Client profiles: every client's history in one place

What's on a client profile?

• Contact details and, if the client wants to share it, a date of birth.
• Notes: colour formula, how they like their cut, patch test results or allergies, "prefers a quiet appointment" and anything else worth knowing.
• Past tickets: which service, with which stylist, and when.
• Appointments: what's coming up and any past no-shows.
• Last visit date and number of visits, updated automatically.
• Tab balance, if they have one.
• Marketing consent and whether they're connected to Telegram.

No-shows build up on the profile

When a client misses an appointment, you mark it as a no-show in the diary and it's counted on their profile. If you can see someone often doesn't turn up, that's enough of a signal to ask them to confirm next time, or to keep your busiest slots for other clients. For more ways to tackle missed appointments, read our guide to reducing no-shows.

"We miss you" and birthday messages

It's hard to notice who has quietly stopped coming in; Makastam keeps an eye on it for you. In the settings you choose after how many days without a visit a client gets a "we miss you" message. If their date of birth is on the profile, they also get a birthday greeting once a year. These messages only go to clients who have agreed to marketing messages, and only during daytime hours in your salon's local time.

1. 1

   Get consent

   Tick marketing consent on the client's profile, or let them tick the box when they book online. Consent has to come clearly from the client.

2. 2

   Connect them to Telegram

   Create a personal Telegram link from their profile; the client taps it or scans the QR code. The link works once and is valid for a week.

3. 3

   Switch the messages on

   In the message settings, turn on "we miss you" and birthday messages, and set the number of days and the wording to suit your salon.

Messages go free of charge from the Makastam Telegram bot, and the client can opt out at any time by typing /stop. Sending these by WhatsApp is coming soon. More details: Telegram reminders.

Where does the profile information come from?

You don't have to fill profiles in by hand. When someone books online, their name and phone number create a profile automatically; if they book again with the same number, it links to the profile they already have instead of making a new one. Each closed ticket updates the last visit and visit count. If a client writes to you on Telegram, you can link that conversation to their profile from the Inbox. All that's left for you is the notes, and they're the most valuable part anyway.

Who can see it, and how is it kept safe?

Your client data belongs to your salon, and each salon's data is kept separate from every other. Someone logged in as a stylist only sees their own appointments and their own ticket lines. The client report lists new and returning clients, your most frequent visitors and those who haven't been in for a while, and you can export it to Excel whenever you like. How you handle personal data under UK GDPR or GDPR is your responsibility as the business; if you're unsure, take advice.

In hair salons the colour and treatment history is the most-used part of the profile; in barbershops it's the cut notes; in beauty salons it's treatment notes. Examples for your type of business: Hair salons.