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CONTENTS

Appointments

Till

Stock Control

Marketing

Staff & Commissions

Pricebook Maintenance

Discounts

Loyalty Schemes

Security

Index

iSALON USER GUIDE 2017

V11

V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 1

W a n t t o k n o w m o r e ? A s k a b o u t iSalon Academy t r a i n i n g

APPOINTMENTS

Navigation

Making a Single Service Appointment

1) On the date you wish to make the appointment, select the required timeslot within the requested team members

column

2) Locate your client by typing their name into the

Client List box, then select their record using the

Turquoise Code button

3) Select the required service from the Pricebook

Quick date picker. Plus, use the Last Week/Next Week buttons to go forwards and backwards one week at a time

Dual action button. 1) Select whilst on

the current screen to expand the page

view 2) Select whilst in Weekly View to

return to the current screen

Triple action button. 1) Select whilst on today’s date to

open the 3 month calendar. 2) Select whilst on any other

date to return to today. 3) Right click to access the

appointment dot explanation

Right click on a team members

name to access additional diary

options

4) Select the Tick if the client requested this team

member, otherwise select the Cross

https://www.i-salonsoftware.co.uk/product-category/training/








V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 2


Making a Multiple Service Appointment

Amend & Update an Appointment

1) Follow steps 1-2 in “Making a Single Service Appointment” then select the required services from the Pricebook

5) Select the Book Appointment(s) button

6) Select the Tick to complete the appointment

3) Select the Book Appointment/s button

4) Select Finish to complete

3) The services will now be booked onto the diary page

and the appropriate booking gaps entered where

necessary

1) Locate the appointment you wish to amend or update

2) To extend or reduce the booking time, hold down the Alt key on the

keyboard and then using the mouse, click and drag the appointment up

to reduce the time or down to extend

NB Bookings gaps on technical services are automatically entered at

45 minutes unless specified otherwise on the service record.

2) Confirm whether the client requested this team

member or not

3) For all other amendments, double click on the appointment to open up the Appointment Summary screen







V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 3


Cancel an Appointment

Delete an Appointment

1) Locate the appointment the client wishes to cancel and double click on it

to open up the Appointment Summary Screen

2) Select the Cancel Appointment button

3) Confirm that the client wishes to

cancel just this appointment or

(multiple bookings only) all

appointments for this day then select

the Confirm button to accept

NB A note will now be entered on the client record to show that they

have cancelled an appointment on this date

Mark as a non-arrival

(inserts an auto alert

message)

Apply a discount to the

appointment Change the client

Send an sms booking

reminder Print the clients notes

onto the receipt printer

Select a different price

level

Type in a reminder

message about the

appointment

Record who sold the

appointment

Place a grey dot on

the appointment to

show it’s confirmed

Change the service

1) Locate the appointment you wish to delete and double click on it to open

up the Appointment Summary Screen

2) Select the Delete Appointment

button 3) Indicate whether you wish to delete just this appointment or (multiple

bookings only) all appointments for this day, or all appointments for this day

and the future then select the Confirm button to accept

NB The Delete feature is designed to be

used only when the salon needs to

remove a booking from the diary. For

client cancellation, use the Cancel

button instead















V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 4


Copy an Appointment

Reschedule a Single Appointment

Reschedule Multiple Appointments

3) On the date you wish to move the appointment to, select the required

timeslot within the requested team members column and the new

appointment will then be entered onto the page

1) Locate the appointment you wish to copy and double click on it to open


2) Select the Copy Appointment button

3) On the date you wish to make the duplicate appointment, select the

required timeslot within the requested team members column and the new

appointment will then be entered onto the page

1) Locate the appointment you wish to copy and double click on it to open


2) Select the Reschedule Appointment button

5) Go to the date you wish to move the

appointments to, and one at a time, click

and drag the appointments into the

required timeslot within the requested

team members column

1) Locate the appointments you wish to copy and double click on one of

them to open up the Appointment Summary Screen

2) Select the Reschedule Appointment button

3) Select Yes to confirm you would like to reschedule them all

4) The appointments will then be placed on the booking clipboard at the top

of the diary screen

6) Select the Finish button on the Booking

Confirmation screen to confirm each

booking as you go along




V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 5


Repeat Bookings

New Client Appointment

1) On the date you wish to make the appointment, select the required timeslot within the requested team members

column

2) Type the name of the client into the Client List box,

then select the Create a New Client button

3) Complete the key contact information for this client,

not forgetting any alert messages that may be required

in the Notes section:

• Title

• Gender

• First Name

• Surname

• Contact Telephone

• Plus any other fields highlighted in red and

preceded a

NB The remaining fields should be completed

when the client visits the salon

3) Specify in weeks, how frequently

the booking should be repeated

1) Locate the appointment you wish to make multiple copies of and double

click on it to open up the Appointment Summary Screen

2) Select the Repeat Appointment button

4) Then use the calendar to specify

how far in advance the bookings

should be made

5) Select the Tick to confirm and the

bookings will be entered onto the diary

4) Select the Tick to save

5) Select the required service from the Pricebook and

Confirm whether the client requested this team

member nor not. Then select the Tick to complete the

appointment






V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 6


Client Record Cards – An Explanation

SA

LO

N A

DM

INIS

TR

AT

ION

Membership Code Use this field to record a Membership or Loyalty Card Number. This can be configured to automatically populate

Is a Team Member Place a tick here if the client is also a member of the team

Service Discount Use to allocate a permanent service discount to this clients record

Pay Via Account Sales

Placing a tick here will enable account (credit) sales for this client

Archived Placing a tick here will archive the clients record and remove them from the main client list

Product Discount Use to allocate a permanent product discount to this clients record

Disable Points Exclude the client from participating in a Client Loyalty Scheme

AB

OU

T T

HE

CL

IEN

T

Title e.g. Mr, Mrs, Doctor etc..

Gender Defaults automatically to Female

Firstname & Surname

Ensure correct spelling to avoid creating duplicate records

Age Group Record the clients age range and utilise it in targeted marketing campaigns

Birthday & Month Record the clients Birthday and utilise it by sending daily birthday texts

Occupation Record the clients occupation and utilise it in targeted marketing campaigns

Visit Frequency Record the clients anticipated frequency of visits and utilise it in targeted marketing campaigns

How Did They Find Us

Record how the client heard about you and utilise it to report on the success of your advertising mediums

Recommended By Use this field to record when an existing client recommends a new client to the salon. Can be linked to a promotional discount

CO

NT

AC

T A

ND

MA

RK

ET

ING

PR

EF

ER

EN

CE

S

Phone No’s Double check entry to ensure client is included in text marketing campaigns and receives booking reminders

Choose Preferred Contact Method

Use when multiple phone numbers are captured to indicate the best one to use

Email Double check entry to ensure the client can be included in email marketing campaigns

Has No Email Tick if the client does not have an email address

Address & Postcode Ensure correct spelling to maximize the ability to send postal mailshots, Birthday cards etc..

Exclude From Marketing

Place a tick here to exclude the client from any marketing selections and campaigns

Exclude from Booking Reminders

Place a tick here to exclude the client from booking reminders

Booking Reminder Notice Period

Use when the client requires an extra period of notice for their appointment reminders




V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 7


Rosters

Bookouts

1) Right click the team members column name at the top of the appointment

diary and select the Roster option

2) Use the calendar to set the shift start date to Today. (NB The start date will

always revert to a Sunday)

3) Set the Number of Weeks in Shift to the number of weeks in that Team Members

Shift Pattern e.g. if they work the same hours every week select 1. If they work

alternate Friday nights, select 2. If they have one weekend off in four select 4

4) Set the Number of Shifts to 20. This specifies how far ahead the roster will be

booked in for (Number of Shifts x Number of Weeks in Shift = Duration of Roster).

