Salon CRM software that keeps every customer record in one place

What a salon customer record actually holds

Two sets of fields, and it is worth knowing which is which. Staff type the ones only a person can know: the name, a mobile number, an email, a separate WhatsApp number where there is one, allergies, an address, gender, a birthday and a wedding anniversary. Everything else is written as the customer is served, which is why it is never stale because somebody forgot to go back and update it.

• Name and a ten-digit mobile number, unique within the branch
• Allergies in their own field, with their own warning colour
• Birthday and anniversary, which the celebration messages read
• Lifetime spend, visit count and last visit, maintained by billing
• Loyalty balance and whichever membership is currently active
• The date they became a customer, and the branch the record belongs to

Nobody has to keep it updated

The record is a by-product of working normally. Taking a booking attaches it to a customer; raising a bill moves their spend, their visit count and their last-visit date; earning or redeeming points writes a loyalty movement against them. A receptionist who never opens the customer screen still leaves it accurate, because the till is what updates it. Somebody booking online is matched on their phone number rather than added a second time, and the name already on file wins over whatever was typed into a public form today.

• Bookings and bills write to the same profile
• An online booking matches an existing customer by phone instead of duplicating them
• Walk-ins who never booked still build a history, because the bill carries them
• Records created, edited and deleted are written to the audit log

The screen the front desk opens mid-conversation

One page answers who this is, what state they are in, and what can be done next. Allergies sit at the top in amber and are shown even when there are none, because a field that disappears when blank makes a customer with no allergies look identical to one nobody ever asked. Four numbers follow: total spent, visits, average ticket, and how long ago they were last in. From the same screen the desk can start their bill, call them, or open a WhatsApp chat.

• Allergies always visible, including an explicit none recorded
• Total spent, visits, average ticket and last visit, above the fold
• Badges for an active membership, a company-wide member and a birthday coming up
• A bill button that carries the customer through to the till

What that bill looks like, and how it is taxed

Appointments, bills, membership and loyalty read the same record

The profile is not a summary compiled somewhere else. It lists this customer's own appointments and their own invoices, with the services taken and what each bill came to, and it keeps bookings that have not happened yet apart from visits that have. Their membership and its remaining benefits sit alongside, and so does the loyalty balance where the branch runs loyalty. The till reads the same history in the other direction: it works out who has served this person before, per service, and pre-fills that performer on the cart line.

• Recent appointments and recent bills, on two tabs of one card
• Upcoming bookings kept apart from visits that already happened
• Active membership, its expiry, and what is left on it
• Loyalty points earned and redeemed, where the branch runs loyalty
• The staff member they usually see, worked out from past visits rather than typed in
• Any price specially agreed with this customer, visible without opening a bill

How the diary decides what it can fit

Finding one customer, and ranking all of them

The search box takes a name, a phone number or an email. Typing digits searches phone numbers by prefix, which is how a front desk actually finds somebody who is reading their number out. An owner working across the whole company gets a different screen: a directory pooling every branch, with a card per branch carrying its own customer count, revenue and member count, a filter down to one branch, and an order chosen from newest, name, top spenders, most visits or most recently in.

• Search by name, phone or email; digits match a phone number by prefix
• A branch filter and five orderings in the company-wide directory
• Per-branch counts of customers, revenue and active members
• Twenty, fifty or a hundred rows a page, ordered by the database rather than the browser

Which branches can see a customer

A customer belongs to the branch that created them, and that is where they stay — the other locations do not browse that list, which is usually what a multi-location business wants. There is one deliberate exception: buying a company-wide membership, and paying for it, promotes the record to company scope so it follows the customer between branches. Nothing else promotes a record. Reading, creating, editing, deleting and exporting are five separate permissions, so being trusted to look somebody up is not the same as being trusted to walk out with the list.

• Branch-scoped by default; a manager sees their own branch plus company-scoped customers
• Promotion to company scope only from a paid, active company-wide membership
• Export gated by its own permission, separate from viewing
• Deleting refused for anyone who has billing, appointment or loyalty history

Bringing an existing customer list in

Most salons arrive with a spreadsheet, a phone contact list, or an export from whatever they used before. The import wizard takes a CSV, an Excel file or a Google Sheet link, shows what it parsed before anything is committed, and runs as a background job so a large file does not tie up the browser. A row matching somebody already on file can be skipped, updated, or merged, where merging combines the notes, tags and address instead of overwriting them. Getting the list back out is a CSV download behind its own permission.

• CSV, Excel or a Google Sheet URL, with a template so the columns are unambiguous
• Skip, update or merge when a row matches a phone number already on file
• Row-level results, so a failed row says which one and why
• Export to CSV: name, phone, WhatsApp, email, gender, city, points, spend, visits, last visit

Moving off a spreadsheet, in the order that keeps you trading