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Salon-‐iQ
Intelligent Salon Software
Part 2 -‐ Advanced Features
www.salonintelligence.com
24th June 14
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Advanced Features .................................................................................................................................................. 3 Change Salon Opening Times for Just One Day ........................................................................................................... 3 Skin Text Alert ....................................................................................................................................................................... 3 Gift Cards /Gift Vouchers ................................................................................................................................................... 4 Moving a Team Member on the appointment Page .................................................................................................. 6 Moving a team member to another salon (Groups only) ........................................................................................ 6 Weekly Banking Sheet ........................................................................................................................................................ 6 Correcting or Deleting a Bill ............................................................................................................................................. 7 Correcting a Petty Cash Entry ........................................................................................................................................... 7 Hardware Settings ................................................................................................................................................................ 8
Guest Retention System ......................................................................................................................................... 9
Automated Emails .................................................................................................................................................. 10 Team Messages ....................................................................................................................................................... 12 Managers ............................................................................................................................................................................... 12 Team ....................................................................................................................................................................................... 13
STARS ......................................................................................................................................................................... 14 Stock Control ........................................................................................................................................................... 15
Guest Selections/Adhoc Marketing ................................................................................................................. 17 Merging Duplicate Clients ................................................................................................................................... 17
Installing Salon-‐iQ on i-‐Pad or iPhone ............................................................................................................ 19
Setting Up On-‐line Booking Guides .................................................................................................................. 20 Multiple Appointment Books ............................................................................................................................. 22
Different Timings for Different Team Members ......................................................................................... 24 Commission Reports ............................................................................................................................................. 25
Deposits ..................................................................................................................................................................... 27
Standby List .............................................................................................................................................................. 28 Dashboard – Wages Input ................................................................................................................................... 29
Dashboard – Client Potentials Input for KPI Report and Trend Sheet ................................................. 31
Dashboard – Utilisation ....................................................................................................................................... 33 Points System .......................................................................................................................................................... 34
Adjusting Default Colours for Sickness, Holiday and Bookouts ............................................................. 37 Customise Client Record Lookups .................................................................................................................... 37
Tip and Hints ........................................................................................................................................................... 38
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Advanced Features
Change Salon Opening Times for Just One Day E.g. Christmas Opening hours
1. Go to the day you would like to change the hours off.
2. Click on settings icon in the top right hand corner of the appointment book. Select Set Salon Schedule Today Times.
3. Enter the new times, or if closing the salon for the day click on the closed box.
Skin Text Alert The computer can remind you if a client requires an allergy test. To Set 'Last Skin Test' reminder First enable skin test tracking for the salon:
1. Click icon -‐ Settings -‐ Salons -‐ select the salon you want to set the skin test reminders for. 2. Click 'Edit' on the salon you want to change -‐ Click the 'Appointments' tab. 3. You will see there is a 'Skin Test Frequency' category -‐ Set this to your required time, i.e 6
months = 180 days -‐ then click on the .
Then select services that require skin test:
1. Click -‐ Settings -‐ Services -‐ Select the colour service you wish to have the 'last skin test' reminder applied to. Select Skin test require so it has a tick in the box and then .
2. Repeat this for all services that require a skin test
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Once you have applied the reminder to the required colour services, go to the Appointment Screen and double click on a colour appointment. You will see the 'Last Skin Test' button will either be red or blue just under their contact details If red, the client needs a skin test before the appointment (when the client comes in for the skin test, click on the Red 'Last Skin Test' button in their profile, today's date will be added and record the date of their skin).
Alternatively you can access there notes and add there skin test date manually. If the 'Last Skin Test' reminder button is blue, no action is required
Gift Cards /Gift Vouchers You can track gift voucher numbers or use the system to sell gift cards. The system by default allows gift vouchers to expire after 12 months. To sell a gift card or voucher:
1. Go to Checkout Screen, either select the team member selling the gift card (or select OTC) and then select the client buying the voucher.
