Client cards for salons and stylists

Salon client management software with digital salon client record cards and color formulas

Every person who books gets a card: when they came, who did them, what they had, what they cancelled, plus your notes, their color formula and the date of their last patch test. No shoebox of paper cards and no formulas in a stylist's camera roll.

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Service list

What you charge, and how long it takes

Root color and gloss 1h 45m $120
Full highlights 3h $210
Color consultation 20m $0
Women's cut and style 1h $70
Toner refresh 45m $55

Availability on the booking page is generated from these durations. Sample list.

Short answer

Salon client management software keeps one card per client: every visit and cancellation, the stylist and service each time, plus the notes a paper record card used to hold. On Hairdressers.io every plan includes it. Each client who books gets a card with their full booking history, your notes, the color formula and the dates of the last patch test and signed consent, searchable by name, email or phone, alongside the booking page and city listing, from $49 a month with 0% commission.

A salon's client list is worth more than its furniture, and in most small salons it lives in three places at once: a box of paper record cards at the color bar, a booking app that holds the appointments, and the phones of the stylists who remember who likes what. That works until a colorist is off sick and nobody can find the formula, or a stylist leaves and the notes leave with her. Salon client management software puts it in one place the salon owns. This page shows what a client card should hold, how ours works, what it does not do, and what it costs.

What is salon client management software?

Salon client management software is the part of a salon system that keeps a record of each client: contact details, every past and upcoming visit, the stylist and service each time, cancellations, and the notes the salon keeps, such as color formulas, allergies and patch test dates. It replaces paper client record cards and makes that history findable in seconds by anyone on the team who needs it.

Most salon suites include some version of it, so the real buying question is narrower: does the card fill itself from bookings, can the whole team reach it, who owns the list, and what does it cost on top of booking. On Hairdressers.io the card builds itself from booking requests, so nobody types a visit twice, and it comes with every plan rather than as an add-on.

What goes on a salon client record card

A spiral paper appointment book open on a salon front desk, pages crowded with crossed out pencil bookings

A paper salon client record card has always held the same handful of things, and a digital one should hold the same, minus the smudged pencil. Ours keeps two kinds of information on each card: what the bookings already know, and what only your team knows.

Visit history: Every request the client made at your salon, newest first, with the date, time, stylist and service, and whether it went ahead or was cancelled.
Counts at a glance: Number of visits, number of cancellations, first visit and most recent visit, so you can see a lapsed regular or a serial canceller in the list itself.
Your notes: Free text for whatever the chair needs to know: preferences, sensitivities, how they like the fringe, the conversation you promised to pick up.
Color formula: The current formula in your own shorthand, brand, shade, developer and timing, so any colorist on the team can repeat it.
Patch test date: The date of the client's last skin allergy test, so you can check it before a color service instead of guessing.
Consent date: The date the client last signed your consent form for chemical or color work.

Client cards that fill themselves from bookings

The weak point of paper record cards is not the card. It is that someone has to write on it after every visit, and on a full Saturday nobody does. Here the history writes itself. A client books from your salon page or a stylist's link, and the request lands in your inbox with the client as the reply address. From that moment the client is on your list, and every later request by the same email address joins the same card.

The list is searchable by name, email or phone, and sorted so the people who booked most recently sit at the top. Open a card and the history and your notes are on one screen. Someone who cancelled three times this year shows it in the list before you open anything, which is the kind of thing a deposit policy is written for.

If you are coming from another system, every plan imports a CSV of past bookings, up to 2,000 rows per file. Every row is checked and shown to you before anything is saved, and imported clients are never emailed. They simply appear on the list with their history, ready for cards.

Can I store hair color formulas and patch test dates?

A hairstylist greeting a new client at her styling chair in a bright independent salon

Yes. Each client card has a field for the color formula and date fields for the last patch test and the last signed consent, alongside your free text notes. Any team member who opens the card sees the same formula, so a client is not tied to the one colorist who remembers it.

Most permanent hair color makers tell you in their instructions to run a skin allergy test before every color service, commonly 48 hours ahead, and insurers usually expect you to be able to show it was done. A date on the card is the fastest way to answer "when did we last test her?" with the client already in the chair. The card records the date you enter; it does not decide whether a test is due, which stays your professional call.

Who sees the client list in a team or across locations

The salon owns the list, not the person who happened to take the booking. The account owner sees every client across every location on the account, and a client who visits two of your locations is one client with one card. On the Studio plan, a location manager signs in to their own location and sees only clients who have asked for an appointment there.

That matters on the day a stylist moves on. On a booking tool where each stylist runs their own account, their clients and notes go with them. Here the cards stay with the salon. Independent stylists, booth renters and suite renters get the same thing in reverse: on the Chair plan the list is yours, in your name, and goes wherever you go. The salon software for independent stylists page covers that side.