The Shift End Date will automatically update.

5) Enter the hours the team member works by typing the daily start time and end

time into each column. The first column being week 1, the second week 2, and

so on. If a day is left with a start time and end time of 0:00 it will assume the

team member does not work on that day and their column will be closed to

appointments.

6) Select the Save button to confirm

NB A roster can be amended at any stage by repeating these steps. These

changes will overwrite the existing roster

1) In the column of the team member you wish to book out time for, right click in the required timeslot and select the Bookout option

2) Select the Bookout reason from the dropdown list

3) Adjust the start and end times of the bookout using the up/down arrows.

4) To repeat the bookout on the same day each week select an End Date from the calendar and select the day it is to be repeated on from the Days box

5) Select the tick to save













V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 8


TILL

Navigation

Selling a Product

NB Use this process only when creating a bill for a walk in client who is just purchasing retail products or gift vouchers

1) Select the Counter Sale button on the till screen

2) Scan the product in using the Barcode Scanner or select the

Retail button to open up the Retail Pricebook and locate the

product by selecting the relevant Supplier, and Category buttons

3) Select the Pay This Bill button to proceed to the

payment screen

4) Select the relevant method of payment, then

select the Complete This Bill button two times to

complete the transaction

Review and Edit

Historical Bills Find a Product

or Service

record

Mark as a

Request client

Print a Receipt

Bill breakdown &

value

Select when starting a

bill for a walk in client to

open up the client list

Retail Pricebook

Create a bill for a walk

in client who has no

client record

Save the bill in the

In Salon Clients list

Sell a Voucher

Cancel the Bill
















V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 9


Selling a Walk In Appointment

NB Use this process only when creating a bill for a walk in client who does not have an existing appointment

1) Select the Start a New Bill button on the till

screen

4) Select the service the client has requested from the

Service Pricebook, and confirm if prompted whether

the client has requested that team member

5) Select the Pay This Bill button to proceed to

the payment screen

6) Select the relevant method of payment, then select

the Complete This Bill button two times to complete

the transaction



turquoise Code button. Alternatively, select the Create

a New Client button to create a new record

3) Select the name of the Team Member who will be

performing the service

7) The Rebooking Reminder window will then appear, providing you

with the following options:

• Rebook All Of These Services – Select this to copy the

appointment/s the client has just paid for and place them

onto the top of the appointment screen, ready to be booked

in on the chosen date

• New Appointment For This Client – Select this to make a

new appointment for the client, but with a different service

to the one they have just paid for

• Finish – Select this if the client does not wish to make a new

appointment




V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 1 0


Selling a Voucher

Selling a Course

4) Select the Sell Voucher

button

7) Tick to save, then select the Pay This Bill

button to proceed to the payment screen

9) When the Rebooking Reminder window appears,

select the appropriate action as required.

5) Type the Voucher Number into the box and if

applicable specify an expiry date, then select the Tick

to continue

6) Click on the Edit button alongside the £0.00 value in

the List Price column and type in the selling price of the

voucher


screen



turquoise Code button. Alternatively, select the

Counter Sale button

3) Select the name of the Team Member who is selling

the Voucher

8) Select the relevant method of payment, then select the

Complete This Bill button two times to complete the

transaction

4) Select the course the client has requested

from the Service Pricebook.


screen



turquoise Code button.

3) Select the Retail team member




V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 1 1


Taking a Deposit

6) Select the Pay This Bill button to proceed to the payment screen

7) Select the relevant method of payment, then select the Complete

This Bill button two times to complete the transaction

8) When the Rebooking Reminder window appears, select the

appropriate action as required.

5) The course details and expiry date will then appear on the screen. Select the Save button to continue, and if prompted select the No button to advise that the client has not requested that team member

NB The details of a Course can be seen on the

Overview section of a Client Record Card. When a

service that has been purchased as part of a course

is booked onto the appointment diary a 100%

discount will automatically be applied to the bill

6) Tick to save, then select the Pay This

Bill button to proceed to the payment

screen

5) Click on the Edit button alongside the £0.00 value in the List

Price column and type in the value of the deposit

7) Select the relevant method of payment, then select the Complete This Bill button two times to complete the

transaction

8) When the Rebooking Reminder window appears, select the appropriate action as required.

nder window that appears

NB The details of a deposit can be viewed in the Profile section of a Client

Record Card within the Balance field. When the client is next taken to the till

screen the value of their deposit will be shown below their name.

4) Select the Credit Account button


screen




3) Select the name of the team member who is taking

the deposit




V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 1 2


Paying for an Appointment

Paying for a Service from a Course

3) Select the Pay button alongside the name of the client whose bill

you wish to pay

1) Locate the appointment you wish to pay for, double click on it to open up the Appointment Summary screen,

then select the Arrive Client button

2) Select the In Salon Clients button

1) Locate the appointment you wish to pay for and double click on it

to open up the Appointment Summary screen

2) Select the Arrive Client button

3) A red line will be placed through the appointment to indicate the

client has arrived, and their bill will be created and stored within the

In Salon Clients List


5) Select the Pay button alongside the name of the client whose

bill you wish to pay

6) Select the Pay This Bill button to proceed

to the payment screen


transaction

8) When the Rebooking Reminder window appears, select the appropriate action as

required.

9) The department line on the appointment will now be shaded black and a red cross will be placed through it to indicate the bill has been paid

nder window that appears

4) A 100% discount will be automatically applied to

the bill because the service has already been paid for

as part of a course.


payment screen




V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 1 3


Paying with a Deposit

Paying by Voucher

1) Locate the appointment you wish to pay for, double click on it to open up the Appointment Summary screen, then

select the Arrive Client button

6) Select Pay Via Account as the method of payment,

and type in the amount the client has pre-paid,

followed by the Complete This Bill button

7) To complete the transaction select the Complete

This Bill button a second time, or, if an additional

payment is required select the relevant payment

method first

8) When the Rebooking Reminder window appears,

select the appropriate action as required.

4) The amount the client has pre-paid (Account in

Credit) is shown as a minus (-) value beneath their

name


payment screen


transaction

8) When the Rebooking Reminder window appears, select the appropriate action as required.

NB The outstanding balance on the course will be

reduced automatically and the remaining balance can

be viewed on the Overview section of the clients

Record Card.


you wish to pay

1) Locate the appointment you wish to pay for, double click on it to open up the Appointment Summary screen,

then select the Arrive Client button



you wish to pay





V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 1 4


Applying a Discount

Changing Prices

4) Select the Pay This Bill button to proceed to

the payment screen

1) Ensure the bill you wish to apply a discount to is open

within the till screen

3) Select the name of the Discount you wish to apply from the list

4) The bill value will then be reduced accordingly and the bill

can be paid in the usual way

3) Type the new price onto the number pad that appears, then select the Tick to continue

5) Select Voucher as the method of payment, and type in

the Voucher Number followed by the Enter key.

6) Select the Save button to continue

7) If additional payment is required select the relevant payment method

first. Otherwise select the Complete This Bill button twice to complete the

transaction.