2. Click on Gift Card – Scan or type the gift card number in. 3. Specify the value 4. If there are any restrictions on the voucher/card type them into the notes e.g. services only.
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5. Click on the icon. 6. Transact the bill in the normal way selaecting a payment method.
To redeem a gift card or voucher
1. Bring the clients bill to the check-‐out screen as per normal. 2. Click on Other payment type, and then gift cards
3. Enter the amount that is to be used on this transaction in the use box. 4. If any other payment types are used they can also be selected.
You can print a report to see how many gift cards/vouchers have been sold by clicking on icon, then reports, then gift cards, sold/outstanding
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Moving a Team Member on the appointment Page You can move a team members column simply by clicking on the team members nave and select move left of move right. Top Tip: Consider positioning your team members in the order you would like appointments to be booked. E.G your team member with the best rebookings rate on the left hand column.
Moving a team member to another salon (Groups only) If you need to move a team member to another salon just for one day.
1. At the team members normal appointment book. Go to the day that you want them to work at another salon.
2. Click on the team member and then click on schedule and schedule today . Select the salon you wish them to work at for the day.
Note. If it is normally that team members day off, you will need to uncheck the Day Off option and save that first.
Weekly Banking Sheet Banking for Accounting Purposes
The weekly banking sheet should be completed at the end of each week or just after cashup with the
cashing up figures. Click on icon and then End of Week. Enter the actual ammounts received into the appropriate cash, cheque, card and voucher columns. Once completed this sheet can be printed and will cotain most the information your book keeper will require.
This sheet should be treated as an invoice for accounting purposes. (Groups -‐You will need to create a new customer account for each one of your salons).
The PDQ amounts and cash paid in must be reconciled via the bank statement. You will find that the PDQ amounts probably do not tally exactly unless the cashing up is done early as the bank dials in
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usually between 5 and 6. As salons have late nights you will find that some of the days PDQ will go on the next days’ totals. The ending weekly figure should be the same.
Once the banking sheet has been completed it needs to be entered into your accounting package split between retail and professional takings.
You can then enter each PDQ payment received, and the weekly cash paid in, against the invoice to clear it on your system.
If the banking sheet spans across 2 months, it will need to be split in order to give a true monthly professional and retail split for profit and loss purposes.
It is important that only monies received are entered – you do not want to pay VAT on any variances !!
Correcting or Deleting a Bill
If you have entered a transaction incorrectly, or you notice it at cash up, you can click on icon, then Bill finder. Find the bill that needs to be corrected. Click on it and then you can edit or delet it using the edit and delete icons. TopTip: We recommend only owners and senior manages have the security to do this.
Correcting a Petty Cash Entry If you put an incorrect amount through petty cash. Then to correct this put another petty cash amount through for the exact same amount but negative i.e.-‐5.00.
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Hardware Settings
You can define your receipt printer here. Also whether this computer is in the salon. Make your changes and click on the icon.
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Guest Retention System One of the best features in Salon-‐iQ is the ability to easily send automated texts and emails to clients, whether it is a simple appointment reminder, a text to a client that failed to show up, a lost client or to a client on their birthday.
1. Click icon then click on Communication then Guest Retention System. Along the top you can select SMS or Email.
2. All the texts are pre-‐set. So if you wish to activate one, click on the “edit” icon next to the
description. E.g c) appointment Reminder sent 48 hours before the appointment.
3. Change the text to suit. (Note: where it says {MERGEFIELD XXX} this means it will get the data
from the database.
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4. Change if required the time you what the texts to be sent “Run at time” and the number of “Days” before or after the “Trigger” that you want it sent e.g. -‐2 in this case means 2 days before the appointment.
5. Click on the “Active” box to enable and then on the “Tick” icon to save
You will now notice a appear to indicate it is activated.
Top Tip: Hover over the to see how many texts have been sent in the last 30 days and how many bookings have been made.
Top Tip: To insert more merge fields then do a right hand mouse click and select the desired field.
