Business

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

August 01, 1998 | Bookmark +

Clients use old fashioned paper and pen and computer software. 

Answer

<p>Illustration/Chris Murphy</p>

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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How can I cut costs and finally make a profit?

I’ve been doing nails for almost two years and have built a decent clientele. The only problem is, I did the math and over 50% of my income is going back into nail products. I’m using top-of-the-line brands and disposable files. How can I cut costs and finally make a profit? I know our prices are too low as well, but we are trying to stay competitive. Any advice?

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As a mobile tech, how do I ensure I get paid?

I have a question about working as a mobile tech. When clients book group events or nail parties, how do you go about getting deposits and payments? Have you ever traveled to a client’s house and they were unable to pay? What did you do?

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What should I do differently with male clients?

I’m starting to get more and more male clients. I am wondering how long a manicure for a man should last and how to price it? Also do you have any recommendations on what else I can do to give them an extra masculine sense of comfort?

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Should I Use Punch Cards?

I recently started working at a high-end salon and I’m looking for marketing ideas. Should I do punch cards? I can’t do “refer-a-friend” because I don’t have consistent clients yet. We are already doing social media.

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Should I start requiring a nonrefundable deposit for special-time appointments?

I want to start requiring a nonrefundable deposit for special-time appointments. My posted hours are 9 a.m. to 8:30 p.m. by appointment only. I am ridiculously flexible with my schedule, and let people book earlier and later if they can’t get in during normal hours. Recently, I had a 7:30 a.m. no-show! She was supposed to get services totaling over $100, and I forfeited holiday plans to accommodate her. She comes every two weeks, so I can’t lose her, but this is the second time she’s no-showed. What should I do? And how would I go about informing current clients of the new policy on off-hour deposits?

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