SalonRecords Help Wiki
Searchable help based on the SalonRecords + BookYourStylist User Guide, Release 0.2.0.
Start HereWhich site should I use?BookYourStylist is for clients; SalonRecords is the professional portal.
Use BookYourStylist to browse services, book appointments, create or manage a client login, view Reward Points, and review appointment history.
Use SalonRecords to manage customers, appointments, services, service records, formulas, availability, branding, team operations, business settings, and the SDS Library.
BookYourStylist is not a marketplace. The client experience stays focused on the stylist or salon whose personalized link the client opened.
BookYourStylist — ClientsOpen the correct BookYourStylist siteUse the personalized link provided by the stylist or salon.
Your services, prices, availability, branding, policies, map, and account connection are tied to the personalized BookYourStylist site you open.
Use the exact link provided during onboarding, in email, on social media, or on the salon or stylist website.
BookYourStylist — ClientsBook an appointmentChoose a service, date, published start time, enter your information, and complete any required deposit.
Choose Book Appointment from the personalized BookYourStylist site, then select an active service that is available for online booking.
Choose a date and one of the appointment start times published by the stylist or salon. Unavailable times may remain visible but cannot be selected.
Enter first name, last name, email, optional cell phone, and optional appointment notes. SMS appointment texts are optional and require opt-in.
If the service requires a deposit, complete the secure payment step. Save the confirmation number shown after a successful booking.
BookYourStylist — ClientsClient accounts and registrationCreate a secure login for repeat booking, profile access, Reward Points, and appointment history.
Choose Sign Up or My Account from the personalized BookYourStylist site, create the secure login, and verify the email address when prompted.
Return to the same personalized BookYourStylist site and open My Account. If the customer profile is incomplete, finish registration there.
The verified sign-in email is used to connect the secure account to the correct customer profile.
BookYourStylist — ClientsSMS appointment textsText messaging is optional and requires active consent.
A cell phone number alone is not SMS consent. The client must actively opt in before appointment-related text messages are enabled.
Messages may include confirmations, reminders, schedule changes, cancellations, and payment or deposit status. Reply STOP to opt out and HELP for assistance when supported.
SalonRecords — ProfessionalsSign in and navigate SalonRecordsUse your personalized SalonRecords portal address and your secure account.
Open the personal SalonRecords portal address supplied during onboarding and sign in. Confirm the header shows the correct name and business name.
Dashboard is the main workspace. Services controls client-facing services. My Account contains profile, business, branding, calendar, and client-feature settings. SDS Library provides shared Safety Data Sheet references.
Team and Salon Settings are role- and plan-dependent and may not be visible to every account.
SalonRecords — ProfessionalsDashboard overviewUse Dashboard for Customers, Appointments, Service Records, Formulas, and booking availability.
Customers opens client profiles and history. Appointments opens upcoming and completed bookings. Service Records stores completed-service history. Formulas stores technical color formulas.
View Booking Site opens the connected BookYourStylist experience so you can verify client-facing changes.
Online Booking & AvailabilityBuild and publish appointment availabilitySet the recurring pattern, add appointment start times, choose the publishing horizon, then publish.
In Online Appointment Setup choose Appointment Only or Walk-ins + Appointments. Typical Salon Hours describe normal operating hours and do not automatically become bookable appointment times.
Add the specific appointment start times you want to offer for each day. Choose how many weeks ahead to publish, save the settings, and publish availability.
Use the Dashboard availability calendar to review what clients can book, and verify significant changes on the BookYourStylist booking page.
CustomersCustomer list and Customer CardCreate customer records and use the Customer Card as the working client history.
Customers shows core contact information and opens each Customer Card. First Name and Last Name are required when adding a customer; other contact, address, DOB, Customer Since, Lead Origin, and SMS preference fields can also be maintained.
The Customer Card combines customer information, appointments, service records, formulas, Reward Points, and quick actions for creating a new appointment, service record, or formula.
Use one customer record per real client whenever possible. Duplicate records make history, Reward Points, and BookYourStylist account linking harder to manage.
AppointmentsCreate and manage appointmentsView bookings or create salon-entered appointments directly from SalonRecords.
The Appointments page shows date and time, client, service, cell phone, status, and booking source. Open an appointment for details and available actions.
For a salon-entered appointment, choose the client, date, published start time, and an active Salon Service. The appointment length comes from the service duration.
When Google Calendar is connected, SalonRecords can synchronize appointment activity. If an appointment saves but calendar sync reports a warning, keep the SalonRecords appointment and repair the calendar connection rather than creating a duplicate.
BookYourStylist appointments may include deposit and refund actions when the appointment and payment are eligible under the configured workflow and business policy.
Salon ServicesAdd a service and control BookYourStylist visibilitySalon Services determine what clients can see and what can be booked online.
Open Services and add Service Name, Service Type, Default Price, Service Time Length, client-facing description, visibility, online-booking status, and deposit settings when available.