Automated Emails Like the SMS emails can be configured to go automatically, based on various “triggers” . The system comes with a number of pre-‐set emails, and a default layout. You can customise your email template
by clicking on the icon and then Settings and then Global Settings, select Email settings along the top. Below you will see what the settings change.
If you are unsure then we suggest you use the default settings. Image dimensions should ideally be the same as the width. In this case 610px. Once you have set your global settings, you can customise your emails.
Click on icon and then Communications and Guest Retention System. Click on the by Email tab.
Click on the edit icon. Here you can edit the triggers and the times the emails get sent.
Header image
Border Colour
Background Colour
Header Text
Gift image inserted via html link (Advanced user)
Body Text
Footer Text
Footer Image
(there isn’t one in this example)
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Below is an explanation of each email component.
Advanced users can insert their own HTML text to create a fully customised newsletter or email. Great if you have a website designer or marketing company that do your branding.
Make sure you send yourself a test email before activating it so you can check you are happy with the way the email looks.
Header Text
Gift image inserted via html link (Advanced user)
Body Text
Footer Text
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Team Messages
Managers You can set up push notifications for team members, as well as managers and owners. For managers or owners to get the salon statistic and end of day cashups these are set by clicking on
the icon and then settings and then salons. Click the icon on the salon you wish to set, click on the settings Tab and enter the mobile numbers you which to send the cash ups to and the mobiles you wish to send the salon stats to.
Top Tip: If you want to send it to more than one person separate the numbers with a comma. Example of Managers end of day text.
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Team 1. To send team member performance texts, first you need to ensure you have their mobile phone
number in the Phone Number field of their details, plus put a tick in the “SMS Push Messages.” (From the appointment book click on the team member then edit team member)
2. Click on the icon and then Automation then Push Notifications.
3. To activate any of the notifications click on the icon and then the “Active” tick box, and then click
on the icon.
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Example of a Team Members end of week text.
STARS Stars are used throughout the system to encourage team members to hit targets. i.e. If they hit or are on target to hit their KPI targets they will get a star. To set team member targets;
1. From the appointment click on the team member then edit teammember. 2. Click on the KPI tab (Key Performance Indicators)
3. Enter the weekly targets for the team members excluding VAT/Tax. Click on the icon.
Potential Clients-‐ is the maximum number of clients that team member could do in a week if they were fully booked.
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Stock Control In 5 Easy Steps – all via the Stock Dashboard
1. Initial Stock Take and reorder levels.
2. Sales, stock use and other stock movements
3. Reorder Report
4. Goods in
5. Stock Checks
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1. Initial Stock Take and reorder levels – Go to Dashboards+>Stock and Select Goods In. Scan the product and enter how many you have along with the reorder level.
2. Sales, stock use and other stock movements -‐
Sales will be recorded automatically. Any other movement should be recorded using the appropriate button on the Stock Dashboard i.e. Salon Use/Transfer In/Transfer Out (Transfer in/Out tend to be used to transfer stock to another salon, or for returns.
3. Reorder Report. – Will produce you a suggested order.
4. Goods –In When you receive your stock be scan it in using the goods-‐in screen
5. Stock Checks – Do a weekly of two weekly stock checks. Print “Count Stock” and then enter any adjustments using “Stock Take.
Report used to count stock Stock Take Input Screen
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Guest Selections/Adhoc Marketing A powerful feature in the software is for you to be able to analyse your customer and do specific marketing to specific segments.
Merging Duplicate Clients If you have duplicate clients or if you notice a new record has been created for an existing client that is using online booking (Salon-‐iQ will always try to “match” a client first, if it can’t match the client it will create a new record for that client). Then merging the clients will keep your dataset in good order.
1. Click the icon in the top middle of your screen. This will bring up the client search screen. Type in enough details so you have the two clients visible on the screen.
