How to choose and use a client registration system

Efficiently managing client appointments is crucial for sustaining a successful salon in the hectic beauty industry of today. A dependable client registration system can make all the difference in maintaining your business’s organization and your clients’ satisfaction, regardless of the size of your nail salon or beauty parlor.

With so many options available, selecting the best client registration system may seem overwhelming. Depending on your needs and budget, options range from basic booking apps to sophisticated salon management software. It’s critical to comprehend which features—like appointment scheduling, client history tracking, and automated reminders—are most advantageous for your company.

The next step is to learn how to use the system effectively after you’ve chosen the right one. A well-designed system can improve customer satisfaction, decrease no-shows, and streamline your business operations. Making sure the system works well with your daily schedule and that every team member feels at ease using it is crucial.

This post will discuss the things to think about when selecting a client registration system and offer advice on how to get the most out of your new resource. Whether you’re new to this technology or hoping to upgrade, you’ll find helpful tips to make appointment scheduling simple.

What is a registration system

An instrument that assists in automating the process of registering for a service and lessening the administrator’s workload is a registration system. Systems for online registration can range in functionality from a basic data form to a fully functional CRM.

You can register by using:

• social networks – communities, publics, accounts;
• salon website – a special form to fill out;
• organization card on Yandex and Google maps;
• messengers – Viber, WatsApp, Telegram.

The online booking system needs to integrate with the aforementioned resources in order for them to function. The process of synchronizing data between an online booking system and a website, social network, or messaging app is known as integration.

In the product description, the booking system developer mentions the availability of particular integrations. For instance, Bootforms synchronizes with business websites, social media platforms, and Yandex.Maps.

The booking system can be as basic as a form or as sophisticated as a CRM for business automation, as was previously mentioned. There are thus two categories of reservation systems:

• autonomous – simple booking forms that can only accept customer requests;
• multifunctional – one program combines both the online booking system and CRM.

How do online reservation platforms operate?

1. Register on the developer"s website, get access to your personal account and a code;
2. You insert the code into social networks, a bot or a website;
3. The client leaves a request, which is transferred to the personal account on the developer"s website or to the CRM system.

Additionally, some recording systems notify you via email or phone. You can avoid logging into your personal account thanks to this.

Advantages of use

When you hear this question, the first thing that springs to mind is how convenient online recording is for the customer. For some, it’s a way to schedule an appointment and save time—for instance, when using public transportation and talking on the phone is uncomfortable. Someone would rather submit a request online because they find it awkward to speak with the administrator. However, there are many clear benefits to adopting online recording systems.

And a minimum of five additional strong arguments:

1. Customer retention. Option one – the client did not get through. Of course, if this is a loyal client, he will probably call back later, and if not, he will sign up where they will pick up the phone and there is no need to hang on the second line. The second common situation is that a person will postpone the appointment for a lunch break, evening, and eventually forget, run around, get distracted. With online booking, everything is easy – the client makes an appointment at the moment when he wants to go to the procedure;
2. Saving time on finding the right number. With a probability of 90%, clients do not store the reception number in the phone book of their smartphone, which means – before making an appointment, you need to find the number. The human brain is designed in such a way that when the slightest delays and difficulties arise, the desire to do something disappears. With online booking, again, everything is elementary – you want, you make an appointment;
3. Attracting young clients. Young people now do everything through their smartphone – they order products, buy clothes, communicate and highly value organizations that provide the service "online". Believe me, if it were possible to get a haircut online, young clients would do it;
4. Freedom for the administrator. Freedom for other work, of course. If at least 30% of the records are made online, the administrator will have time to solve other problems – pay attention to the clients who have come, maintain an account on social networks;
5. And most importantly – automation of the work process. You refuse notebooks, diaries and tables in Excel. And also collect all the applications together, which will be displayed in a clear and understandable format.

Functions and capabilities

The following list of features represents the recording systems’ generalized capabilities, or what they are theoretically capable of. Depending on the system developer and his attention to the client’s business, a particular set of traits may apply.

Business focus involves tailoring the system to the user’s requirements while considering his preferences and the unique features of the company. Not all developers modify the recording system’s template version because doing so is an expensive and difficult process.