How salon client management software compares

Almost every salon platform has client records. They differ in what you pay to reach them and in what else you are paying for at the same time. We compare models, not prices, because each company here changes its numbers; check the current figures on each pricing page.

Option	Client records	What else you are paying for	How the bill grows
Paper record cards	Whatever someone wrote down, in one box at one desk	Nothing, and nothing searchable	It does not, until a card is lost
All-in-one suites (Vagaro, Fresha, Boulevard, Mangomint)	Full profiles with formulas, forms and photos	Payments, inventory, payroll, marketing tools	Per calendar or per team member, plus add-ons
Marketplace apps (Booksy, StyleSeat)	Client profiles with notes inside the app	A consumer app that sends new clients	Per team member, plus a first-visit charge on some new clients
Beauty schedulers (GlossGenius, Square Appointments)	Client profiles with notes	Checkout and card processing	Tiers by team size or per location
Hairdressers.io	A card per client with history, notes, color formula, patch test and consent dates	A booking page and a city directory listing	Flat: $49 solo, $89 up to 8 stylists, $199 up to 25

What this software does not do

We would rather you knew before you start. The card does not store photos, so before and after pictures stay in your camera roll or a shared album. There are no digital intake or consent forms for clients to fill in; you record the date the paper form was signed. There are no text or email campaigns to the list, no loyalty points, no product sales history and no point of sale. The spreadsheet export covers the booking history (date, time, location, stylist, client, contact details, service and status); the notes and formulas stay on the cards in your account.

If you need consultation forms, photos and retail history in one suite, an all-in-one platform is the closer fit and costs more for it. If what you are after is the relationship side, seeing which regulars have gone quiet and who keeps cancelling, the hair salon CRM page covers how the list does that. If what you need is a reliable card for every client, filled from the booking itself, plus a way for new clients to find you, that is what this plan is. The hair salon appointment software page explains the booking side in detail.

How it works

Setup takes one sitting, most of it typing your service menu. Colorists who mostly need the formula side can see it from the chair on the hair color formula app page.

1. Choose a plan: Chair at $49 a month for one stylist, Salon at $89 for up to eight, Studio at $199 for up to 25 across locations. Sign in with a code sent to your email.
2. Add services, stylists and hours: Each service gets its real minutes and price, each stylist their hours and a personal booking link on the Salon and Studio plans.
3. Bring your history: On any plan, import a CSV of past bookings from your old system. Nothing is mailed to imported clients.
4. Fill the cards as you work: Every new booking joins the client's card. Add the formula, patch test date and notes at the chair or at the end of the day.

How much does salon client management software cost?

On Hairdressers.io client management is included in every plan rather than sold as a module: $49 a month for a single chair, $89 a month for a salon of up to eight stylists, and $199 a month for up to 25 across several locations, each with 0% commission on every booking. Elsewhere client records usually come inside a booking plan that is priced per team member or per calendar, so the cost of the card grows with every hire.

The fair comparison is the whole bill for the whole team for a year, not the headline price for one seat. The full plan list is on the pricing page, and owners of two to six chair salons can see the team side worked through on the hair salon software for small business page.

Pricing

Flat monthly, from $49. Never a cut of a booking.

Four plans by team size, from a single chair to a multi-location group. The 0% commission line is the same on all of them, including bookings that come from your city directory listing.

See the plans

Questions

About salon client management software

The rest are on the salon booking system FAQ.

What is the best salon client management software for a small salon?

For a small salon the best client management software is the one that builds the card from bookings automatically, lets the whole team reach the same formula and notes, keeps the list in the salon's name and does not raise the bill with every stylist. Hairdressers.io does that from $89 a month for up to eight stylists.

Can I replace my paper salon client record cards?

Yes. Every client who books has a card with their visit history, and you add the color formula, patch test date, consent date and notes. Clients from your old paper cards appear once they book or once you import a CSV of past bookings, on any paid plan.

Is the client list mine if I leave?

Yes. The account and the list are in your name, and the booking history downloads as a spreadsheet from your account on any day, on every plan. Copy any formulas you want to keep before you close the account.

Can stylists see each other's clients?

The client list sits with the salon owner, who sees every client across every location. On the Studio plan a location manager sees the clients of their own location. Booking requests arrive at the salon's email address, so the front desk or the owner decides who reads them.

Does the software send messages to my client list?

No. There are no text or email campaigns. The only emails a client receives are about their own booking, and each request reaches you with the client as the reply address, so your answer goes straight to them.

Can I import clients from Vagaro, Booksy or Square?

Yes, on every plan. Export your bookings from the old system, rename the column headers to ours, and upload the CSV. You see every row and any problem before anything is saved, up to 2,000 rows per file.

More salon software pages

Each one covers a different angle on the same product. The directory side lives on the salon directory.

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