2. Then click the down arrow in the top right hand corner. 3. Then click on the “Merge Mode”
Click here for more filter options
See client record card by clicking here
Rank your clients by clicking on the header
Click here for more filter options
Click here to export list, or text blast list.
Total guests in selection
Total spend in last 12 months for guests in selection
Click here
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4. Select the main i.e Base record first and then click on the record you wish to merge with it i.e. the merge record, then click on the Merge button.
5. You are then selected with the following confirmation screen. Where you can check the details, add details or switch the base and merge record as required. When you are happy click on the tick icon.
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Installing Salon-‐iQ on i-‐Pad or iPhone 1. Go to App store and download iFreeRDP 2. Launch App and select “Add Connection” 3. In label put SaloniQ 4. In Host put ipad.saloniq.co.uk 5. Leave port as 3389
6. Click on the arrow next to Credentials put your given username and password. Note: This is
different from your salon username and password and is given to you when you subscribe to Ipad access.
7. Click on edit connection and then on Save and you are done. 8. To Launch SalonIQ Click on the connection.
Salon-‐ iQ is not a “native” ipad application, therefore to get a keyboard up you need to click on the keyboard icon n the top left hand corner.
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If you have problems logging in check your settings for iFreeRDP are correct
Setting Up On-‐line Booking Guides When setting up your salon for online booking, look at your services and make sure the descriptions are “consumer friendly” e.g. use common terms like “Full Head Foils”.
1. Click on the icon, then salons, click on the “Edit “ icon and then the appointments Tab
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2. Click Book on-‐line box and enter an email address where you would like copy emails of online bookings to be sent. Then Click on the icon.
Top Tip: This is very useful as you can check that appointments have been made correctly and that you have correct details for the clients. Next select the services you wish to be available online.
3. Click on the icon then settings and services. Click on the services you want to be available online and then click on the book online box . Repeat this for all services you wish to be available on-‐line.
Top Tip: We do not recommend you put child’s cuts, colour correction and lost of services available. It is better just to have your core services available online. Next decide which team members can take appointments on-‐line
4. From the appointment page, click on the team members name and then edit Team member, click on the book online box.
5. Go to the services tab, and make sure each team members services are set as skilled if you what them to appear on the online booking.
That’s it – you can now test your omline bookings out. Give your website designer the following link Http:// connect.saloniq.co.uk/SalonIQ/OnlineBookings/Login/Index/XXXXXX Where XXXXXX is your account code.
Client Can’t Login. – If a client is having difficulty logging in you can reset their password in their record card by clicking on the online tab at the top. (Providing you have the online client admin security level for your user).
Notes: When a client registers on line providing the last name and the email address are the same as that stored in the salon database, along with at least one of the following fields matching postcode, address1 or a phone number, OR if the first name, last name, postcode, and a phone number match then a new record will NOT be created. However, if they do not match a new client profile will be created, and therefore a duplicate client could be created and will need to be merged.
To reduce duplicates we strongly recommend if you are using online bookings that you use the postcode lookup feature.
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Multiple Appointment Books
If you require to set up more than one appointment book for a salon, e.g. one for hair, one for beauty, or another one for support or admin staff. There is a new “Role” called “Appointment Books”. This flags a user as being able to add/edit/delete multiple appointment books.
There is a button to the top left hand side of the Appointment Book. This gives a context menu to navigate between appointment books and to “Edit Books” (if you have that role ticked). There is always a book called “Everyone” which shows all bookable Team Members – this book cannot be edited or deleted.
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The “Edit Books” button lists all custom books and allows the user to add/edit/delete these books. Simply click on the team members you wish to appear on each book.
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The system will display your last selected Appointment Book when you login/restart.
Different Timings for Different Team Members You can now set slot and block sizes for each Team Member (where they differ from the Salon’s slot and block sizes). If you set them to zero they will use the Salon’s values.
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Commission Reports 1. If you want to set up commissions in SaloniQ. SaloniQ allows you to have upto 6 different
commission types. E.G Services, Technical, Treatments, Retail, No Commission. The default setting is for Services and Retail.