8) Any remaining balance on the voucher will then be shown on screen

2) Select the Apply Discount button, alongside the bill item you wish to discount

1) Ensure the bill you wish amend is open within the till

screen

2) Select the Edit button alongside the List Price of the item you wish to amend

4) The bill value will then be amended accordingly and the bill can be paid in

the usual way






V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 1 5


Changing Quantity

Change Team Member

Change Client

Remove a Service from a Bill

4) The clients name will then be amended accordingly and the bill can be paid in the

usual way

3) Select an alternative team members name

from the list

4) The team members name will then be amended accordingly, and the price will adjust to reflect any change in

price level

3) Type the new quantity onto the number pad that appears, then select the Tick to continue


screen

2) Select the Edit button alongside the Qty of the item you wish to amend

4) The quantity and total price will then be amended accordingly and the bill

can be paid in the usual way


screen

2) Select the Edit button alongside the Team Members name

5) The bill can be paid in the usual way

3) Select the Client button and choose an alternative client record from the client

list


screen

2) Select the Edit button within the Description column- alongside the clients name


screen

2) Select the Edit button within the Description column- alongside the name of the service

3) Select the Clear button

4) The service will be removed from the bill and the bill can be paid in the usual way




V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 1 6


Charge at Different Price Level

Refunds

NB It is imperative that both the correct client, the correct team member and the correct payment method are selected when performing a refund, as discrepancies can occur within financial reports and commission calculations when historical data is adjusted.

4) Select a new price level from the drop down

list


screen

2) Select the Edit button within the Description column- alongside the name of the

service

3) Select the Charge at Different Price Level

button

5) The price will be amended accordingly and the bill can be paid in the usual way


screen




3) Select the name of the Team Member who originally

performed the service, or sold the product that requires

refunding

4) Select the exact same service or the product that

requires refunding from the Pricebook

5) Select the Edit button within the Description column- alongside the

name of the service/product

6) Select the Refund button

7) The bill value will now turn into a minus (–) figure.

8) Select the Pay This Bill button to proceed to the payment screen and the bill can now

be processed using the original payment method in the usual way.




V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 1 7





V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 1 8


Editing a Paid Bill

NB Please ensure extreme caution when editing bills that have already been paid, as discrepancies can occur within financial reports and commission calculations when historical data is adjusted.

1) Select the Review Bill button on the till screen

3) The bill can now be amended as required, using the methods illustrated on pages 14-16 of this guide. (If no

changes are required at this stage proceed to step 4

6) Select the Complete This Bill button two times to

complete the transaction

2) Highlight the bill that requires amending, then select

the Edit button to reopen the bill in the till screen

5) If the bill value has not changed during the editing process, proceed to step 6. Otherwise, de-select the original payment method/s used for this bill, then re-select the correct payment method/s. This will ensure that the revised price of the bill is correctly recorded alongside the relevant payment method.

4) Once all the necessary changes have been made, select the Pay This Bill button to proceed to the payment screen




V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 1 9


Cashing Up

NB It is important to ensure that all appointments have been paid and that no bills remain open in the In Salon Clients List before proceeding with the Cash Up

1) Select the Cash Up button located towards the bottom left of the main i-salon

screen

2) A breakdown of the salons takings since the last cash

up was performed will then appear

3) Select the Next Step button to continue

4) The value recorded against each different method of payment in i-

Salon will then be shown on screen.

5) Check these values against the actual takings received in the till to

ensure they all match. Any discrepancies should be investigated and

rectified where necessary using the Review Bill function

6) Select the Complete Cashup button to continue

7) Select Yes to confirm that this is the final cash up and that you

wish to re-set all the totals to zero for the following day.

8) You will then be prompted to insert a memory stick so that the

Backup can take place. Select Yes, and follow the on screen prompts

to proceed

9) Once the backup is complete the End of Day reports will then be

generated on screen. These should be printed off and retained safely

for future accounting purposes




V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 2 0


STOCK

Implementing Stock Control - Checklist Before you start, read through the following checklist to ensure you are familiar with all the processes involved to fully implement a successful Stock Control procedure at your salon. It will take some time to get up and running, but once you are the process is very simple and easy to maintain. Plus, you will be able to create your orders or check how much you have in stock of a particular item at the touch of a button. We would recommend concentrating on just one supplier to start with, and this will enable you to iron out any potential complications along the way. Once you are happy with that supplier, activate another, and so on…

Step 2 Add any new product records required

Step 3 Edit the details of any incorrect product records

Step 4 Deactivate or archive any unwanted product records

Step 5 Decide on your minimum and maximum stock levels for every product and enter these levels onto the individual product records. At the same time, activate Stock Control.

Step 6 Print an updated copy of the Product Listing Report and use it to carry out a full salon stock take

Step 7 Input your stock take results onto i-salon

Step 8 Input the names of all your suppliers onto the Wholesaler screen

Step 9 Create, amend and receive your purchase orders as required

Step 10 On an ongoing basis ensure any products removed from stock and not sold through the till are recorded under the appropriate reason in the Goods Movement screen

Step 11 Carry out a regular stock take – ideally monthly

Product Listing Report

1) Select Menu – Reports – Stock – Product

2) Select your chosen Supplier/s followed by the Confirm

button

3) i-Salon will then generate the report

4) Print off a copy of the report and manually work through

it, checking that all the details are correct, in particular the

Cost Price (excluding VAT) and List Price (Selling Price)




V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 2 1


Add a Product

Modify a Product

Deactivate a Product

1) Select Menu – Setup – Master Files – Setup Pricelist

2) Select Add Product and fill in each field as indicated

below

The full name of the product

The Category

The VAT Rate

The Supplier

The Aspect Code (5*

Reports)

The Selling Price

The Cost Price (ex VAT)

The Barcode

The Pack Size

3) Once you have finished filling in all of the required fields, select the Tick to save. The product will now appear

as a new button on your Retail Pricebook

1) Select Menu – Setup – Master Files – Setup Pricelist - Retail

2) Locate the product you wish to modify by selecting the

relevant Supplier button, followed by the Supplier Line

(Category) button, followed by the product button itself

3) You can amend any of the product record information by

changing the text in the appropriate area of the screen. Once

you have finished amending all of the required fields, select

Save.

The name that

should appear on

the Pricebook


2) Locate the product by selecting the Supplier button, followed by

the Supplier Line (Category) button, followed by the product button

itself

3) Remove the tick from the Active box and the Stock Control box,

then select Save.

4) The product will still appear on the Product Listing report, but

will no longer show as a button on the Retail Pricebook.















V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 2 2


Archive a Product

Establish Stock Levels & Activate Stock Control

NB It is crucial to get the Min & Max stock levels right in i-Salon, as it uses this information to determine how many

products it needs to order. To clarify: the Min Level is the re-order level and the Max Level is the most that would be

in stock at any one time. A product will only be included on an order when the Current Qty drops below the Min level,

and it will order enough items to bring the Current Qty back up to the Max level.

Input Opening Stock

1) To input your levels select Menu – Setup – Master Files

– Setup Pricelist - Retail

2) Locate the first product you wish to update by selecting

the relevant Supplier button, followed by the Supplier Line

(Category) button, followed by the product button itself

3) Type the Minimum stock level into the Min Level box

and the Maximum stock level into the Max Level box

4) Activate Stock Control by placing a tick in the Stock Control box. Failure to do this will result in the product not

appearing on any stock reports or purchase orders created in i-Salon

5) Once you have finished updating all of the required fields, select the Save button and repeat this process

for all other products within the supplier range


2) Locate the product by selecting the Supplier button, followed by

the Supplier Line (Category) button, followed by the product button

itself

3) Remove the tick from the Active box and the Stock Control

box, then place a tick in the Archive box

4) Select Save.

