Salon Tracker Support FAQs

Here in the support team, we’re used to helping our customers with any questions or queries they have! So, we thought it would be useful to put together a Support FAQs, to answer all of your burning questions.

Is Salon Tracker Support Free?

Yes! All of our support is included within our monthly subscription packages. Our support team are available Monday-Friday 9am-5pm, just call on 0113 350 8230
and we will be happy to help with any questions or issues.

How do I backup my Salon Tracker data?

If you are on our Enterprise package your Salon Tracker data will automatically backup to your cloud storage.

With our Standard and Professional packages your data is all stored locally to your PC. What we recommend is to have a memory stick or an external hard drive plugged into the PC that can be used to store another backup file. When closing down Salon Tracker there are 2 tick boxes, one to back up to the local PC and one to back up to a removal drive. Make sure both of these are ticked and go green, this means that both backups have been successful.

Can we convert your data from another software?

Yes, we can convert data from most other software companies! For the most part we have done conversions from most other software companies, so it’s just a case of us accessing the data and then converting it over to Salon Tracker on our side. If your data is from software, we haven’t done a conversion from we would just need to take a look at the data initially to determine whether or not we can complete the conversion across to Salon Tracker. For more information see our data conversions blog here: Salon Software News | Feature-of-Month---Salon-Tracker-Data-Conversions (salontracker.co.uk)

Can you use Salon Tracker on a Mac?

Currently Salon Tracker is a Windows based software, so the only way to run Salon Tracker on a Mac is through the use of Parallels or Bootcamp which allow you to access Windows through the Mac.

What versions of Windows can I run Salon Tracker on?

Salon Tracker can currently be used on Windows 10 and soon will be available on Windows 11. (Don’t update to Windows 11 yet as there are a few hardware issues that are yet to be resolved on Windows side).

Should I do my Windows Updates?

Yes! Doing your Windows updates is very important to make sure Salon Tracker is running as effectively as possible. As long as you’re shutting your PC down every day the PC should automatically do the updates, however it’s still good to check in the Updates section within settings to make sure you have done all the updates.

Can I access Salon Tracker without internet?

Yes, Salon Tracker only requires internet once a month to license. We do recommend having internet in the shop so that we can connect to your screen if you require any assistance, but it’s not a necessity.

Where is my data stored?
If you are on our standard or professional package your data is stored locally on your PC. With our enterprise package your data is stored both locally and within the cloud. We don’t store any of your data on our side, so make sure you’re backing up your data externally to your PC so that you don’t lose any data.

What hardware can I integrate Salon Tracker with?

We can integrate with: Cash Drawer, Receipt Printer, Barcode Scanner, Fingerprint Reader, Signature Pad, Tmax, Sigma and Dojo (Payment Sense).

What do I do if my Tmax stops working?

Unplug and re-plug the Tmax cable back into the PC, then restart your Salon Tracker and see if it pulls through your timers. If you’re still having issues with it connecting, restart the Tmax and then restart Salon Tracker again. If it still hasn’t connected call on 0113 350 8230 and we will be able to take a look at it for you.

How do I reconnect my Printer Salon Tracker?

If you unplug your printer and plug it back it, this can often create a copy of the printer on your PC. If you go to the admin section on Salon Tracker then to the hardware tab under the printers section you may see multiple copies of the printer in your drop down. To find out which is the active copy, open ‘Printers & Scanners’ in your settings, you should see ‘idle’ next to the one that’s currently active. Set this as the printer in Salon Tracker and you should now be able to print. If you need any further assistance with this, please call on 0113 350 8230.

What do I do if my cash drawer won’t open?

Most cash drawers are connected to the receipt printer, this allows them to trigger open when you complete a sale. If your cash drawer won’t open, follow the above steps and make sure the correct printer is connected to Salon Tracker.

I hope this has helped to answer any of your support questions! If you do have any further questions that you would like answering feel free to email on info@salontracker.co.uk or call on 0113 350 8230 and we will be happy to help!

Salon Tracker x

Question and Answers - Salon Tracker Software

Does the software do online payments?

Online Payments is a new feature that we are aiming to implement within the next release of Salon Tracker this should be within the beginning of the new year. Right now, the feature is currently in the last stages of development the next step will be the testing in which we are able to improve the feature and erase any and all complications. Salon Trackers aim is to be able to provide your clients with a seamless payment integration so that they are able to purchase your services online or pay a deposit of the service without hesitation at any time.

Do you cater to solo salon businesses?

