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optimum reception training
orp 1
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Course Objectives
• To give you an introduction to the core elements of using SALONGENIUS
• To establish in your minds– The importance these elements have on your
business – Who should be responsible– The benefits of using them
• To give you the skills to utilise these key elements
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This will…
• Increase sales by improving Data Quality
• Raise Customer Satisfaction by keeping in touch with your clients
• Improve your job opportunities and job satisfaction by learning new skills
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Schedule
• Data Quality• Client Data Quality • SALONGENIUS Data Quality• Business Benefits
• Keeping in touch with Clients• Improving your Skills
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Data Quality
Increase performance by improving Data Quality
• Improved client contact• Better technical records• Accurate sales records• Easier to use system• Improved Business
Analysis
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Client Data Quality
• What affects Client Data Quality
• Technical Histories• Archiving and Purging• Duplicate Clients• Other SALONGENIUS data• Sales
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What affects Client Data Quality
• Address & Receive Mail• Phone & Receive Phone• Mobile & Receive SMS• Email & Receive Email• Other fields
Especially Booking a New Client in Appointment Diary
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Driving Data Quality
• Contact Details & Permission fields New Client information
– get as much as you need initially- don’t forget the permissions
Existing Client information- revisit, check and improve- don’t forget the permissions
You may not get this all in one go
• Focus on effective data collection Diary driven – Client Data Quality
Branded Data collection form
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Technical Histories
• Client Record - F2 Service• Technical services– Pending Blue , Completed Red– Colour / Perm / Beauty / Treatment / Advanced
Beauty type histories• Memo – free format• Update – pro-forma• Repeat Previous – copy forward
– DO NOT USE CLIENT MEMO– F7-2 Pending History reports
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Archiving and Purging
Housekeeping functions – keeping your data current
• Archiving (copying somewhere else)– Sales Data– Appointment Data
• Purging (deleting forever)– Client Data– Technical Histories– Client Letters
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Duplicate Clients
Client Merge Utility• Duplication Reports• Utility outside of SALONGENIUS• Merge Sales & History
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SALONGENIUS Data Quality
• Staff Records• Service Records• Stock Records• Discounts
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Service Record Quality
• Technical• Name• Category• History Type• Available to• Prices and Times• Colour
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Treatments
• Treatments, like colours, require products, but – There is very little service time to track– Commission same as for retail (10%) and not that usually
awarded for other service (30%)
• Treatments services therefore need to be sold as a service on the bill, but tracked separately for commission purposes because:– Not all treatments products are single use; some come in large
tubs so selling treatment product will affect stock figures– Selling the treatment product as retail, when in fact a service
was done in salon, falsifies the true Retail %
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Treatment Services
5 Steps to Effective use of the Treatments 1. Setup the Treatment commission
a. F2-1-3 SYSTEM DETAILSb. Enter in SERVICE COMMISSION UDF as Treatment
2. Setup the Treatment Servicea. F4-2-1 SERVICE SPECIFICATIONS
– TECHNICAL=NO– CATEGORY=Treatments– COMMISSION=Treatment
3. Setup the Treatment Product4. Use effective Sales to record the up-sell5. Use effective Stock Control to record the product
use
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Treatment Product
Effective use of the Treatment Product
1. Setup the Treatment Producta. F4-1-1 STOCK SPECIFICATIONSb. Setup the Treatment productc. PRODUCT TYPE=PROFESSIONAL
2. Use effective SHOP USE to track product usage
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Staff Record Quality
• Department• Position• Price & Time Level• Available for sales• Available for Bookings• Default Appointment
Time• Colour
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Stock Record Quality
• Standard Stock Files• Correct Ranges• Correct Descriptions• Correct History
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Discount Record Quality
• Name• Category• Discount Type• Available when• Retail and/or Service
Correct Promotion tracking
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SALONGENIUS Settings
• SALONGENIUS Settings
• Appointment Settings
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Business Benefits
Improve your Business Analysis• Improved Salon Ranking• Reduce Return Rate• Improve Average Bill• Easier to use system
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Salon Ranking
• Data Quality Report (F6-6)• Key Performance Indicators– Salon Gauges -
CompareMySalon.com• Quality Mark, No Show%• Return Rate, Retail %, Technical %• Average Bill, Allocated %
• Management System– Quality Mark Breakdown– Better data – better information
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• Score - Although proportional to the sum of the following columns it is NOT an exact sum of them. There are other factors and weightings calculated that provide the salon score.
• Client Sales - A score based on the percentage of clients billed that are Active Clients. The larger the number the better.
• Avg. Return - A score based on the salons Average Return Rate. This will always be a negative number but the closer to zero the better.
• Mktg - A score based on the percentage of clients billed in the last 12 months that can be marketed. The larger the better.
• Retail / Tech - A score based on Retail sale percentage and Technical sale percentage (depends on the Service – Technical setting).
• Appts - A score based on Busy percentage, the percentage of Future Appointments and the No Show percentage. The larger the better.
• Avg. Bill - A score based on the percentage of their Average Bill against a benchmark.
• Adjust - A score based on the percentages of Refunds, Deleted Bills, Cancelled Bills, Changed Operators and Changed Prices. This will always be a negative number but the closer to zero the better.
Quality Mark Breakdown
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Keeping in Touch with Clients
• Do you record No Shows? Are you recording No Shows? Do you Remind Busy Times or all bookings?
