How to Build a Salon Service Menu and Manage Bookings

Start with a clear service menu structure

Clients scan a menu in seconds, so group treatments into a few categories such as hair, nails, skin and brows, rather than one long list. Keep four to eight items per category and put the treatments you most want to book near the top.

Each line needs the same four parts: a plain name, one short sentence on what is included, the duration and the price. Avoid internal jargon; a client should understand the line without asking.

• Name the treatment the way clients search for it
• State what is included (for example, consultation or finishing)
• Show the booked duration, not only the hands-on time
• Mark add-ons separately so the base price stays readable

Set prices and durations you can actually keep

A price only works if the duration behind it is honest. Time a few real appointments, then add the minutes you spend on preparation, cleaning and notes. That total is the slot you block in the diary.

Use one rule for variations. If long hair or a repair adds time, state it as a fixed add-on or a from-price instead of negotiating at the chair.

Organise appointments and client records

Whatever tool you use, record the same fields every time: client name, contact, service, date and time, duration, status and any deposit received. Consistent records make it easy to see who is due back and which slots are empty.

Keep notes to what you need for the service, such as preferences and the date of the last visit. Client contact details and photos are personal data, so store only what is necessary, tell clients how you use it and check your local rules. This is general information, not legal advice.

Handle packages and gift balances cleanly

A treatment package is a set number of sessions of one treatment, and a gift balance is a money value the client can spend. Both are a promise to deliver later, so they need a written record of every use.

Record the date of issue, the starting amount or number of sessions, each use in date order and what remains. Correct a mistake by adding a visible reversal rather than overwriting the old entry. Decide your expiry and refund terms in advance and print them with the voucher or statement.

Reduce no-shows with reminders and a deposit policy

Most no-shows come from forgotten appointments, so a reminder one or two days ahead with an easy way to reschedule already helps. Ask the client to confirm, and release the slot if there is no answer by a time you state.

A deposit policy is an idea worth considering for long or expensive treatments: a small advance, deducted from the final bill, with clear conditions for cancelling in time. Publish the rule on your menu and booking messages so it is never a surprise.

A simple weekly routine

Fifteen minutes on the same day each week keeps the system reliable.

1. Review next week's appointments and send reminders.
2. Check deposits received and outstanding.
3. Update client notes and the date of each last visit.
4. Check package and gift balances that are close to running out or expiring.
5. Note which services were requested but not on the menu, and adjust prices or durations once a month.
6. Save a backup copy of your records.

Questions