Q&A

Reader to Reader: What is your system for tracking appointments?

Q.

What is your system for tracking appointments?

A.

I use a standard appointment book at the salon and transfer the information to a large Day-Runner to keep track of schools to visit and students I need to evaluates. I also keep the information on my hand held PC, which I always keep in my purse. – Louise McCarthy, Professional Nail Care by Louise, Bellingham, Wash.

I use a computer software program, which tracks everything – from how many times the client visits the salon to the retail items she purchases. Dot Balliner, Collins Classic Creations, Georgetown, Ind.

Most of my clients have acrylic nails and need to come in every two weeks for fills, so I highlight my appointment book blue one week and yellow the next. Most of my clients have standing appointments every other week. Under their name is a circled “F” for fills, “S” for standing, “M” for manicure, and so on. I try to schedule all my standings at least one month in advance. If not, I can glance at either the blue week or the yellow week (depending what week the wanted date falls on) and figure out instantly what appointment time I have available. – Pati Schembari, Pampered Nails, Montrose, N.Y.

I have a client book that is like a traveling office. It has client cards that I update each time the person comes in. I also use a computer to keep track of client information. – Vonda Keo, Flamingo’s, Nest Bruce, Miss.

I created appointment sheets on two-part carbonless paper, which includes my salon name and phone number. When my clients make their appointments, I fill out the carbonless set with their name and next appointment. They get the original and I retain the copy. In addition, about once a week, I go through my copies of the appointments to see if someone needs to schedule another one. Nora Poole, Copacetics, Denver, Colo.

I set up my book to take clients every 90 minutes. Then I work clients in according to their needs, such as a weekly manicure or a two-week fill. Everyone shares a time slot, for example, 9:00 a.m. Wednesday morning is a two-week fill. Janie has it one week, then Mimi has it next, then Janie, and so on. I give each client a card with at least three months' worth of appointments on it . It takes me a good three days to schedule my 80 clients, but I only need to do it four times a year. – Pam Karousis, Nail Designs Unlimited, Cortland, Ohio

I track appointments in a Weekly Professional Appointments DayMinder. I’m able to view seven days at a time, and each day is broken down into 15-minute increments. –Luci Nepper, Hands of Distinction -Creative Nails Regina, Saskatchewan

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