Contents · Salon manual

Running your website

Clients

Client records: contact details, every visit, notes and colour formulas, patch tests, the loyalty card and packages, and reviewing old records for data protection.

On this page

Every booking makes or updates a client record. You don't have to type clients in: when someone books online, or you add an appointment, the website finds them by their email (or their name and phone) or makes a new record. Each record keeps their contact details, every visit, your notes, their last patch test, and their loyalty card and packages.

Features marked (Pro) need a Pro or Agency licence.

How to find a client

  1. Go to Salon → Clients.
  2. Type a name, email or phone number in Search clients, or browse the list. It shows each client's Contact, number of Visits and Last visit.
  3. Click a name to open their record.
The Clients list, showing ten clients such as Chloe Adams with 24 visits, last visit 6 Oct 2026, with their phone and email

You can also click Client record on any appointment.

A client's record

Chloe Adams's client record: Contact with her email and phone, Notes and patch test, a Visits list with every appointment and its status, and on the right the Loyalty card with one of six stamps and the Packages box with a Glow course
  • Contact: their Email and Phone. Change them here if they give you new details.
  • Notes and patch test: see below.
  • Visits: every appointment, past and future, with the treatment, who with and the status. Click a date to open it. Book them in opens Add appointment with their details filled in.
  • Loyalty card (Pro) and Packages (Pro): on the right, see Loyalty card and packages.

Click Update after changing anything.

Notes and patch test

The Notes and patch test box: Notes (staff only) for colour formulas and preferences, Last patch test with a date, and Result with a choice of Clear: fine to go ahead or Reaction: don't use this product
  • Notes (staff only): colour formulas, preferences, what they liked. Keep health details to what you need.
  • Last patch test: filled in automatically when a patch test appointment is marked Done. You can also type a date.
  • Result: Clear: fine to go ahead or Reaction: don't use this product.

How to add a client by hand

You rarely need to, but for a client who hasn't booked yet:

  1. Go to Salon → Clients and click Add client.
  2. Type their name at the top (Client's name), then their Email and Phone under Contact.
  3. Click Publish.

Reviewing old records

Data protection law asks you to keep personal data only as long as you need it. The website helps without ever deleting anything by itself.

  1. Under Salon → Settings → Records, set Review clients after (months since their last visit). The default is 24 months.
  2. Clients whose last appointment is older than that appear under Salon → Clients → Due for review.
  3. An administrator looks through the list, ticks the records there's no reason to keep, and chooses Delete selected.
  4. To confirm, type DELETE and click Delete for good.
The Due for review view of the Clients list, with a note explaining that clients whose last appointment was more than 24 months ago are listed here, nothing is deleted automatically, and a Change the review period link; in the demo the list says No client records are due for review

Their appointments stay in the diary and your figures, without their name or details.

When a client asks for their data

If a client asks for a copy of their data, or for it to be deleted, use WordPress's own tools: Tools → Export Personal Data or Tools → Erase Personal Data, with their email address. The salon's client record and appointments are included. See Privacy and emails.