• How do you remind clientsBy telephoneBy SMS or email
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Busy Times vs All Bookings
The No Show Problem1000 bookings per month
3% No Show rate – 33 per month – 1 per day
Busy Day 10 cols x 7 services @ £50/serv = £3500 value 1 No Show = £50 lost Impact 1.4% loss on day
Quiet Day 3 cols x 4 services @ £50/serv = £600 value 1 No Show = £50 lost Impact 8.3% loss on day
Likelihood of Walk-ins to fill cancellations?
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Phone vs SMS Costs
The No Show Problem1000 bookings per month
3% No Show rate – 33 per month
Phoning costs 1000 x 4p per call (2min @ 2p/min) = £40 2mins per call = 33 hours @ £6.08b.w. £200 Cost £240 per
month
SMS costs1000 x 8p = SMS messages £80Saving £160 per month
SMS SAVES £1920 per Year
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Appointment Reminders
• Remind All ClientsALWAYS REMIND CLIENTS = YES
SALONGENIUS only sends SMS to enabled clients As Data Quality improves so SMS efficiency improves
• Automate Reminders F2-1-5 SMS REMINDERS AUTOMATIC REMINDERS = YES REMINDER PERIOD = 1 DAY BEFORE VISIT
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Improving your skills
• Effective Sales• Client Sales• Redo’s & Refunds• Accounts & Deposits
• Basic Reporting• Cashing-up• Backing-up
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Sales Data Quality
Client sale Information• Correct Bookings & Sales• Accurate refunds• Accurate redos• Commitment to Teamwork• Good salon communication• Drive rebooking
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Getting Sales Correct
• Client books for a FHH but it changes to HHH in chair • Who tells Reception & how early?Reason BEST … AT LEAST do… WORST …
Action Booking IN SALON – NO
Delete the billCorrect the booked
service IN SALON
REVISE off FHH Replace with HHH
PRICE ADJUST FHH to price of HH
Sells Correct service at right price
Correct service at right price
WRONG service at right price
Sales r’pts Correct Correct INCORRECT
Tech Hist Correct for service sold
Correct for service sold WRONG for service sold
Booked vs Sold
Bookings match salesTimes correct
Allocated % correct
Bookings DO NOT match sales
Bookings DO NOT match sales
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Refunds
On the sale list• Add the item to refund• Select REFUND• Enter REASON (always required)• Negates the item price• Complete sale as usual– On Client Record Card – refunded items
VALUE in red
Know your salon Refund policy
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Refunding Products
• Select the client• Add item being returned and REFUND it• If swapping, add the replacement item• Complete the sale• Displays Option to put the return back
into Stock– ALWAYS Select YES – add back to stock – If required use SHOP USE or DAMAGED
STOCK
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Redo’s
• Client unhappy with service• Service is re-done• Free-of-Charge• In salon (originally done here)– Same or Different operator– Does the first operator keep the
commission?
• Other salon (Head Office)– No original sale to refund
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Other salon Redo sale• Booking Redo
– Book Service - New Client – Operator A – required service– Use SPECIAL SERVICE and APPOINTMENT NOTES to
indicate a redo
• On Arrival – IN SALON creates bill for the service– Operator A – Service to be redone
• To record this sale as an Other Salon Redo– Select REDO to zero the value
• Complete the bill as normal– If balance zero select CASH
• Technical History to complete to record redo notes
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Redo sale (in salon)• Booking Redo – check Client Record Card
– Book Service - Operator B – same service as original– Use SPECIAL SERVICE and APPOINTMENT NOTES to
indicate a redo
• On Arrival – IN SALON creates bill for the redo service– Operator B – Service to be redone (same as original)– PRICE ADJUST this if required (original price or part-redo
price)
• To cross account this sale with original sale– Select Original Operator A – Select Original Service (Price Adjust if part redo)– REFUND to negate the value and cancel out service being
redone by B
• Complete the bill as normal– If balance zero select CASH
• Service value removed from A and added to B• New Technical History to complete to record redo
notes
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Deposits & Accounts
• F2-2-1 - ACCOUNTS MODE– If ACCOUNTS MODE = NONE then not an option– If ACCOUNTS MODE = DEPOSITS ONLY will only
be an option if the clients’ balance covers the bill total, otherwise use MIXED
– If ACCOUNTS MODE = FULL then always available• Client Record Card – F3 FINANCIAL
– Personal Account– Deposits (Account Payments) shown as Credits– Account used as Method of Payment show as Debits– Non-zero Balance at top of record card
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Paying a Deposit
• Start a sale list for client with an Operator– Account Balance button at top– Shows Green (+’ve balance in credit) – or Red (-’ve balance in debt)
• Select Account Balance button– Enter the Account Payment (Deposit)
• Account payment added to sale list• No Commission
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Using Deposits
• Build sale list for service(s)– Account Balance button shows deposit
• Select TOTAL• Select MIXED if balance less than
total• Select ACCOUNT and enter balance
of the account• Select top-up payment methods to
complete bill
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Summary
• Identified Key areas in SALONGENIUS
• The impact of using these areas and problems– Good use– Poor use
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Action Plans
• Plan for next few months
• Objectives & Targets• Responsibilities• Support Needed• Restrictions• Benefits
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orp 1completedthank you