The hair salon client record: what to write, and why
Updated
A well-kept record lets anyone in the salon redo the same colour, even if whoever did it is on holiday. A badly kept one is a name and a phone number. Here are the fields that really matter, split between those you write once and those you update at every visit.
The details you write once
They rarely change and they're used to recognise and contact the client.
- First name, surname and WhatsApp number
- How she found you: word of mouth, Google, Instagram, a marketplace
- Consent to promotional messages, with the date
- Known allergies and sensitivities, with consent to record them
- Hair type and condition: thickness, porosity, previous colours and treatments
The technical card for each visit
It's the part that makes the difference, and the one that usually stays in the head of whoever did the work. It should be tied to the single visit, not written over the previous one: that way you see how it changed over time.
- Service carried out and who did it
- Colour formula: base, shade, developer volume, proportions
- Real processing time
- Products used and products sold
- Result, and what to change next time
- Price paid and any discount
What a paper card doesn't tell you
With enough visits, the record also tells things nobody wrote: how many weeks between the client's visits, how much she spends in a year, which services she has never tried. That's how you see who is about to stop coming, before it happens.
Privacy: the three things to know
The record holds personal data, so the GDPR applies: collect only what the service needs, keep it safe and delete it if the client asks. Allergies are health data: record them only for the safety of the service and with the client's explicit consent. Promotional messages need a separate consent. For your specific case, check with your adviser.
Why fill it in by hand? In Kairo it's free and it updates itself
Paper is fine as long as you work alone and the card stays in the salon. A spreadsheet holds a few hundred clients, but each visit's formula becomes an ever longer cell. Salon software keeps the history visit by visit and finds it in a second, from your phone too. In Kairo the same record is free, forever: date, service, stylist and amount are written by themselves at every bill, and you find it from your phone. You don't even have to look for it: ask Kairo about Mrs Rossi and it takes you straight to her record. The first 20,000 AI tokens are on us.
Where Kairo helps
In Kairo the technical card stays attached to each visit: base, volumes, processing time and products. On top of the history, Kairo reads every client's rhythm and warns you when a valuable client goes past it, with the message ready. You import the records you have today with the onboarding.
Frequently asked questions
- How often should the client record be updated?
- The technical part at every visit: two lines while the client is at the basin. Contact details only when they change.
- Can I import the client records I already have?
- Yes. With Kairo's onboarding you import clients, price list and upcoming appointments from the software you use today, and pick up where you were.
- Do I need consent to write allergies in the record?
- Yes: allergies are health data and must be recorded with the client's explicit consent, only for the safety of the service. For the details of your case, ask your privacy adviser.