KSI Logiciels E-invoicing compatible
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User guide

Hair salon user guide

The software’s manual, in the order you use it: from opening the salon to the invoice. This guide is readable here without an account, and updated at the same time as the software.

Open the demo See the product page

What this guide contains

  1. Preparing the salon: what to fill in first
  2. Taking an appointment
  3. Welcoming the customer and doing the service
  4. Keeping the customer record and the technical record
  5. Invoicing and taking payment
  6. Packages and gift cards
  7. Building loyalty, following up, asking for a review
  8. Online booking and several salons

Preparing the salon: what to fill in first

A salon is described once, then runs. The order matters: the salon and its opening hours first, because everything attaches to them; the services next, because they make the schedule; the team last, because you assign it skills that already exist.

  • Declare your salon — or your salons — and its opening hours, day by day, break included.
  • Create your services with their duration, their price and, where needed, their phases and the skill they require.
  • Add the products you resell and the technical products your services use up.
  • Assign your stylists: their skills, their schedule, their absences.

Taking an appointment

The appointment is the central object: everything else attaches to it. It takes a few fields and moves through states you follow on screen, from the request to the finished service.

  • Open an appointment from the schedule or from the customer’s record: service, stylist, time.
  • Confirm it, or leave it as a request or an option if the customer has to get back to you.
  • If no slot suits, put the request on the waiting list: when an appointment is cancelled, you will know who was waiting.
  • Read the schedule per salon or per stylist, for the day or the week.

Welcoming the customer and doing the service

On the day, the appointment follows the customer: arrived, in progress, done. The phases of a service free the stylist during processing time without freeing the chair.

  • Set the appointment to “arrived” when the customer is there, then to “in progress”.
  • During processing time the chair stays held, the stylist is free for someone else.
  • The technical products used leave the stock with the service.
  • Finish the appointment: that is where the invoice starts from, and where commissions are calculated.

Keeping the customer record and the technical record

What you know about a customer is in her record, and nowhere else. The technical record is part of it: it keeps what was done, so you can do — or not do — the same thing again.

  • Record the customer’s consents with their date: they condition photos and follow-ups.
  • Write the technical record after the service: diagnosis, formula, developer, processing time, remarks.
  • Note the sensitivity test, its date and its result: the warning stays visible.
  • Print the technical record to PDF if the customer asks for it.

Invoicing and taking payment

The invoice starts from the finished appointment, with its services and the products sold. Deposits, packages and gift cards are settled on it through the native payment mechanisms.

  • Create the invoice from the appointment: the services and products are already on it.
  • Record the payment, or use a package or a gift card.
  • A deposit requested at booking is collected through a deposit invoice, never through a separate counter.
  • A validated invoice no longer changes: every correction goes through a credit note.

Packages and gift cards

A package is a contract, a gift card is a bearer card: in both cases the balance is never typed in, it is calculated from a journal where you add and never erase.

  • Define your packages: the services included and their number.
  • Sell a package to a customer: at each service, a use is written to the journal.
  • Issue a gift card: its code is never stored in clear.
  • Write off an expired card with a reason: the action stays in the history.

Building loyalty, following up, asking for a review

Loyalty, segments and reviews rely on the records and on the consents, not on a file kept apart. The software says whom to contact; sending goes through mass mailing.

  • Set the loyalty rules: points are credited and used in a journal per customer.
  • Choose a segment — new customers, loyal customers, dormant customers, packages left to use: the list is closed, none is based on health data.
  • Send the follow-up through mass mailing, only to the customers who consented to it.
  • After a service, the software asks for a review: it neither hosts nor displays it.

Online booking and several salons

The portal lets your customers book themselves, with an account of their own. A chain manages several salons within the same company, each with its opening hours, its schedule and, where needed, its prices.

  • Enable public booking and choose: automatic confirmation, or by hand.
  • Handle the sign-ups the software could not match on its own: attach, new customer, or reject.
  • For a chain, set a price specific to one salon: clearing the cell goes back to the general price.
  • Read productivity per station and per person: processing time occupies the chair, not the stylist.

Frequently asked questions about use

Do I have to set everything up before the first appointment?

No. A salon, its opening hours, one service and one stylist are enough to take an appointment. Packages, gift cards, loyalty, online booking and several salons are switched on when you have a use for them.

What happens when an appointment is cancelled?

The slot frees up, and the appointment record tells you who was waiting for it on the waiting list. No message leaves automatically: you call back.

Does the software handle several salons?

Yes. Each salon has its opening hours, its schedule and, if you want, its own prices. Productivity reads salon by salon.

Where do technical records and sensitivity tests go?

Into the customer’s record, in your database, and nowhere else. No follow-up segment can be built on health data.

What if a customer does not show up?

The appointment is set to “no-show” and stays in her history: nothing is erased, and you see it at the next booking.

The simplest thing is still to see it run

The demo is open to everyone, with no sign-up, with a fictitious salon already filled in: you can follow this guide screen by screen, and you cannot break anything.

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