2. First you need to have your self set for user roles “Commissions”
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3. You then edit each service or product and assign a type to it, through settings>services>edit, by default all your services are set to Services and all your retail is set to Retail.
4. Next you need to edit each team member and put in their commission Structure, from the appointment page click on the team member’s name and then edit Teammember. If you have the right security role toy will see a commissions tab on the top. Click on this.
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You can then set targets and thresholds for each commission type. In this case services, technical and retail. Definitions: Lunch break/threshold – Enter the team members lunch break and the threashold at which it cuts in. e.g. in the UK current legislation means a team member must have a lunch break after 6 hours. This will then automatically deduct this from the hours that team member works. Pay on Units – If yo pay commission based on units sold as opposed to value then check this box. E.g. £1 per retail product sold. Linear Bands – If commission is applied on the whole takings when a target is hit, check this box, e.g in the above diagram if this is ticked and the team member brought in £4000 they would receive 30% on everything. If it is NOT ticked the 30% would just apply to the difference i.e.£4,000-‐£3,384 i.e. 30% of £616 Basic Plus Commission if this is ticked it commission will be added to the basic wage,if it is not ticked it will be calculate basic or commission whichever is the higher.
5. Once you have set up your report you can run the commission report from
reports>commission.
Notes: commission and targets are for the date range that you run the report. So if you have weekly commission targets you need to run the report weekly etc.
Deposits If you need to take a deposit for a service in advance, e.g. hair extensions, hair straightening, colour services.
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1. On the Till Screen (or by clicking Deposit from the appointment details edit screen), select the OTC team member and client who is taking the deposit. Click on the deposit button and on the line item put the amount of deposit you are taking.
2. Click on the how they are paying in the normal way. When a client comes to pay, it the client has paid a deposit this will appear in the top right hand side of the screen:
and to take payment click on other payment type and select deposit. Tip: The amount the client has on deposit can also be seen on the Appointment Details screen
Standby List If you have a client that has requested a stylist that is fully booked or wants to come in on a day where you have no availability you can put them on the Standby List.
1. Click on the standby icon in the top middle of the screen. 2. Click the add icon and search for the client that you wish to put on standby. 3. Select the team member and one service if required, along with the dates they are looking at
and any notes. Eg Shannon, Cut and Style, wants to come superstar Monday if a cancellation.
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4. Once they are added they will appear on the standby list, and if you have any clients in the
standby list the standby icon turns green. e.g.
5. You can edit the client, or delete them from the list by clicking on the appropriate icon
, the book icon will take the service you selected and put it into the rescheduling clipboard so you can move it to the appropriate time slot.
The clients will automatically disappear off the standby list when they are out of the start and end date range, so if you do not want them to disappear put an end date way into the future.
Dashboard – Wages Input In Salon-‐iQ you have the ability to input your wages figures so you can see how your salon and team members are. Most salons analyse Gross Wages (including employers NI) as a percentage of salon professional service. i.e. % Wages = Gross Wage divided by Services Notes: This is controlled by the “Commission” security role. If you are allowed to enter commssions and run commission reports then it is assumed you can access the wages figures.
Only owners and senior managers should have access to user setup.
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To enter the Gross Wages;
1. Click on the icon then settings and Wages.
2. Then click on the + icon.
3. The memo field can be used to put in the pay period. Be sure to select the exact dates the wages applies to. Then enter each team member’s wage.
Note if you are a Group, then you will need to switch salons each time and refresh the screen to enter each salons wage figures. The team member will only appear once under their “Home Salon” To view the wages on the dashboard. (Remember you need to have user role “Commission”). Go into the dashboard and use the “Custom Date” option to enable wages view.
You can then select which KPI’s you wish to display.
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Note: If you pick a date range that is not the exact wages period, your wages will not appear i.e. will be Zeros.