Currently Salon Tracker doesn’t provide a subscription for solo salon businesses but we are researching this topic so that we can develop a subscription to suit the needs of solo individuals and fill the gap within the market. The Solo Subscription will be released in the new year, if you wish to receive more information about the new subscription and if you are eligible for this subscription don’t hesitate to contact us on 0113 350 8230 or alternatively email us on info@salontracker.co.uk.

How does your online payment system work?

Online payments hasn’t yet been released however when it is released in the new version of salon tracker it will further reduce your no-show bookings. The online payments will take place through an application known as stripe where the client can use their card, apple pay or google pay to complete the transaction, the money will then go straight into the bank account of your choice. Once the transaction has been completed the customer will receive an email invoice confirming the completion of the transaction. You are able to access online payments dashboard and reports through stripe to monitor your takings through the online payments system. If you are interested in our online payments feature and would like to know more information regarding pricing please contact us.

What is your charge for set up and support of the software?

Set up and support of the software is FREE of charge as well as training, these can take place Monday to Friday 9:00am till 5:00pm.

What makes you different from the other software companies?

Salon Tracker Software has a variety of different simplistic and easy to use features that differentiate us from our competitors. The clock in system allows you to track when staff members start and finish their shift within the salon you can monitor this within the software under the management section which you can make available to only you and manager members of staff with our permissions feature. The software also enables you to change the increments on the booking calendar to suit your salon and the services you carry out this ranges from 5 minutes to 60 minutes. Client record cards enables you to store client data such as their personal details, booking history and purchase history. For our multi-site clients, we have the HQ feature in which you are able to view and monitor each of your salon’s activity from one location. The online booking feature has become the most popular feature throughout the past couple of months, this feature is ONLY available on our Enterprise subscription. The feature allows your clients to book appointments for your salon anywhere, anytime and anyplace, the bookings made online will sync with the booking system within the salon.

What resources do I require to be able to have the software in my salon?

To have the software you require a computer or laptop with the following specification:

• ·         Screen Resolution 1280x800 (Minimum) 1920x1080 (Recommended)
• ·         Intel I-3 Processor/AMD A4 (or equivalent)
• ·         8GB Memory
• ·         500GB to 1TB SSD Storage
• ·         Windows 10 or above

How flexible is Salon Tracker Software?

Salon Tracker allows you and your staff members flexibility as you are able to offer clients split appointments, display staff schedule to clients as well as showing your opening and closing hours. Clients are offered flexibility through the online booking system as they are able to choose from a variety of different time slots as well as them being able to cancel and reschedule their appointments at any time.

If you would like any further information or your question hasn't been answered in this blog don't hesitate to contact us on 0113 350 8230 or alternatively email us on info@salontracker.co.uk.

We look forward to hearing from you.

Salon Tracker Team. X

Who can Salon Tracker Integrate with?

Though our booking system had many different features, there are some things that you may need to help your salon run smoothly that we don’t offer. This is why we have partnered with some different companies and integrated their services into our system so you can run your salon in the simplest way possible.

Dojo

When it comes to card payments, Salon Tracker can directly integrate with Dojo Payment Terminals. How this works is once your card terminal is connected to your Salon Tracker by a member of our team, when you select the card payment option on the system this will send the correct amount directly through to your card terminal. This integration reduces the risk of error when typing in the payment amount and also means that there will be no discrepancies between your Salon Tracker reports and your end of day reports from your PDQ machine. If you would like to get this integrated just let us know and we can pass over your details to our account manager at Dojo Payment Sense!

TMAX/Sigma Sunbed Timers

One of our most popular features with our tanning salon customers is the integration with TMAX and Sigma timer managers. On our professional package and above we offer tanning salons the ability to connect the timer manager. This works by plugging your timer manager into the PC using a USB to serial cable and means that you can send tanning minutes through to the sunbed from your PC. This reduces work load and also makes it easier to track how many minutes each bed has done for when you need to retube your beds! This feature also lets you set bespoke, dress down and cool down times for your beds.

Mailchimp

For all your marketing needs, you can integrate your Salon Tracker Professional and Enterprise accounts to mailchimp.  In Salon Trackers bespoke marketing suite, you can filter out different customer groups which you would like to market to, for example your best spending customers or customers who haven’t visited in a while. You can then input this information into Mailchimp and send out a marketing campaign to these customers for free! If you would like any training on how to do this at all please just let us know!