5) The product will no longer appear on any of the i-salon

reports, nor will it show as a button on the Retail Pricebook

NB Archived records will still be included in

historical reports

1) Select Menu– Stock— Goods Movement

2) Using the Select A Movement Type option, select the Opening

Stock reason

3) Locate the first product you wish to adjust and select the Edit icon

alongside the Selected Qty field and change the value to the amount

you wish to add into stock

4) Select the Confirm Changes button to save








V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 2 3


Wholesalers

Create a Purchase Order

2) Select the New button at the top of the screen

3) Fill in the wholesaler/suppliers contact

details, then select the tick to save

1) Select Menu – Setup – Master Files - Wholesaler

1) Select Menu—Stock—Purchase Orders, then select

the Re-Order button at the top of the screen

2) Select the relevant supplier button, then select the

Confirm button to generate the order

3) A new Purchase Order will automatically be created and will

appear as a new line on the Purchase Order summary screen.

Highlight the order and select the Edit button at the top of the

screen to open it

4) Type a reference number or code for this order into the

Purchase Order Reference box

5) Select the drop down arrow to the right of the Wholesale

Supplier box and select the relevant suppliers name from the list

6) Select the drop down arrow to the right of the Delivery Date

box to select the expected date of delivery from the calendar

7) Amend the order as required and once complete select

the Confirm Changes button to save:

• Adjust the amount ordered in the Quantity Ordered

column

• Remove an item by selecting the product name,

then selecting the Clear button

• Adjust the cost price in the Individual Cost column

8) The Status of the order on the Purchase

Order summary screen will now be Open.

Select the Print icon at the bottom of the

screen to view a printed version and send

a copy to your report printer







V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 2 4


Receive a Purchase Order

Goods Movement

Stock Take

1) Select Menu – Stock – Purchase Orders

2) Highlight the order that has been delivered and select the Edit button at the top of the screen

3) Select the Mark All Items As Received button to transfer the number of products ordered into the Order/Amount Received column

1) Select Menu– Stock— Goods Movement

2) Specify the correct goods movement reason for your purpose i.e.

Salon Use to account for products used in the salon

3) Locate the first product you wish to adjust by selecting the

Supplier, followed by the Supplier Line (Category), followed by the

product button

4) Select the Edit icon alongside the Selected Qty field and change

the value to the amount you wish to deduct from / add into stock

5) Select the Confirm Changes button to save

4) To adjust any items that have been short delivered or were out of stock select the value in the Amount Received column, type in the actual quantity received, then select the tick to save

5) Select the Confirm Changes button to accept the

order and the stock levels will then be updated accordingly with this information 6) The Status of the order on the Purchase Order summary screen will now be marked as Completed

1) Select Menu—Reports—Stock—Stock Take Report—

Select All Suppliers—Confirm

2)

3)

2) Count all the items on the shelves in the salon and write the number in the box alongside the relevant product

record 3) Use Goods Movement to commence entering these stock take results into i-salon, ensuring the correct goods

movement type is selected








V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 2 5


MARKETING

Smart Marketing - Checklist

Before you begin any Marketing Campaigns in your salon, read through the following checklist to ensure your client database is up to the task and you aren’t going to be wasting money targeting clients twice because they have duplicate records, or targeting clients who only ever visited the salon on one occasion, three years ago. Be sure to plan your marketing too. Try timing your promotions to coincide with local and/or seasonal events, and use some of the financial reports available in i-salon, such as the Six Month Trend and the Weekly Sales Comparison to pinpoint historical lulls in the business that a simple promotion might help with. It’s not about quantity, but quality. A small selection of well timed, well thought out promotions are much more professional, and will be much more successful, than lots of last minute ones, sent on a whim because the diary is looking a bit quiet next week

Step 1 Implement a basic procedure for registering the details of all new clients to the salon

Step 2 Consider activating some of the Client Rules options available in i-salon, to ensure specific information is always captured

Step 3 Consider activating the Client Verification feature to intermittently confirm your clients details are still accurate and up to date

Step 4 Identify any duplicate client records in your database using the report and then merge them together as necessary

Step 5 Archive the records of inactive clients who have not visited the salon in the past twelve months

Step 6 Maximise your appointment potential by filling any gaps highlighted in the Unsold Appointments (Menu-Reports-Key Reports) and Income Projection (Menu-Reports-Appointments)

reports

Step 7 Pinpoint the historical peaks and troughs of your business using the Six Month Trend (Menu-

Reports-Graphs) and Weekly Sales Comparison (Menu-Reports-Salon) reports

Blank Record Cards

1) Select Menu – Reports – Client Reports

– Blank Record Cards

2) Print off multiple copies, and hand out

to new clients when they first visit the

salon.

3) Locate the clients existing record by selecting a

blank space on the appointment diary and typing

their name into the Client List box

4) Update the information on the clients record card

using the information on the completed form and

tick to save




V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 2 6


Client Rules

Client Verification

1) Select Menu – Setup – Configuration - People

1) Select Menu – Setup – Clients – Client Rules

Not Required – indicates the field is not mandatory and does not require completing

For Create and Transaction – indicates the field is mandatory and must be completed when creating a new

client record card or before putting a bill through for an existing client

For Transaction Only - indicates the field is mandatory and must be completed before putting a bill through

for a client

The Required column

is used to specify

whether the field

should be mandatory,

and at what stage the

information should

be filled in (see note

below)

The Validation column is used to

specify the format that should be

entered into that field e.g. numbers

only

Place a tick in Hide From Client

Record Card to remove the field

from the standard client record

card layout

When the corresponding Validation

column is in use, tick to ensure

existing records are also checked for

compliance

Use the Default Value field to automatically enter the same

information on each new record card e.g. the Town or City

name

Specify the number of days between

each check of the information

contained within a client record card

e.g. 365 then select the Tick to confirm










V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 2 7


Duplicate Clients

Client Merge

Marketing Essentials

1) Select Menu – Reports – Other Reports

– Client Reports – Client Duplication

2) Suspected duplicate records are shown

alongside each other, with the duplicated

fields being highlighted in red.

3) Once you have ascertained which

records are definitely duplicates, they can

then be merged together into one record

using the process illustrated below

1) Open up the client list by selecting either a blank timeslot on the appointment diary, or the Start a New Bill

button on the till screen

2) Type the name of duplicate

client into the Client List box at the

top of the screen and all clients

with a matching name will appear

3) Place a tick alongside the records that have been duplicated and select the Merge Selected Clients button at the top of the screen

4) Place a tick alongside the client record you wish to retain, i.e. the record with the most up to date and accurate contact details, then select the Merge Clients button to continue

5) Select Yes to confirm you would like the selected records to be merged

1) Select Menu – Client Marketing

2) Select one of the pre-set searches from the list. (A brief explanation of the search is shown at the bottom of the screen)

3) Select Run Selection to generate your list of

clients




V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 2 8


Advanced Marketing

4) A list of clients matching the

search criteria will then appear on

screen

5) These clients can now be

contacted using your chosen

method of communication, or their

records can be simultaneously

updated with a note or alert

message

Print

Address

Labels

Copy the email addresses and use

these to paste into the BCC

address field on a new email

Add a note or alert

message to the

record card

Send an SMS

text message

1) Select Menu-Client Marketing-Marketing Advanced

Mode

2) Select Add a Search Criteria to begin creating your own

bespoke search. For example, to locate the regular clients

of a particular team member over the past 12 months:

• Select Regular Team Member as the Criteria,

select the team members name, then select

Accept Criteria

• Select Add a Search Criteria and set Number of

Visits as the Criteria. Then set the number as zero,

the Comparison as More Than and the date range

to the last 12 months

• Select Accept Criteria, followed by Run Selection

to generate the list of clients

3) The clients can now be contacted using your

chosen method of communication.










