you can use it as part of your consultation tool.

EMAILS AND NEWSLETTERS

Salon software often features email marketing designs and templates which allow you to customise text, images, and links to direct to your salon and retail. Newsletters are also a great way to promote any deals and discounts you have in salon, reaching your clients instantly and prompting them to book in for a service. Customised campaigns are a perfect way to target certain clients who you know have had a particular service. Emails and newsletters can also be scheduled ahead of time, saving you the hassle of creating them live.

REVIEWS

Automated review requests can be sent out to each client prompting them to review their experience in the salon, which in turn can boost your reputation, lead to good word-of-mouth, and entice new clients to book in.

ANALYTICS

Track your campaign performance and determine your key demographics and most popular services with analytics, and tailor your email and marketing campaigns accordingly. You can also compare your results with past campaign activity to monitor your business and client growth, even during selected timeframes.

SOCIAL MEDIA

Salon software can help boost your social media presence by turning your profile views into new clients with the use of integrated booking, increasing your visibility online and enhancing SEO rankings.