Geo-Code

One small, but very useful feature, that has been implemented into Salon Tracker is the Geo- Code. This feature allows you to put in your customers post code and automatically find their address. All you need to do this is an active google account and we’ll link your account up to your salon tracker.

Social Media

Whilst Salon Tracker doesn’t directly integrate with your salon’s social media accounts, there is ways around this for things such as your online booking site and also reviews. You can add your link to your social media pages, such as Instagram or Facebook so your customer can easily find your online booking site. Also, within Salon Tracker you can send your customers an SMS message asking them to leave you a review on social media or google.

 

If you would like any help on setting any of these integrations up or if you would like any more information on any of these please don’t hesitate to get in contact with a member of our team on 0113 350 8230 or email info@salontracker.co.uk

Remember if you visited us at Professional Beauty London this year to give us a call and get booked in for your free demo and two-week trial so you can claim your show offer!

Salon Tracker x

Feature of Month - Salon Tracker Data Conversions

Although we might not like to admit it, there are other software companies out there. Here at Salon Tracker were happy to convert your data free of charge from any other software company.

We understand that the process of switching software providers can be stressful and sometimes over complicated, you’ve probably got months or years’ worth of customers information on your current system and the last thing you want to is re-enter all your clients into a new system. That’s where we come in.

Our data conversions typically allow us to bring across:

•  Customer names
•  Customer notes
•  Products
•  Customer services (Such as existing minutes)

There are 3 simple steps involved in us converting your data:

Step 1

First, we need a copy of your data. Sometimes this involves us connecting to your PC and taking the data ourselves, other times the data can be encrypted or stored within a location we don’t have access to. If this is the case you would need to speak to your current provider and ask them to get the data for us, hopefully they’ll be nice enough to let you have it!

Step 2

We will test the data on our end to make sure we can definitely convert the data, if this is the case we will go ahead with the full conversion. Once we have completed the conversion, we will test import it into Salon Tracker and compare it to the existing data to ensure that it has copied over correctly. This step will often take up to 3 days, it just depends on the scale and size of your database.

Step 3

Finally, we will import the data onto your new Salon Tracker system and then check it through with you again to make sure its all correct! It works best if we can do the conversions at the start of the week and import before the end of the week to ensure that you have a couple of working days to use and test the data.

If you are interested in moving over to our software from your current provider, we offer the data conversion free of charge and you will also get 30% off the first 3 months of your subscription for moving over to us! Feel free to call on 0113 350 8230 to discuss your data conversion and see all the benefits of introducing Salon Tracker software into your salon!

Salon Tracker x

Autumn Marketing

 

This Autumn is completely different to last years in that we are not in lockdown and everything is open. So, now is the perfect opportunity to take full advantage of Autumnal offers and really push the boat out with marketing.

Decorations and Outfits

One of the simplest ways to get into the Autumnal spirit is to decorate the salon. Whether you prefer the traditional Autumn vibe with pumpkins and warm tones, or if you want to go more towards a Halloween theme and accessorise with Ghosts and Bats, refreshing your décor is something that will surely put a smile on your customers’ faces. Window displays are a particularly good way of advertising as not only do they appeal to your currents customers but they can also draw in the attention of people passing by and this may entice them to come in and try out your salon. Also, your employees could try dressing up in Halloween costumes, as well as potentially doing some unique hairstyles and nails too showcase some new designs and creativity.

Social Media

Another way to make the most of Autumn is to use social media as a free way of advertising. Not only can you reach your current customers but you are able to promote yourself and reach new customers. You could try to promote exclusive Autumn offers or run giveaways which not only rewards your loyal customers but can also help you in reaching new clients through sharing your page. Staying active on social media is really important, especially interacting with your customers. Instagram allows you to post a range of interactive stories such as voting polls and Q&As so you can get feedback from your customers to see what they’re wanting from you. Using these means you can tailor any marketing more specifically to what your customers actually want.

Retail Products

If your salon sells retail products such as sachets of cream or nail polishes, why not offer a promotion on certain ones such as any Autumn themed colours. This may allow you to get rid of any overstock and appeal to customers who do not typically buy products and want to try something new. Showcasing these products on yourself or on social media is a good way of showing the products in action and the potential they have.

SMS Marketing

Now we’ve been out of lockdown for six months, it is a good time to treat your most loyal returning customers with special offers. Our software has a built-in marketing suite which gives you the opportunity to easily use SMS and email marketing. You can choose client groups or make your own in order to send out your message to the group of people it was intended to. For example:

Hi << Customer Forename>>

Thank you for your support over the last 6 months! 10% off your new Autumn look!