V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 2 9


Saving a Marketing Search

Loading a Saved Marketing Search

1) Select Menu-Client Marketing-Marketing

Advanced Mode

2) Type the name of your search into the Client

Selection Name field at the top of the screen e.g.

Regular Clients in Last 12 Months

3) Select Add a Search Criteria and begin creating your

own bespoke search. (TIP – Use the Smart Date Picker

so that any date ranges will automatically update each

time you run the search)

4) Once you have finished building your search, select the Save Client Selection

for Later button at the bottom of the screen

5) Select the OK button to confirm

1) Select Menu-Client Marketing-Marketing Advanced Mode-Load

a Saved Client Selection

2) Highlight your saved search on the list and Select to continue

3) The saved search criteria will then be loaded onto the marketing

screen

4) Update and/or amend the search criteria as

required, and when ready select the Run Selection

button to generate the list of clients

5) The clients can now be contacted using your

chosen method of communication.






V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 3 0


SMS Marketing

Email Marketing

5) A confirmation message will appear showing whether the messages

were successful, and the full details of the messages which were sent,

plus any failures due to missing/incorrect mobile numbers, can be

viewed within the SMS Message Centre. The Message Centre is

accessed by selecting the SMS button at the top right of the main i-

salon screen

1) Select Menu – Client Marketing and generate your list of clients using either a Marketing Essentials or

Advanced Marketing search

2) If required, you can remove any clients who

have future appointments by selecting the Hide

Clients with Bookings button, then select the Send

SMS button at the bottom of the screen

3) Type your message into the text box that appears, remembering

to keep within the 160 character limit to ensure only one text credit

is used per client

4) Once you have finished composing your message, select the

Send SMS button to send a copy to each client on the list who has

a valid mobile phone number on their record card



2) If required, you can remove any clients who

have future appointments by selecting the Hide

Clients with Bookings button, then select the

Copy Emails button at the bottom of the screen

3) A confirmation message will then appear showing how

many emails have been copied.




V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 3 1


MailChimp Email Marketing

4) You will now need to open up your

email account, and create a new

message

5) To enter the recipients email

addresses right click in the BCC address

field and select the paste option. This will

insert the copied email addresses from i-

Salon into the BCC address field

6) Now you can type in the content of

your message. Once you have

completed creating the message, select

the Send Button to send the message to

all of the clients from the list

NB Please note that this method should only be used for small scale e-shot campaigns only (i.e. less than 50

recipients) When sending to a large proportion of your database you should use a suitable handling system

such as Mailchimp. You must also include an opt-out, for example, 'To unsubscribe, email UNSUBSCRIBE and

your name and address to xxxxxxxxxx [salon email address]'. You must then remove opted-out data from

future marketing campaigns. If you are using Mailchimp, an unsubscribe option is automatically included for

you.

MailChimp email marketing software enables you to design, send and share professional looking, targeted

email newsletters to selected clients from your i-Salon database. It integrates directly with i-Salon and is

completely free to use providing your client lists do not exceed 2000 subscribers, and you send no more than

12,000 emails monthly. You can also track the results of your campaigns, and clients who no longer wish to

receive emails from you can quickly and easily unsubscribe.

To get started, all you need to do is create your MailChimp Account, link the account to i-Salon, and then

import your saved client marketing searches. i-Salon will then automatically synchronize the client lists,

ensuring that new clients who comply with the search criteria are automatically included and added to the

list.

1) To set up your MailChimp account go to http://mailchimp.com/ and follow the on screen instructions

Select Sign Up For Free &

follow the on screen

instructions to create your

account

2) You will now need to link your MailChimp account to i-Salon. To do this contact the support team on 01522

887200




http://mailchimp.com/


V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 3 2


3) To decide which of your saved marketing searches you would like to use in MailChimp, select Menu-Client

Marketing-Marketing Advanced Mode-Load a Saved Client Selection

4) Make a note of the marketing search you would like to use (please

note that the exact same spelling and format must be used when

creating the list in MailChimp, otherwise the clients will not be

imported).

5) You can now commence creating your list of subscribers in

MailChimp. Go to http://mailchimp.com/ and select the Lists option

from the menu. Select Create List, and enter all of the relevant details

about your list onto the form.

6) Once you have filled in all the details select the Save button to continue.

7) The next step is to set up the synchronisation process in i-Salon which

will import the clients generated from the marketing search into the

subscribers list in MailChimp and keep them regularly updated

8) To do this select Menu–Client Marketing–Email Marketing Manager–

New

Remember to ensure the List Name is exactly the

same as the saved marketing search in i-Salon

9) Select OK to

continue and then

highlight the name of

the saved marketing

search from the list

that appears

11) Highlight the new sync list entry and select the Sync Now

button. This will trigger the marketing search to run and generate

the list of clients. These are then exported onto the MailChimp

subscribers list

12) Once synchronisation is complete, the sync list entry will be

updated to show the time it took place and the number of clients

exported. i-Salon will then continue to automatically synchronise

this list every 24 hours, ensuring that the MailChimp subscribers

list is always up to date

10) Press the Select button to add the saved search to the sync list

You can now use MailChimp to create your very first Email Campaign using one of the fantastic templates

provided. In no time at all you will have a professional looking email which can then be sent to each of the

clients on your saved list.




http://mailchimp.com/


V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 3 3


Automatic SMS Marketing

1) Select Menu – Client Marketing – Setup

Auto SMS Messages

2) Select New Automatic SMS

Message

3) Select the Who button to specify who will receive the message

5) Select Next Step to generate your list of clients, then select

Save and Exit to continue

6) Select the When button to specify the time and frequency

of sending the messages

7) Make your selections, then select Save and Exit to continue

8) Select the Message button to create the message content

• Select the All Clients option to message all clients in the salon database

• Select the Use Marketing Essentials option to message clients using a pre-set search

• Select the Use Advanced Marketing option to message clients using a new bespoke search

• Select the Use a Saved Client Search option to message clients using a previously created marketing search

9) Type your message into the text box.

• Aim to keep within 160 characters to ensure only

one text credit is to be used per client

• Utilise the Merge Fields options to personalise

the message with information taken from the

clients individual record cards

• Include the salon phone number so the client can

contact you easily

10) Select Save and Exit to continue








V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 3 4


Archiving Client Records

NB Archiving a record does not remove its history so it will still appear on

any historical reports. Archived records can be reinstated via the client list

at any time

11) To finish off select the Review and Activate button

12) Give the message a unique name e.g. Lapsed Colour Clients, and check that all the details are correct.

