Client records your whole team can read
A regular is in the chair, and the person who usually looks after them is off. Which colour was mixed last time sits on a note in the back room – or in nobody's head. That is the moment digital client records solve: contact details, notes and the full appointment history live in one place any member of your team can open. At Salon Wizard it is not an add-on module but part of every plan.
What a client record holds
Deliberately few fields, and they are the ones that actually get filled in. A record with thirty mandatory fields stops being maintained after a fortnight – and a half-kept record is worse than none, because nobody can tell any more whether a missing note means something or was simply forgotten.
Contact details and language
Name, e-mail address, phone number and preferred language. The language decides which one confirmations and reminders arrive in – useful anywhere your regulars do not all speak the same one. The record asks for nothing more: a client you only have a name and a mobile number for can be created just as easily as one with everything filled in.
Notes for colour formulas, allergies, preferences
One free-text note per client. That is where the colour formula goes, an intolerance, a preferred seat – whatever your trade needs. Free text rather than a rigid form, deliberately: a mask with fixed fields fits either a hair salon or a beauty studio, never both, and whatever does not fit ends up back on a scrap of paper. Because the field has no shape, every team develops its own shorthand – and that is exactly the one that gets read in that salon.
The full appointment history
Every appointment stays on the record: what was booked, when, and with whom on the team. Two years on, it is still clear what was done last time. This is the part that survives a change of staff: when someone leaves, the clients' history stays instead of walking out with them. It also answers the question asked constantly at the desk – when was this client actually last in?
Recurring appointments for regulars
Repeating appointments – every four weeks with the same person on the team, say – run as a series on the client record instead of being rebooked each time. For regulars on a fixed rhythm that is the difference between a calendar that fills itself and one renegotiated at every visit. If a single date falls through, only that date is affected, not the series.
From the card box to digital client records
Most salons arrive from index cards, a notebook or a spreadsheet rather than from another piece of software. The switch is therefore a habit rather than a data project: you create the record at the next appointment, write the note straight into it, and after one treatment cycle your regulars are all on file. On a six-week rhythm that is a good three months – without a single evening spent typing up old cards.
There is no import from an existing file – and copying the back catalogue across rarely pays off. Anyone who has served the same clients for years no longer has half of them in the calendar anyway. If you would rather start with something, enter the twenty or thirty records that matter by hand; that is an afternoon's work and it covers the clients who count.
Client data is sensitive – here is what happens to it
Client records hold contact details, treatment histories and sometimes health information. The data sits on servers in Germany, processing is GDPR-compliant, and the data belongs to your salon. With a note about an intolerance that is not a formality: it is the reason the note may be written down at all, and it governs who can read it later.
That is exactly where a booking marketplace differs: running your appointments through one hands the client relationship to the marketplace. Bookings through your own salon website reach only you – nothing passed on, no commission on the appointment. If you ever change provider, the client relationship moves with you; it was never anyone else's.
Client records in hair salons, beauty studios and nail studios
Hair salon
The colour formula is the classic case: which mix, how long it developed, what came out. Written in the note rather than held in one person's head, any appointment can be covered – and the six-weekly series for a regular runs by itself.
Beauty studio
Treatments build on each other, and what was used last time decides the next one. The history on the record shows the sequence; intolerances sit in the note, where they get read before the treatment.
See software for beauty studios
Nail studio
Refill or a new set, which colour was on last and how long it held: the sequence is in the history, the detail in the note. That saves the question every client has already answered twice.
What client records cost
Nothing extra. Client records are part of every plan – not an add-on module to be unlocked separately, and no surcharge per team member within a plan.
Creating an account, entering your services and building up your records costs nothing and needs no payment details. Once real appointments run through your booking page you need one of the three plans – cancellable monthly and with no commission per booking.
Common questions about client records
Are client records available as an app?
There is no separate app to install. The interface is built for phones, so you open the records at the desk, at the chair and on the move in a browser – no updates, no app store. In practice a bookmark on the home screen behaves like an app, and nobody has to install anything on a second device.
Can I import my existing client records?
There is no import. In practice that is rarely a problem: you create each record at that client's next appointment, and after one treatment cycle your regulars are on file. If you want stock from day one, enter the most important clients by hand – there are usually far fewer of them than the old card box suggests.
Can everyone on the team see the notes on a client?
Yes – that is the point. The records exist so that a stand-in has the same picture as the person who usually looks after that client. Who can sign in at all is up to you, through staff management; anyone without access sees no notes either. For genuinely personal remarks the paper rule still applies: only what the team needs for the treatment belongs in there.
Where is the client data stored?
On servers in Germany, processed in line with the GDPR. The data belongs to your salon and is not passed on to a booking marketplace. Clients can manage their own appointments through the client portal – with an account, or as a guest using the booking number and e-mail address, so nobody has to register anywhere just to move an appointment.
Are client records free?
Building them up and looking around costs nothing and needs no payment details. Running real appointments needs one of the three plans; client records are part of all three – not an add-on missing from the cheapest plan and appearing further up.
Start your client records
Create an account, add a first client, write a note – and see how it feels day to day before you decide on a plan.