Running a salon isn’t easy, and consistently turning high profits? Even harder. But that’s okay – you knew it was going to be a challenge when you started your business, and you decided to face it head on anyway. We love that! Which is why we’ve created this guide for one of the most important aspects of your business: managing your salon client database. 

A well-managed salon client database is your key to a well-run business. With your most important client information stored, organized, and always accessible, you can enhance your professional services, refine your marketing tactics, and keep your clients satisfied. This article will outline why having a client database is essential for success, plus how to collect this salon data, with steps and tips for managing it. 

3 Reasons You Need a Salon Client Database

There are several reasons why you should keep a salon client database. Here, we break down the main benefits of developing a salon customer management system. 

1. Allows you to track preferences

Organizing your salon data allows you to track clients’ specific preferences and service history. These details can help you tailor each salon experience to their liking, and help you remember small details about them (like sensitivities, blowout style, cuticle treatments, etc.). The more your clients feel like you know and understand them, the more trust they’ll have for you, enhancing your professional relationship. 

2. Keeps you organized

A salon client database keeps information like names, contact info, and payment methods all in one place, so you can always have quick and easy access to your clients’ info. An organized database will also help you efficiently manage bookings, track no-shows, and send automated reminders to keep operations running smoothly. It can also tell you which of your clients has a history of not showing up so you can keep them from wasting precious booking time in the future. 

Find out how GlossGenius can boost your business with our Online Booking features.

3. Provides marketing insights

Some salon client record apps or software will provide insights into client demographics and preferences, allowing you to provide targeted marketing that aligns with customer interests. By understanding which clients prefer what services and products, you can more effectively deliver relevant advertising to their texts or emails and draw them back to your business. 

Let GlossGenius help you analyze your customer data with our Client Insights. 

What Should You Include in a Salon Client Database?

Whether you use a salon client record app or throw everything into an Excel spreadsheet, there are some key details you should keep about your clients. 

Contact information

Your salon client database should contain all of your customers’ relevant contact information: first and last name, phone number, email address, and physical address. You should also note their preferred contact times and methods, along with any preferred pronouns or marketing opt-outs. 

Service history

Keep a record of each client’s service history. This should include details about past treatments (including date of service), any stylist/technician preferences, and specific products used. You can also include before and after photos of their nail or hair service, or any important notes made during their appointment (i.e., client prefers filing to cutting nails, or doesn’t like heat styling for their hair). 

Allergies/concerns

Keep a list of client allergies, or any prior concerns they’ve brought to your attention regarding their hair or nails. This info will keep your clients safe during their future appointments, while also showing an enhanced level of care toward their health and wellness. 

Payment and transaction history

Storing previous client payment and transaction information can not only help you identify your high-value customers, but also get a better look at who is buying what, and when. 

Attendance/disputes

Got some flaky customers? Or some that always seem to have a complaint? Keeping track of appointment attendance and client behavior can give you better insights into how others interact with your business. Your database can let you know if you need stronger no-show protection or a way to block problem clients from rebooking. 

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How to Manage a Salon Client Database in 5 Steps

Managing client data for your salon doesn’t have to be a daunting task. Here, we outline a few steps for getting the most out of your database.

1. Invest in software

A user-friendly salon customer management platform or CRM software can centralize and streamline client information, making it simpler to view and organize. With all the details you need at your fingertips, you can provide efficient, top quality service to your customer base. 

GlossGenius’ Client Management features can boost your customer satisfaction and improve your daily productivity. 

2. Create entry guidelines

The best way to stay organized is to create clear guidelines for inputting client information. This can help you and your staff maintain consistency throughout the entire database, which can make it easier to search and retrieve info when you need it. 

3. Encourage clients to update their info

The most reliable way to get accurate information about your clients is to have them provide it themselves. Encourage your clients to verify and update their details each visit, or provide them the opportunity via automated reminders so you never have to chase anyone down for their new address or phone number. 

GlossGenius’ Client Notifications offer automated features that can save you hours of admin.

4. Protect your database

Keep your clients’ information encrypted and stored in a place that cannot be accessed by anyone but you and trusted staff members. Protecting client information is serious business, and you should never skimp out on security when it comes to private details. You should also perform regular backups of all your client data so that you always have a copy in case it gets accidentally deleted. 

5. Schedule routine audits 

Regularly check your database to identify and correct any errors in your records. Ensure there are no duplicate entries, and that all the information is accurate and up to date. This may also require occasionally reaching out to clients and verifying their info yourself. 

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How to Collect Client Data in Your Salon

Collecting client data can be a hassle, but there are a number of ways you can simplify the process. 

Use a digital booking platform 

Booking software like GlossGenius can gather essential client details like name, phone number, email address, and preferred services so you don’t have to waste your time with manual entry. 

Have clients fill out intake forms during their first visit

Intake forms can make it easy to capture essential client data like contact info, gender, sensitivities, and allergies. These forms can also help you identify your clients’ unique needs and establish their beauty goals. 

Try GlossGenius’ custom intake form templates with our Forms & Waivers features.

Encourage clients to join a loyalty program

A loyalty program can provide your clients with rewards, while also providing you with their basic information. Loyalty programs can include systems like points-based rewards or tiered memberships, which may also improve client retention and attendance.

Use your Point-of-Sale system

With an integrated POS system, you can prompt clients to share their email or phone number during checkout for digital receipts, special offers, and upcoming promos. 

GlossGenius’ Point Of Sale features offer a low, flat rate of 2.6% on all payment processes, regardless of how clients pay. 

Manage Your Salon Clients with GlossGenius

A detailed and well-organized salon client database can provide you with everything you need to enhance and elevate your salon services. Whether you’re customizing treatment experiences or providing loyal patrons with irresistible offers, storing salon client data can lead to higher efficiency and improved client relationships. 

GlossGenius is your go to partner for streamlined operations, including database storage and security. Our Client Management features make it simple to build your client data collection, so you can easily access it whenever you need. Take advantage of our Reports & Analytics features to get insights on customer behavior and identify which parts of your business are doing well, as well as which parts could use some improvement. 

Try GlossGenius now and get a 14-day free trial!

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