13) Select Yes to Activate Schedule, then select the Save and Exit button and the new automated message will be added to the scheduled list



2) Remove any clients who have future

appointments by selecting the Hide Clients with

Bookings button

3) Select the Archive All button at the top of the

screen




V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 3 5


STAFF & COMMISSIONS

Add a Team Member

Move Diary Columns

Allocate Skills by Category

2) A new column will then be added to the appointment diary, and a new button added to the till screen

3) In the Appointment Book section, highlight the team

member whose column you wish to move, then use the up and

down arrow buttons to amend the column order

4) Select Save to confirm

1) Select the button located on the bottom right hand corner of the appointment diary

1) Select Menu – Setup – Master Files – Team

Members

2) Select the Sequence button at the top of the screen


Members

2) Highlight the record you wish to allocate skills to, then

select the Edit button at the top of the screen

3) Select the Skills tab at the top of the team member

record

Type their

first name

here Select the

Price Level

Select their

Security Level

Select the Appointment

Book they should appear

on

Type their

Pin Number

here

Select Save to

create the record

Type their full

name here

Remove the tick

from the Do Not

Book After box












V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 3 6


Allocate Skills by Individual Service

Modify a Team Member

4) Place a tick alongside each category the team

member is qualified to perform, then select the Tick to

Save

NB If the team member is booked in to carry out a

service from a category that is unticked, a warning

message will appear on the appointment diary stating

that they are not qualified to perform it

4) Select Add Service and select the first service the

team member is qualified to perform from the

pricebook. Continue until all services have been

selected, then select the Tick to Save


Members

2) Highlight the record you wish to allocate skills to, then

select the Edit button at the top of the screen

3) Select the Ind Skills tab at the top of the team

member record

NB If the team member is booked in to carry out a

service that is not selected, a warning message will

appear on the appointment diary stating that they are

not qualified to perform it


Members

2) Highlight the record you wish to allocate modify,

then select the Edit button at the top of the screen

3) You can amend any of the team members

information by changing the text in the appropriate

areas of the screen. Once you have finished amending

all of the required fields, select the Tick to save.




V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 3 7


Deactivate/Archive a Team Member

Commissions

2) Highlight the record you wish to deactivate or archive,


3) To Deactivate the team member only, remove the tick

from the Appointment Book Active box and the Till

Active box. The team member will then be removed

from the appointment diary and the till screen

accordingly

4) To Archive the team member, complete both steps

as shown above, plus place a tick in the Archived box.

5) Once you have finished amending all of the required

fields, select the Tick to save.

NB Archiving a record does not remove its history and it will still therefore appear on historical reports. Please

also note that a team members column must be free from appointments and bookouts before it can be removed

from the diary page


Members

2) Highlight the record you wish to set the Commission

on, then select the Edit button at the top of the screen

3) Select the Commission tab at the top of the record


Members

Type in their Basic

Wage if applicable

If applicable type in the % paid

for Technical work passed on

Enter retail commission here when it as calculated as a %

of sales. E.g. for a flat rate of 10% type £999999.00 into the

first value box and in the box alongside type 10

Enter service commission here. E.g. for a flat rate of

30% type £999999.00 into the first value box and in

the box alongside type 30

Enter commission for technical work here only if it

differs from the service commission.









V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 3 8


Targets – Individual Performance Status

Targets – Individual Performance Report

NB If commission is calculated on a team members takings inclusive of VAT go to Menu-Setup-Configuration-

Reports and place a tick in the Reports Include Vat/Tax box

1) Right click on the team members diary column and

select the IPS option from the list

4) The amount of commission owed to a team member is shown on the following reports:

• Commission Report Menu-Reports-Other Reports-Team-Commission

• Commission Summary Report Menu-Reports-Team-Commission Summary

• Commission Detailed Report Menu-Reports-Team-Commission Detail

2) Calculate the team members daily, weekly and monthly

targets for Clients, Services and Retail, then enter these

values into the target fields as shown

3) The Actual fields will update automatically with every

bill that is put through, and the % column shows how far

they are towards achieving each target.

4) The Utilisation field updates automatically as

appointments are booked, and shows how busy they are as

a % of their appointment potential

2) Highlight the record you wish to set the targets on,


3) Select the Targets tab at the top of the record


Members

Input the team members targets for Number of

Clients, Request %, Utilisation % and Average Bill,

then select the Tick to save (see Note on the

following page)

NB The monthly salon and retail targets are also used

by the Team KPI Report to compare against their actual

service and retail results





V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 3 9


Targets – Salon KPI Report

5) To generate the Individual Performance Report select Menu-Reports-Team-Individual Performance.

6) Select the team members name, specify the date range (see note below) and then select the tick to continue

This bar chart shows a

breakdown of the different

client types in the period

The pie chart shows a

breakdown of the

different types of

service performed in the

period

This bar chart shows how

well the team member has

performed against their

targets in the period

The Statistic section

shows a more detailed

breakdown of how well the

team member has

performed against targets

The Comparison section

shows a breakdown of

the team members

takings and client counts

for this, and the previous

3 periods

NB A team member’s

targets can be Weekly,

Monthly or Quarterly, as

long as the date range

used when running the

report reflects this e.g.

For weekly targets, run the

report for a week. For

monthly targets, run the

report for a month

1) Select Menu – Setup – Configuration – Reports

2) Type the monthly salon services target into the Salon

Services Target box and the monthly salon retail target

into the Salon Retail Target box

3) To generate the Report select Menu –

Reports – Key Reports – Salon KPI.

4) Enter the start and end date of the month you

would like to report on, then select the tick to

continue









V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 4 0


PRICEBOOK MAINTAINANCE

Add a Service


2) Select Add Service and fill in each field as indicated

below

3) Select the Price Bands tab and fill in each field as indicated below

Input the selling price

alongside each different price

level

4) Select the Deductions tab and fill in each field as

indicated below

Alongside each different

price level, input the time (in

minutes) it takes to carry out

this service

For technical services only,

input the development time (in

minutes)

The Aspect Code (5* Reports)

Tick if the Service

can be booked

online

Tick if a Skin test is

required

The full name of

the Service

Department e.g.

Stylist Services

Category e.g

Styling

VAT Rate

The name that

should appear on

the Pricebook

5) Select the Advanced tab and fill in each field where required
















V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 4 1


Modify a Service

Deactivate/Archive a Service

3) You can amend any of the Service record information by

changing the text in the appropriate areas of the screen.

Once you have finished amending all of the required fields,

select the Tick to save.

6) Once you have finished filling in all of the required fields, select the Tick to save. The Service will now appear

as a new button on the Pricebook


2) Locate the service you wish to modify by selecting the

relevant Department button, followed by the Category

button, followed by the Service button itself


2) Locate the service you wish to deactivate or archive by

selecting the relevant Department button, followed by the

Category button, followed by the Service button itself


2) Locate the product you wish to deactivate or archive by

selecting the relevant Supplier button, followed by the

Supplier Line (Category) button, followed by the product

button itself

3) To Deactivate the Service record only, remove the tick from

the Active box, and if applicable remove the tick also from the

Internet bookings box. The Service will no longer appear as a

button on the Service Pricebook.

4) To Archive the Service, complete both steps as shown above, plus place a tick in the Archived box. The service

will no longer appear on any of the i-salon reports, nor will it show as a button on the service Pricebook

5) Once you have finished amending all of the required fields, select the Tick to save.

Notes entered here will

appear as a Pop Up

reminder message when

the service is booked

onto the diary

Notes entered here will appear in the

description field of iBookings

Select the magnifying

glass to locate a Product

to link to this service. A

Pop Up reminder will

then appear on the till

screen asking if the

product should also be

added to the bill.

Notes entered here will appear as a

mouse over on the service pricebook








V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 4 2


DISCOUNTS

Discounts

1) Select Menu – Setup – Master Files – Discounts

Setup


(If applicable) Type the

barcode for the discount

here

Type the name of the

Discount here

(If applicable) Select

a Discount Category

Place a tick in the

Active box

Tick if the discount

should be applied to

the entire bill

Tick if commission

is paid on the

original bill value

before the discount

is applied

3) To exclude a service from the offer/promotion, select the Service

Rules tab at the top of the discount record, highlight the service

description in the top left hand box, and select the down facing

arrow to move it to the bottom left hand box

4) If the discount is only valid when two or more services are bought

at the same time, highlight the additional service in the bottom right

hand box, and select the up facing arrow to move it to the top right

hand box

5) To exclude a product from the offer/promotion, select the Retail

Rules tab at the top of the discount record, highlight the product

name, then select the down facing arrow to move it to the bottom

box

Type in either a

discount amount, a

discount %, or a

fixed price

offer/promotion

Tick here if the

discount can only

be applied with a

copy of the advert

or promotion

Specify the date range that

the discount is valid from and

until

6) To exclude a team member from the offer/promotion, select the

Team Member Rules tab at the top of the discount record

Tick if the discount is available to

New clients only
















V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 4 3


Rebooking Discount

9) Enter the times that the discount can be used alongside the

relevant days of the week.