Dashboard – Client Potentials Input for KPI Report and Trend Sheet By default Salon-‐iQ displays the client potential using the figure in the team member setup under KPI’s. This is great for the current period but dose not take into account holidays, bookouts etc. You may wish to enter these when you enter the Wages totals for a team member. This way it will be stored and you can look at it historically.
To enter the Potentials;
4. Click on the icon then settings and Wages.
5. Then click on the + icon.
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6. The memo field can be used to put in the pay period. Be sure to select the exact dates the wages applies to. Then enter each team member’s potential client count for that period.
Note if you are a Group, then you will need to switch salons each time and refresh the screen to enter each salons potential figures. The team member will only appear once under their “Home Salon”
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Dashboard – Utilisation Utilisation is defined as Hours with Clients/ Potential Hours. Potential Hours in Salon-‐iQ can be calculated in one of two ways, either including or excluding booked out time: E.G 1. Ignoring Bookouts – Total Time Spent with Clients/Total Hours excluding Bookouts So for example in a 9am -‐6pm day, a 9 hour day, if a team member had 4 1hr services booked , a 1 hour lunch (as a bookout and also set up in edit team member commissions) and a 1 our meeting booked out. Their utilisation would be calculates as follows: 4hours / 8 hours (i.e. 9hours less 1hr Lunch) = 50% In this example the potential hours is calculated ignoring ALL Bookouts and is the team members scheduled time less lunches as defined in the commission section of the team member setup E.G 2. Deduct Bookouts – Total Time Spent with Clients/Total Hours less Booked out time. So for example in the above example: Their utilisation would be calculates as follows: 4hours / 7hours (i.e. 9 hours less 1 hour lunch less 1 hour meeting time)= 57% In this example the potential hours is calculated deducting ALL Bookouts. Potential hours is the team members scheduled time less Bookouts, it ignores lunches as defined in the commission section of the team member setup and therefore lunches need to be added as a bookout. Other figures such as Average income clients per hour will use the hours potential for calculation. The default method is to ignore Bookouts. If you wish to deduct Bookouts, then this is done via Settings>Global Settings and putting a tick in the utilisation include Bookouts box
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Points System Configure the points system in Salon-‐iQ as follows:
1) Settings=>Global and thn click on the tab at the top that says Points. 2) Complete the points system to your required settings.
3. The system will now automatically award points every time a customer purchases if applicable,
as well as print points balance on their receipts.
You can also exclude certain products or services from adding points, by editing the service or product and clicking on exclude from points option:
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A Clients points balance will show in the following areas Appointment Details Edit Screen:
The Clients Record Card:
And the checkout Screen
To Redeem Points You must setup a promotion and put how many points are required to use this promotion.
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Then when a customer comes to pay, you can apply this promotion and provided the client has a balance of more than 10 points then the promotion will be applied and the points deducted. Also if you selected Points to have a monetary value then when you select other form of payment types you know have the option for “Reward Points” Manually Adjusting Points or seeing points History It may be desirable at times to manually add points, or check how points have been accumulated. To do this you must be in the client’s record card and click on the number of points in the top right hand corner. This will then display the points calculations.
If you have the desired security level (Under User Roles and Admin) to can also manually edit, add or adjust the points balance. Only Manually added points can be edited, added or deleted.
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Adjusting Default Colours for Sickness, Holiday and Bookouts This is done via Main Menu=> Settings=>Global Settings
Customise Client Record Lookups You can customise the client record lookups for How Heard, Occupation and Age group. Go to the main Menu=>Settings=>Global Settings. Edit or delete or add, as required.
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Tip and Hints Rebookings – Rebookings is only counted if the client rebooks on the day and after the client has paid. i.e if you rebook a client and then take payment, this will not count as a rebook. Can’t Find an Option on the Menu – You are logged on without the necessary security. Contact your manager. Keep Texts Short – If you go over 160 characters in a text it counts as more than one text e.g. 200 characters is 2 texts, 350 characters would be 3 texts.