1. Embedding an online booking button on almost any Internet resource: VKontakte, Facebook, Instagram, Telegram, WatsApp or a company website;
2. Placing a booking button on maps – Google, Yandex and 2Gis;
3. Customization – customizing the form to the corporate style of the user"s company. Not all developers have it, but many offer to add a logo, photos of the masters, custom fields;
4. Confirmation of the application with an SMS code. After making an application for an appointment, the client enters the sent code to confirm that the appointment is real. This protects against Internet users who simply have nothing better to do;
5. Reminding the client of an upcoming visit to the beauty salon;
6. Integration with CRM systems – this is relevant for autonomous online forms;
7. Appointment at any time of the day without involving salon employees. Achieved by synchronizing with the calendar or work schedule of the masters, compiled in the CRM;
8. Mobile application for clients – you can sign up through the application, and receive a reminder in the form of a pop-up notification;
9. Compiling statistics and reports to analyze the demand for a service or a specialist;
10. Accepting prepayment or full payment for a visit.

Tips for customizing the appearance of the form

For the online booking system to serve as a tool for job simplification as well as promotion, the form must be filled out accurately and as much as possible should be considered in the client’s convenience.

• Customize the form. Make it unique and individual by changing the colors to corporate ones, adding a small logo. It should not get lost in the client"s memory among hundreds of other similar forms;
• Divide services by gender, if this is provided by the booking system. For example, Sonline has the ability to divide services into male, female and unisex, which allows the client not to scroll through all 150 procedures mixed in the list, but to choose only from those that are potentially suitable for him;
• Do not display all services in the form. This applies to procedures that are usually not performed separately – removing varnish, removing makeup. Of course, there are exceptions, so analyze how often people come to you just to remove the old coating. If it"s 2 people a month – do not clutter the registration form;
• add photos of the masters. Clients rarely remember the name, much less the last name, of their master, but they can easily identify him or her by appearance. Photos will help the client make an appointment with the right specialist;
• don"t forget about the "Any specialist" function, again, if the appointment system provides for it. If the visitor doesn"t care who to go to, you can send him to an employee with a lesser workload;
• set reminders about the upcoming procedure. Yes, this may entail expenses – the SMS sending function is paid, but at the same time you will avoid situations when "I made an appointment, forgot and didn"t show up". And, of course, you will show people that you remember them;
• adhere to the principles of UX design.

To better grasp what we’re talking about, let’s examine UX design in more detail.

The user’s interaction with a specific interface—in this case, an online booking form—is known as the user experience, or UX.

Offering a service from the catalog and booking is the primary responsibility of the online booking system. Making the process as easy and convenient as possible is preferable to surprising the client; UX design principles can assist with this.

Here are some pointers for optimizing the form’s convenience:

• Do not distract people. It is not necessary that in the process of recording on the entire screen there is a call to subscribe to the social.network or assessment on Yandex. The simpler the recording procedure will be and the less actions you have to perform, the better;
• indicate the time the service will take. Inform the client that a manicure with coating lasts 1.5 hours – this will allow them to plan the day;
• indicate spare contacts, i.e. a phone number or a link to a messenger. If the client has questions, they should know where to go;
• focus on the human factor. Additional functions, such as the "silent master" in Lena Lenina"s salon, are both an interesting feature and a focus on the needs of the client;
• don"t forget about the function of canceling or rescheduling an appointment, preferably without calling the salon.

Regretfully, not all web form developers are prepared to give users the resources they need to follow these guidelines. Even larger salon and clinic chains employ programmers and designers to create their own online scheduling systems. However, there are two major drawbacks to this technique: it is time-consuming and costly. Our job is to locate a pre-made online appointment system that will enable you to tailor the form to the client’s needs to the greatest extent possible. Make sure to watch the several examples we’ve provided at the end of the article.

Making the right choice for your salon’s client registration system is essential to streamlining business operations. You can manage client information, expedite appointment scheduling, and guarantee a flawless customer experience with the correct system in place. It’s crucial to take into account the features, such as customer support options, ease of use, and integration with other tools, that will best support your business’s needs.

After selecting a system, be sure to devote sufficient time to properly configuring and educating your personnel on it. By doing this, you’ll maximize the benefits of the software and prevent any interruptions to your regular business operations. In order for your team to use the system efficiently and give your clients the best service possible, encourage them to become familiar with its features.

A client registration system can be a great asset to your salon and its clientele. You can make your workplace more efficient and well-organized by streamlining the appointment scheduling procedure and maintaining precise documentation. Over time, this may result in higher levels of client satisfaction and loyalty, which will ultimately support the expansion of your company.

A good manicure and pedicure business must have a client registration system that is chosen and used. A well-designed system can facilitate scheduling for both clients and staff, thereby streamlining appointments, decreasing no-shows, and enhancing customer satisfaction. This post will walk you through the process of choosing a system that best suits your company’s requirements and offer advice on how to use it to keep your salon operating efficiently.

Video on the topic

Initial settings: Working with the appointment log

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Appointment that works for you | Online appointment | where and how to register clients