10) Place a tick alongside any day where the discount cannot

be applied

11) To configure the discount for use by a 3rd Party Booking

App or i-Bookings only select the Online Bookings tab at the

top of the discount record

7) Highlight the team members name, then select the down facing

arrow to move them to the bottom box

8) To restrict the discount to specific times and days of the week,

select the Weekday Rules tab at the top of the discount record,

Type in the online promo code

of the discount e.g. WEB25

Tick to indicate this

discount can be used

online

Tick to ensure the

discount is only applied

to the most expensive

service on the bill

3rd Party App Use Only - Once ticked, the four discount rules

tabs are hidden and the discount cannot then be manually

assigned to bills, or used for any other purposes in i-salon.

Tick to ensure the

discount is only applied

to the cheapest service

on the bill


Setup


6) Select the tick to save and proceed to Activating

the Rebooking Discount

top of the screen









V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 4 4


Rebooking Discount

Activating the Rebooking Discount

1) Select Menu – Setup – Configuration - Appointments

Select the Rebooking Discount

from the dropdown list

Tick here to activate the feature

Select the Tick to save

Type Rebooking

Discount here


a Discount Category Place a tick in the

Active box



the entire bill

Tick if commission

is paid on the

original bill value

before the discount

is applied

3) Select the Service Rules tab at the top of the discount record and exclude any services from the offer as

required

4) Select the Team Member Rules tab at the top of the discount record and exclude any team members from

the offer as required

Type in either a

discount amount or

a discount %



until

5) Select the Weekday Rules tab at the top of the discount record and specify any times or days that the

discount is not valid

6) Select the tick to save and proceed to Activating the Rebooking Discount
















V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 4 5


Awarding the Rebooking Discount

Redeeming the Rebooking Discount

Recommend a Friend Discount

1) At the final stage of paying a bill when the Rebooking

Reminder window appears, select either the Rebook All of

These Services button or the New Appointment for This Client

button to make another appointment for the client

2) Select the Tick to

confirm that the Rebooking

Discount applies and

continue making the

appointment in the usual

way

1) At the point of selecting the Pay This Bill button, a pop up

message advising that the client has a rebooking discount will

appear

2) Select the Tick to confirm you would like to use the

discount, and it will then be applied to their bill


Setup


Type Recommend a

Friend Discount here


a Discount Category Place a tick in the

Active box



the entire bill

Tick if commission

is paid on the

original bill value

before the discount

is applied

Type in either a

discount amount or

a discount %



until













V e r s i o n 1 . 0 M a y 2 0 1 7 P a g e 4 6


Activating the Recommend a Friend Discount

Awarding the Recommend a Friend Discount

1) When creating a record card for the new client, select the Find Client

button alongside the Recommended By field

2) Select the name of the client who recommended them from the

client list and continue creating the record card in the usual way

3) Select the Recommend a Friend

Discount from the list

3) Select the Service Rules tab at the top of the discount record and exclude any services from the offer as

required

4) Select the Team Member Rules tab at the top of the discount record and exclude any team members from

the offer as required

5) Select the Weekday Rules tab at the top of the discount record and specify any times or days that the

discount is not valid

6) Select the tick to save and proceed to Activating the Recommend a Friend Discount

1) Select Menu – Setup – Configuration - Appointments

Tick here to activate the feature

Select the Tick to save






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Redeeming the Recommend a Friend Discount

1) At the point of selecting the Pay This Bill button, a pop up

message advising that the client has a Recommend a Friend

discount will appear

2) Select the Tick to confirm you would like to use the

discount, and it will then be applied to their bill




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LOYALTY SCHEMES

Loyalty Scheme - Implementation Checklist Before implementing any kind of Loyalty Scheme at your salon, we would strongly advise that you spend some time deciding upon your chosen schemes for Accrual and Reward. It’s not only important to ensure that the rewards are achievable, but also that you are not discounting too heavily so as to dilute your existing business. Remember, the aim of the scheme should be to encourage additional spend/visits, not discount what you already have in place. The table below shows the different schemes available within i-Salon and shows the different steps involved to implement them

Ste

p 1

Choose your Accrual Scheme:

1) Points by Fixed Value - Points are awarded on the value of the bill. Points are redeemed via Rewards Scheme 1,2 or 3

2) Points by Individual Value - Points are awarded per individual service/product.

Points are redeemed via Rewards Scheme 1,2 or 3

3) Advanced Points - Points are awarded on the value of the bill once a qualifying

spend value has been reached. Points are redeemed via Rewards Scheme 1, 2 or 3 once a qualifying number of points has been accrued. This scheme requires the client to be issued with a loyalty card.

4) Advanced Points 2 - Points are awarded on the value of the bill once a qualifying

number of visits has been reached. Points are redeemed via Rewards Scheme 4 only. This scheme requires the client to be issued with a loyalty card.

Ste

p 2

Choose your Rewards Scheme:

1) Fixed Points Percentage Discount - Once the qualifying number of points are

accrued a fixed percentage discount can be applied to the bill e.g. 10% and the corresponding number of points are then deducted from the clients total

2) Fixed Points Value Discount - Once the qualifying number of points are accrued a

fixed value discount can be applied to the bill e.g. £5.00 and the corresponding number of points are then deducted from the clients total

3) Variable Points Value Discount - Accrued points are assigned a redemption value

and these are redeemed in the form of a discount, providing the client has a positive points balance. e.g. where 1 point = £0.01 deducting 100 points from the

clients balance would result in a £1.00 discount being applied to the bill

4) Advanced Points 2 Redemption - Accrued points for services and/or retail are

assigned a redemption value and these are redeemed in the form of a discount, providing the client has a positive points balance. e.g. where 1 service point = £0.05 deducting 100 points from the clients balance would result in a £5.00 discount

being applied to the service element of the bill. Alternatively where 1 retail point = £0.01 deducting 100 points from the clients balance would result in a £1.00 discount being applied to the retail element of the bill.




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Accrual Scheme 1 – Points By Fixed Value

Accrual Scheme 2 – Points By Individual Value

Accrual Scheme 3 – Advanced Points

1) Select Menu-Setup-Configuration-Loyalty

2) Place a tick in ‘Earn Points by Value’

3) Specify how many points you want to award for services e.g. 1 point for every £ spent and repeat this for retail

4) Specify whether points are awarded on voucher redemption or voucher sales

5) Set the Points System to ‘Basic’

6) Place a tick in ‘Offer Points Discounts’

7) Select the blue tick to Save and refer to Step 2 to set up your rewards scheme


2) Place a tick in ‘Choose Service or Retail Item…..’

