Adding and Managing Notes

Learn how to create, view, and manage customer notes effectively.

Adding a New Note

Step 1: Open Customer Profile

Navigate to the customer detail page by clicking on a customer from the list.

Step 2: Go to Notes Tab

Click on the Notes tab to see existing notes and add new ones.

Step 3: Click Add Note

Click the Add Note button in the top right corner.

Step 4: Select Note Type

Choose the appropriate type:

General - Standard notes
Appointment - Treatment-related notes
Medical - Health information

Step 5: Write Your Note

Enter the note content. Be specific and include:

Date if relevant
Staff member involved
Action items if any

Step 6: Save

Click Save Note to add the note to the customer's record.

Viewing Notes

Notes Tab

All notes are displayed chronologically with:

Note type (colored badge)
Author name
Date created
Full content

Type Badges

General - Gray badge
Appointment - Blue badge
Medical - Red badge
System - Cyan badge

Deleting Notes

Manual Notes

Hover over the note
Click the delete icon (trash)
Confirm deletion

System Notes

System notes cannot be deleted - they provide important audit trail.

Best Practices

Be Specific - Include relevant details
Use Correct Type - Choose the right note type
Date Important Info - Reference when things occurred
Review Regularly - Keep notes current
Train Staff - Ensure consistent note-taking

Example notes

General note

"Prefers morning appointments before 10am. Always asks for sparkling water."

Appointment note

"Applied new color formula (6N + 7G). Client loved the result. Book follow-up in 6 weeks."

Medical note

"Allergic to ammonia-based products. Use only ammonia-free color. Patch test required before each color service."

Use case scenarios

Scenario 1: After-appointment routine

After every booking, the stylist takes 30 seconds to add an appointment note: what she did, what worked, what to remember next time. Within 2 months, her note quality is the salon's secret weapon.

Scenario 2: Allergy add at first sign

Customer mentions during a consultation that ammonia products give her a headache. Stylist adds a Medical note immediately, with details. Future appointments avoid ammonia entirely.

Scenario 3: Tracking a customer's transformation

A salon documents a year-long color journey from blonde to brunette with appointment notes per session. The customer asks "remember what we used 6 months ago?" The notes have it all.

Scenario 4: Behavioral note for handover

A customer is sensitive to scheduling changes. Receptionist adds a General note: "If schedule changes, call her instead of email. Email-only causes anxiety." Anyone covering reception sees this and adapts.

Scenario 5: Cleaning out old notes

A note from 3 years ago says "in process of moving, may need different schedule". The customer's been settled for years. Receptionist deletes it during a profile audit. Outdated notes are noise.

Best practices

Be specific: "She likes warm" is too vague. "She prefers room temperature 22+°C" is actionable.
Use the right type: medical for safety, general for preferences, appointment for service-specific. Don't mix.
Date important info: a note from "two years ago" without a date is hard to evaluate.
Review quarterly: outdated notes are worse than no notes.
Don't gossip in notes: judgmental language is unprofessional and visible to the team.

Adding and managing notes