Colour records, reminders and rebooking for hair salons
Your diary fills from Instagram messages, phone calls and a note on the back of a colour card. We build one place that keeps each client's formula and books them back in when their roots show.
What can AI do for a hair salon?
AI can take the admin off a hair salon owner. It answers booking messages at night, keeps each client's colour formula and patch-test date on their record, sends a reminder the day before and messages each client when their colour or cut is due. You and your stylists keep working while clients book from their phones.
Colour clients tend to come back every six to eight weeks for their roots. Cut-only clients leave it longer. The system learns each client's own gap from their past visits and sends the message when that gap is up, with times from the stylist they like.
Under it sits a client record built around your salon. We have built records like this inside chat apps before, such as a CRM that lives in Telegram.
What we build for a hair salon
The colour formula on every client's card
After a colour, Priya sends a voice note from the chair: shade, developer, timing and toner. The AI writes the formula to the client's record with the date. Next time, whoever does the colour opens the card and mixes the same bowl.
Stylists send it from the chat they use all day, so nobody types into a back-office screen. We build that kind of chat helper as part of our Telegram automation work.
- Roots6/0, 6%, 35 min
- Toner9/1, 10 min
- StylistPriya
When you're mid-colour and the phone rings
A missed call gets a WhatsApp or text within a minute, with a link to book or a question about what the caller needs. The assistant replies in the language the customer writes in, and you read every conversation in your own.
If you want, an AI assistant answers the call instead, books it into the right stylist's column and sends you a short summary. Anything it can't handle comes to you. It tells callers they're speaking to an assistant. We set it up on a proven voice platform and connect it to your diary.
Patch tests before colour
You set the salon's rule, for example a skin test 48 hours before colour and a new one if a client hasn't had colour for six months. When a colour booking comes in without a test in date, the system asks the client to pop in first and holds the colour until the 48 hours have passed.
The rule runs the same way for every stylist and every booking. That rule engine is our decision automation, set up for a salon diary.
Filling a gap in a stylist's column
A full head of colour cancels at 9am and Sam has two empty hours. The system looks for clients whose colour falls due in the next two weeks and offers the slot to them first. The first one to tap takes it.
The offers go out by WhatsApp automation or SMS, whichever each client answers. Your receptionist doesn't ring round, and Sam's afternoon stays booked.
A Monday list of clients gone quiet
A client who coloured every seven weeks and hasn't booked in fourteen has found another salon or a box of dye. Each Monday you get a short list of those clients, with their last stylist and a welcome-back message ready to send.
The same Monday note shows last week's Google review requests. Every client gets the same ask after a visit, with no reward, as Google's rules require. We also draft a reply to each new Google review for you to approve, and post offers and holiday hours to your Google profile. An AI employee runs this report on a schedule.
- Jess14 weeks, usual 7
- Amira12 weeks, usual 6
What you get with a hair salon build
A card for each client
Formulas with dates, patch tests, stylist, usual gap between visits and notes such as "sensitive scalp, no toner over 10 minutes".
Booking that knows the service
A full head of colour blocks the right time in the right column, with processing time where the stylist can take a cut.
Reminders with buttons
The day before, each client can confirm, move or cancel in one tap, and a freed slot goes to the gap-filling list.
Patch-test rules you set
Your timing and your six-month rule, checked on every colour booking before you confirm it.
A morning list for the desk
Who is in today, who still needs a patch test and which colour clients are due this week.
Deposits for long colour
You pick which bookings need a deposit, such as a full head of colour. The client pays from a link in the chat through Stripe or your booking app's payments, and it comes off the bill. We never hold the money.
How we set it up for your salon
The audit
FreeYou show us your diary, your colour cards and where bookings come from today. We tell you what to automate first and whether your booking app can stay.
You getA written plan of what to automate first, yours to keep.Build and test
One fixed priceWe build the client cards, the messages and the patch-test rule, bring across your client list and the formulas you have on paper, and test each message on our own phones first.
You getA working, documented system. Once you've paid, the code we wrote is yours.Running it
A monthly rateWe keep it running, adjust the messages as you see what clients answer, and add stylists, services or a second salon when you grow.
You getA monthly rate for the scope we agreed.
How much does a hair salon booking and client system cost?
A hair salon system costs a fixed price to build and a monthly rate to run. The audit that scopes it is free. If the salon needs a new website for bookings, our managed websites start from $790 at launch prices.
WhatsApp and SMS providers charge per message. You can use your own provider accounts and pay the providers yourself, or we manage them and estimate the cost from your client numbers. For a first number, estimate your build. See how the build price and the monthly rate work.
Questions hair salons ask us
How should a hair salon store colour formulas for each client?
A hair salon should store colour formulas on each client's record with the date, the stylist and the timings, so anyone can repeat the colour. In the systems we build, the stylist sends the formula as a voice note or a short message after the appointment, and the AI saves the formula to the client's card. Old formulas stay in the history, so you can see how the colour changed over a year.
Can a salon booking system check patch tests before colour appointments?
Yes. A salon booking system can check the patch-test date on the client's record against the rule you set, such as 48 hours before colour and a new test after six months without colour. When the patch test is missing or out of date, the system asks the client to come in for one first and holds the colour booking until the time has passed.
When should a hair salon send rebooking reminders to colour clients?
A hair salon should send rebooking reminders when each client's own gap is up. Colour clients often return every six to eight weeks, but some leave five and some leave ten. The system we build learns each client's gap from past visits and messages them at that point, with times from their stylist. A client who says not yet gets asked once more a week later.
Can you add colour records and reminders to the salon software I already use?
Often, yes. If your salon software lets other software read and change appointments and client notes, through an API or webhooks, we add the colour records, reminders and rebooking messages on top. If the salon software is closed, we build a booking page on your website and move your client list across. The free audit checks which applies before you pay anything.
Can my salon offer a discount for a Google review?
No. Google's rules forbid offering discounts, free products or money in exchange for reviews, and Google can remove reviews collected that way. Asking only happy clients breaks the same rules. We send every client the same review request after a visit with no reward, pass unhappy replies to you, and keep discounts for rebooking, loyalty and referrals.
Do I need this if my salon booking app already sends reminders?
Maybe not. Keep your salon booking app. We add only what the salon booking app can't do, such as WhatsApp messages, rebooking at each client's own colour interval, the list of clients gone quiet and answering the phone when you can't. If your salon booking app already does all of that, the free audit tells you so, and you don't need us.
How much does a booking and client record system for a hair salon cost?
A booking and client record system for a hair salon costs a fixed price to build and a monthly rate to run, and the audit that scopes the work is free. Managed websites start from $790 at launch prices. The monthly rate is set for the scope we agree, and we re-quote if the scope or the number of messages changes a lot.
Who owns the client list and colour formulas in a system you build?
Your salon owns the client list, the colour formulas and the booking history, and you can export them whenever you want. Once the build is paid in full, you also own the custom code and automations we wrote. If a stylist leaves, the formulas stay with the salon. If you stop working with us, we hand everything over.
The services behind it
Where do your colour formulas live today?
Show us the cards, the notebook or the app, and we'll tell you what to move across first before you spend anything.