How to keep useful client notes in your salon
Good client notes help you deliver personalised service and avoid repeating mistakes. Record colour formulas, preferences, allergies, and anything that affects how you serve that client. The notes should be accessible when booking and during appointments.
Why client notes matter
Detailed notes help you:
- Remember preferences without asking the same questions each visit
- Maintain consistency across appointments and team members
- Avoid problems (allergies, past bad experiences, sensitive topics)
- Build stronger relationships by showing you pay attention
- Hand off clients smoothly when team members change
What to record
Service-specific information
Colour formulas, product preferences, timing notes (e.g., "colour processes quickly"), technique preferences, and past results worth repeating or avoiding.
Personal preferences
Preferred team member, communication style, beverage preferences, conversation topics they enjoy or avoid, and scheduling preferences.
Medical and safety information
Allergies (especially to products or ingredients), skin sensitivities, medical conditions affecting service (pregnancy, medications), and mobility considerations.
Relationship context
How they found you, special dates (birthdays, anniversaries), family members who also visit, and referrals they've made.
Making notes useful
Notes that nobody reads are wasted effort:
- Keep notes visible when viewing a client or their appointment
- Update notes after each visit while details are fresh
- Use consistent formatting so information is easy to scan
- Separate critical warnings (allergies) from preferences
- Train your team to check notes before starting any service
Document attachments
Some information is better stored as files:
- Consent forms and waivers
- Medical questionnaires
- Before and after photos
- Colour swatches or inspiration images
- Patch test records
If your software supports file attachments, use them for documents you might need to reference or prove you collected.
Privacy considerations
Client notes contain personal information. Handle them appropriately:
- Only record information relevant to providing service
- Control who on your team can access sensitive details
- Don't share client information with other clients
- Delete or anonymise data if a client requests it
- Secure your systems with proper passwords and access controls
Building the habit
Good note-taking requires consistency:
- 1Make it part of the checkout process—update notes before the client leaves
- 2Start simple and add detail over time
- 3Set expectations with your team that notes are required
- 4Review notes at the start of appointments, not during
- 5Thank team members when their notes help deliver better service
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