Active / Visible Online = Yes makes the service visible to clients. Bookable Online = Yes makes it selectable on the booking page. A visible service can remain informational by leaving Bookable Online off.
After major changes to service, price, duration, or deposit settings, use View Client Services and make one booking-path check before advertising the update.
Service RecordsRecord a completed visitStore what was actually performed, before/after images, and the next-service date.
Open Service Records or start from a Customer Card, choose the client, set Date of Service and optional Date of Next Service, then choose Service Rendered.
Attach Before and/or After images when useful and save the record. Appointment notes describe the scheduled visit; Service Records describe what was actually done.
FormulasCreate and review color formulasStore technical formulas consistently and reuse the shared Color Library.
Choose the client, enter Formula Name and Date, record starting and target information, build the shade mixture, and add mix ratio, processing time, target result, and professional notes.
The formula list and Customer Card provide formula history. On Salon Tier, formula ownership and formula access are separate concepts.
My AccountProfile, business information, BYS appearance, calendar, and client featuresManage the professional profile and the client-facing BookYourStylist experience.
Profile Image is used as the SalonRecords avatar and can also be used by BookYourStylist. Business Information includes display name, business name, notification email, address, and map information.
BookYourStylist Appearance controls theme and business logo. Save appearance changes and use View Booking Site to confirm them.
Google Calendar shows connection and synchronization information. Client Features contains settings such as Reward Points and post-visit survey/review workflows when available on the account plan.
Protected identifiers, login connection, portal access, and personalized BookYourStylist address are not normal business-information fields.
SDS LibrarySearch the SDS LibraryLocate shared Safety Data Sheet reference links by text or brand.
Open SDS Library, search by product name, SKU, UPC, or identifying text, and optionally filter by Brand. Choose View SDS to open an available document in a new tab.
The SDS Library is a reference convenience. Salon professionals remain responsible for manufacturer instructions, licensing rules, workplace requirements, and applicable safety regulations.
Salon Tier — Owners & TeamsTeam members, stylist seats, and rolesSalon Tier adds membership, stylist seats, roles, permissions, and salon ownership controls.
Use Team to review stylist-seat usage, available seats, and all salon members. Not every employee needs a stylist profile or stylist seat.
When adding a team member, enter name, email, and role. Use Add to Stylists Also only when the person needs a stylist profile and seat.
Roles include Owner, Admin, Manager, Master/Senior Stylist, Stylist, color-specialist roles, Front Desk, assistant roles, and Custom. Actual visibility depends on the assigned role and permissions.
Salon Tier — Owners & TeamsPermissions, deactivation, and ownershipKeep access, historical authorship, and record ownership as separate concepts.
Salon-wide permissions can cover clients, appointments, formulas, services, schedules, payments, reports, rewards, communications, team administration, salon settings, and billing.
When a team member leaves, deactivate the membership instead of deleting it so historical appointments, formulas, service records, and other business history are preserved.
Salon Settings lets the owner choose separate default policies for Client Ownership and Formula Ownership: Salon, Stylist, or Owner Decides. Changing a default does not automatically transfer ownership of existing records.
TroubleshootingSign-in and account problemsCheck the personalized address, email verification, and role-based visibility first.
If My Account says to open your stylist's page, return to the personalized BookYourStylist link and sign in again.
If email will not connect to the customer profile, confirm the sign-in email is verified and matches the customer record.
If SalonRecords opens the wrong business or says access is unavailable, use the assigned personalized SalonRecords portal address and onboarding login email.
A salon team member not seeing Team or Salon Settings can be normal because visibility depends on role and permissions.
TroubleshootingBooking, calendar, payment, and browser problemsUse these checks before creating duplicate records or contacting platform support.
If no services are available, confirm a service is active/visible and Bookable Online. If no appointment times appear, confirm the stylist published online appointment start times.
If a selected time changes or becomes unavailable, refresh the booking page and choose another available start time.
If Google Calendar did not update, keep the SalonRecords appointment and repair the calendar connection. Do not create a duplicate appointment just because a connected service displayed an error.
Refresh after changing services, branding, availability, or client features. If a stale page persists, close and reopen the personalized URL; private/incognito mode can help confirm whether the browser is holding an old session.
Quick ReferenceCommon daily workflowsFast checklists for booking, services, availability, completed visits, and team administration.
Client booking: open the personalized BookYourStylist link → Book Appointment → service → meeting type when applicable → date/time → contact information → optional SMS → deposit when required → save confirmation.
Make a service bookable: SalonRecords → Services → Add New Service → enter details → Active / Visible Online = Yes → Bookable Online = Yes → save → verify on BookYourStylist.
Publish availability: Dashboard → Online Appointment Setup → choose booking type → add appointment start times → set weeks ahead → save → publish → verify on BookYourStylist.
Record a completed visit: Customer Card → Create New Service Record → service/date → optional next-service date and images → save → update formula when appropriate.
Daily habit: check today's appointments and published availability, use Customer Cards before visits, complete Service Records after visits, respect SMS preferences, and update Reward Points according to salon policy.