3) Set the Points System to ‘Basic’

4) Place a tick in ‘Offer Points Discounts’

5) Select the blue tick to Save

5) Select your chosen service record and type the number of points you wish to award for this service into the Bonus Points Box

6) Select Save and repeat with all other services and retail items you wish to include in the scheme

7) Refer to Step 2 to set up your rewards scheme








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Accrual Scheme 4 – Advanced Points 2

Rewards Scheme 1 – Fixed Points Percentage Discount

5) Set The Points System to ‘Advanced’

6) Specify the start date of the scheme, and enter the qualifying spend value required in order for the client to receive a loyalty card

7) Type in the qualification message e.g. Congratulations You Have Qualified For A Loyalty Card

8) Specify the number of points required before a client can redeem their discount and type in the redemption message e.g. You Have Accumulated Enough Points For A Discount


NB The Loyalty Card number must be entered into the Membership Code field of the clients record card once they reach the qualifying criteria





5) Set The Points System to ‘Advanced Points 2’

6) Specify the number of times a client has to visit to qualify for a loyalty card and in what time frame e.g. 6 times in 12 mnths


8) Specify the redemption value of each point when redeemed against services e.g. 1 point = £0.05

9) Specify the redemption value of each point when redeemed against products e.g. 1 point = £0.05

10) Select the blue tick to Save


1) Select Menu-Setup-Master Files-Discounts Setup-

New

2) Type the name of the discount into the Description box e.g. Loyalty Discount

3) Specify the Expiry Date and enter the % value of the Discount into the Discount Percentage box

4) Type the number of points the client has to accrue in order to qualify for this discount into the Points Value box, then place a tick in the Active box and Save





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Rewards Scheme 2 – Fixed Points Value Discount

Rewards Scheme 3 – Variable Points Value Discount

5) To redeem the points select ‘Apply Discount’ alongside the bill line & select the Loyalty Discount from the list

6) The discount % will then be applied to the bill and the bill can be processed in the usual way

1) Select Menu-Setup-Master Files-Discounts Setup-New


3) Specify the Expiry Date and enter the £ value of the Discount into the Discount Amount box

4) Type the number of points the client has to accrue in order to qualify for this discount into the Points Value box, then place a tick in the Active box and Save


6) The discount value will be applied to the bill and the bill can then be processed in the usual way

1) Select Menu-Setup-Master Files-Discounts Setup-New


3) Specify the Expiry Date and enter the £ value of each point when redeemed into the Discount Amount box

4) Place a tick in the Points Qty box, then place a tick in the Active box and Save


6) Type the number of points you wish to redeem onto the number pad

7) The discount value will be applied to the bill and the bill can then be processed in the

usual way










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Rewards Scheme 4 – Advanced Points 2

10) Set The Points System to ‘Advanced’

11) Specify the start date of the scheme, and enter the qualifying spend value required in order for the client to receive a loyalty card


13) Specify the number of points required before a client can redeem their discount and type in the redemption message e.g. You Have Accumulated Enough Points For A Discount



1) Refer to Accrual Scheme 4 – Advanced

Points 2 steps 6 – 10 for instructions on

setting up the Rewards Scheme for

Advanced Points 2

2) To redeem the points select the ‘Pay This Bill’ button on the Till screen

3) Either specify how many points you would like to redeem against Service sales and/or Retail, or select the ‘Use Points to Pay for all Services/Retail’ button

4) Select the save button to continue

5) The discount value will be applied to the bill and the bill can be processed in the usual way






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SECURITY

Security Overview

The Security module within i-Salon is designed to restrict the access levels of certain users to prevent areas of the system being re-configured by accident, and to prevent access to certain pieces of sensitive or confidential salon information. Implementation is a 3 step process which involves:

1) Ascertaining the number of security levels required 2) Assigning security levels and pin numbers to each team member 3) Activating the security settings & menu settings

Creating Additional Security Levels

Assigning PIN Numbers & Levels

1) Select Menu – Setup – Security – Levels

2) Select an unused level and type the name of the level into the box e.g. Accountant

3) Select the tick to Save


Members

2) Highlight the record you wish to assign security

settings to, then select the Edit button at the top of

the screen

3) Select the relevant Security Level from the drop

down list

4) Type in a four digit PIN number of the team

members choice

5) Select the Tick to save.

NB It is strongly recommended that PIN numbers are changed on a regular basis, and are completely

removed from the records of ex-team members







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Security Settings & Activation

Menu Settings

1) Select Menu – Setup – Security

2) Work through each option and input your chosen

security level as required and repeat this process for

the Till and Bookings sections

3) Activate Security by removing the Tick from Auto

Login

4) Select the Tick to Save

1) Select Menu – Setup – Menu Setup

2) The security level for each option is shown

alongside. To amend a level double click on

the Description

3) Select an alternative Security Level from the dropdown list

4) Select the Tick to Save




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INDEX

Appointments Staff & Commissions

Amend & Update an Appointment 2 Add a Team Member 34

Bookouts 7 Allocate Skills by Category 34

Cancel an Appointment 3 Allocate Skills by Individual Service 35

Client Record Cards – An Explanation 6 Commissions 36

Copy an Appointment 4 Deactivate/Archive a Team Member 36

Delete an Appointment 3 Modify a Team Member 35

Making a Multiple Service Appointment 2 Move Diary Columns 34

Making a Single Service Appointment 1 Targets – Individual Performance 37

Navigation 1 Targets – Individual Performance Status 37

New Client Appointment 5 Targets – Salon KPI 37

Repeat Booking 5

Reschedule an Appointment 4 Stock Control

Rosters 7 Add a Product 20

Archive a Product 21

Marketing Create a Purchase Order 22

Advanced Marketing 27 Deactivate a Product 20

Archiving Client Records 33 Establish Stock Levels & Activate Stock Control 21

Automatic SMS Marketing 32 Goods Movement 23

Blank Record Cards 24 Implementing Stock Control - Checklist 19

Client Merge 26 Input Opening Stock 21

Client Rules 25 Modify a Product 20

Client Verification 25 Product Listing Report 19

Duplicate Clients 26 Receive a Purchase Order 23

Email Marketing 29 Stock Take 23

Loading a Saved Marketing Search 28 Wholesalers 22

Marketing Essentials 26

MailChimp Email Marketing 30 Till

Saving a Marketing Search 28 Applying a Discount 14

Smart Marketing - Checklist 24 Cashing Up 18

SMS Marketing 29 Change Client 15

Change Team Member 15

Pricebook Maintenance Changing Prices 14

Add a Service 39 Changing Quantity 15

Deactivate/Archive a Service 40 Charge at Different Price Level 16

Modify a Service 40 Editing a Paid Bill 17

Navigation 8

Discounts Paying by Voucher 13

Activating the Rebooking Discount 43 Paying for a Service from a Course 12

Activating the Recommend a Friend Discount 45 Paying for an Appointment 12

Awarding the Rebooking Discount 44 Paying with a Deposit 13

Awarding the Recommend a Friend Discount 45 Refunds 16

Discounts 41 Remove Service from a Bill 15

Rebooking Discount 42 Selling a Course 10

Recommend a Friend Discount 44 Selling a Product 8

Redeeming the Rebooking Discount 44 Selling a Voucher 10

Redeeming the Recommend a Friend Discount 46 Selling a Walk In Appointment 9

Taking a Deposit 11

Loyalty Schemes

Accrual Scheme 1 48 Security

Accrual Scheme 2 48 Assigning Pin Numbers & Levels 52

Accrual Scheme 3 48 Creating Additional Security Levels 52

Accrual Scheme 4 49 Menu Settings 53

Implementation Checklist 47 Security Overview 52

Reward Scheme 1 49 Security Settings & Activation 53

Reward Scheme 2 50

Reward Scheme 3 50

Reward Scheme 4 51




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