<<Company Name>><<Company Contact Details>>

If you're looking for something to help manage your Salon this Autumn, enquire at https://www.salontracker.co.uk/FreeTrial.aspx for your free two-week trial!

If you already have the software and would just like any more Autumn marketing tips, please feel free to give us a call on 0113 350 8230 and we'll be happy to help!

Make the most of the end of this year!

Salon Tracker x

We're Back Exhibiting At Professional Beauty London 17th - 18th October!

Big Events Are Back!

Hi everyone, how are we all? Who’s looking forward to Professional Beauty London next month? We can’t believe it’s been 2 years since we exhibited at the Excel; it seems like 2 minutes ago but so much has happened since then, with the unprecedented pandemic and our industry being forced to close, it has been a difficult 18 months for everyone. But it’s finally starting to look like there is light at the end of the tunnel and things are looking positive! Your businesses have been back open almost 6 months now and it’s been a really successful 6 months from what we have gathered from our clients. But not only has it been busy for you all (which we are so happy about) it’s also been a really great few months for us in terms of development, which we’ll be showcasing a few things that we have been working on whilst were at the show too! But more than anything, we’re just excited to get back to exhibiting and seeing you all in person again. Plus, we’re just as much looking forward to seeing all the other brand showcases and doing a bit of shopping ourselves too!

So, what’s new from us?

Here are the features that we have been developing and what are we looking forward to introduce to you this October:


Editable Siteview

At the previous Salon International and Professional Beauty London shows, we had lots of hair and beauty businesses asking us if we have the ability to edit appointments within our Siteview app. Then throughout the lockdown, it became more and more apparent that there was the need for this feature, due the fast change in working arrangements and the need for flexibility. Throughout the lockdowns, we used the time that our industry was closed to really develop this feature and we are pleased to say we have now launched this within the app! This is available both as a feature within the native app on IOS and Android devices but can also be used in the web browser on any PC/iPad that has internet access. Appointments can now be added, edited, updated and deleted within the app, in which this is all permission based within the software itself, meaning if there are certain elements within the app that you don’t want some employees having access to (for example reports), these can be restricted for certain logins. This is now available to anyone on our Enterprise software package.


Improved Salon Payments

Over the past few years, as we have enhanced our software package, we have altered the way in which we have introduced payments, using PayPal previously to take deposits. However, we have now developed an easier payments solution using stripe payments, which will allow salons to be able to not only take deposits for their bookings, it will allow upfront payments for treatments and also allow subscription services too. So, for anyone that has recently requested tanning subscriptions, these will be available on our Enterprise package very shortly!


Deduction of Services for No-Show Appointments

We know how frustrating no shows are and especially since the lockdown, when business was limited for some time, it is even more frustrating and so, we have implemented some extra features to try and stop no shows even further. One of our main new benefits being that we have altered the way in which no-shows are dealt with. Where currently, our no shows would send a ‘no-show’ SMS message to notify the client of their missed appointment, and would also flag on the system. Improving this, we have now also implemented the ability for services to be automatically deducted from the clients account if they don’t show up to their appointment. So, for example, for a tanning booking of say 9 minutes, if the client didn’t show up the appointment and this was marked as a ‘no-show’ by the salon, the 9 minutes would then be deducted from the clients tanning course. This is also where our online payments system comes in, as if a deposit is paid for by the client and then they don’t show up to the appointment, the salon will keep the deposit for the no-show appointment. Our aim with this is to therefore deter clients from not showing up to appointments, to ensure that they get in touch with you beforehand if they need to cancel or alter their booking. Making sure you can then fill those gaps accordingly as early as possible!


Anything different?

So, what is going to be different this time at the show? Since the pandemic, there has been a few alterations to the show procedures and how we will be operating on our stand. But don’t worry, everything that we have altered is all for extra safety and precautions.

In terms of our stand and the general show operations, this will all be the same but there will be a couple of changes implemented by the show organisers, in terms of practices within the excel; such as mandatory mask-wearing in the common areas and social distancing where possible.

We will also be practising social distancing and ensuring that there are extra sanitization stands, also sanitising all shared equipment and computer equipment (keyboards and mice) on stand. Our staff will all have visors and we will be making sure we carry out regular recorded cleans on our stand too for the duration of the event.

We will also be displaying our information packs on a help your self-service, to further minimise the cross-contamination risk and will try to obtain your details in a covid-friendly way.

But if you have registered for your free ticket we will be, as usual, holding in-person demonstrations on stand, to offer marketing and salon management advice all-day across the 2-day weekend. We’re just really looking forward to seeing some of you in person again and being able to get back to exhibiting and networking with everyone! It’s been 2 years too long and we just really want to get back to helping you all to manage your salon, boost profits and grow your salons.

At the show, this is also an opportunity for all of our clients to visit us and ask us any requests that you may have. Look out also over the next coming weeks, as we will be showcasing a Q and A over on our Instagram, as we want to re-communicate and ensure that any needs your salon have, we can try and help implement these for you!

Lets get back to business! We can’t wait to see you there,

Salon Tracker x

Health and Safety within your salon and how Salon Tracker can assist you with keeping within the guidelines

Health and Safety guidelines for salons can seem complex at first glance and there is a lot you must consider as the owner of the salon, to maintain a safe working environment. It is essential that staff and customers are safe from harm within the salon if the standards are not met to prevent them from harm the repercussions can be astronomical. Completing continuous risk assessments and establishing a salon health and safety policy will ensure that your staff members are able to carry out their jobs without risk to themselves and clients.

Risk Assessment

It is essential that your salon has a risk assessment in place that is continuously monitored and updated when potential new risks occur. Within a risk assessment you must identify the variety of risks that occur within the workplace and put procedures such as management measures to minimize or eliminate the hazard. If any accidents were to take place due to the hazard not being eliminated you must record the incident and carry out an investigation in line with Health and Safety Executive reporting standards. When procedures and policies are put in place to prevent hazards, they must be documented so that you are able to refer back to them in any necessary given moment.

Age Limitations

Under The Sunbeds Regulations Act 2010 it is an illegal offense for people under the age of 18 to use sunbeds in any facility, meaning that if the client appears to be under the age of 21 or 25, they will be asked to verify that they are 18 or over by showing valid proof of age. The regulations also state that the prescribed health information is provided on an A4 and A3 piece of paper so that clients are reminded each time they enter the salon, this is the only information that should be displayed information such as health effects of sunbeds will not be displayed.

Beauty therapists must protect and promote the welfare of under 16-year-olds therefore it is not recommended to carry out treatments on individuals within this age group. However, you are able to carry out beauty treatments on 16-year-olds but to do so you must oblige by the manufacturer’s instructions and guidelines.

Keeping your Salon and Staff Members Safe

As a salon owner you have a duty of care to your employees and clients this means that you must consider things such as: personal protective equipment, the correct facilities and equipment for staff to be able to carry out services safely and controlling substances that can be classed as hazardous to health regulations. In order to maintain high standards of care within the work environment it is important to appoint a first aider they will also be in charge of the first aid arrangements within the salon. The welfare of the employees and clients is a high priority within the salon, this means that you must be able to provide them with facilities and other measures to ensure the individuals wellbeing needs are met. The need for insurance within a salon environment is essential as it plays a vital part in protecting you when it comes to legal claims and financial losses that the salon may face.

Health and Safety Policy

If your salon has five or more employees then it is necessary that your salon has a health and safety policy in place, however it is good practice for your salon to have a policy in place with less than five employees. The law states that you must provide training for staff members so that they are able to enforce health and safety legislations as well as the policy you created for your salon.

Using Salon Tracker to Stay Within Health and Safety Guidelines

How can Salon Tracker assist you with maintaining the health and safety standards within your salon? Within the system you are able to store information such as client allergies on their client card you can add this information in as an alert therefore it will appear in a red box when the client’s card is opened, the allergy information can be gathered through consultations and skin tests. Salon Tracker also provides hardware that is able to assist you with health and safety for example; the signature pad allows you to store the customers signature on your agreement within their client card along with a date and time of when it was signed. Another example of how Salon Trackers hardware is able to aid you in staying within the guidelines is through the fingerprint reader in which you are able to identify which client is in the salon through their unique finger print this eliminates the risk of under age individuals using other clients name to access the services in the salon which they are not legally permitted to have.

There are tanning regulations implemented into the system so that you are able to prevent clients from returning to the salon more than once a day you can also prevent underage clients from using the sunbeds. The system also connects with Sigma and T-Max which means that the beds can be controlled from Salon Tracker within this you are also able to control the dress down and cool down periods for the beds which can help to prevent the beds from over heating in your busier time periods.

If you wish to book in for your free demonstration and two-week trial don't hesitate to contact us on 0113 350 8230 or alternatively email us at info@salontracker.co.uk.

Salon Tracker Team. X