Collecting Customer Information & Consent

Designing Salon & Spa Client Intake Forms

January 23, 2018

Managing Client Intake Forms - Salon

We’re excited to announce the launch of Insight Salon & Spa Software’s newest feature: Client Intake Forms. These forms will enable you to capture vital customer details and to protect both your clients and your business.

Information is Money

How well do you truly know your clients? When booking an initial visit, you may be able to collect a guests’ basic details like their names, phone numbers, and email addresses. For someone joining your loyalty or membership program, perhaps you can get a little bit more such as service or product preferences, birthdays, and mailing addresses. All of this provides you with valuable information to reach them with relevant deals and personalized offers.

As a general rule of thumb, don’t require customers to provide any details that they may not be comfortable with sharing. When collecting details, also provide information about your privacy policy. Tell clients what the data will be used for and assure them that their information will be kept safe. With that in mind, be sure that only authorized staff have access to the necessary data.

Personalized Services

Beyond demographics and contact information, it is crucial to collect any information that may impact the safety or quality of your salon & spa services. Are you aware of their past hair coloring experiences? What about possible allergies? Are there sensitive areas to avoid during a massage? Other medical issues that you should be aware of?

By asking relevant questions, you can better tailor your services to fit the needs of your clients. Furthermore, take this opportunity to learn about their home care regimens or daily haircare routines so you can recommend the right products for their lifestyles.

Consent, Consent, Consent

Beyond knowing your salon’s visitors, intake forms are also important from a legal aspect. Depending on the service you are providing, you may want to ensure that they fully understand the process involved and that they have provided all relevant information that may affect the service or its outcome. Liability waivers, service agreements, and consent statements will protect both your business as well as your customers.

Even from a marketing perspective, you should have clients opt in to any marketing communications that you may send, whether via text message or email. While it’s unlikely that your client would accuse you of spamming them, it’s always better to have any proof that they voluntarily agreed to receive your messages just in case.

Setting Up A Client Intake Form

Creating salon & spa intake forms is quite simple with Insight Software. With numerous customization options, you can choose to include a variety of multiple choice, checkbox, dropdown, short or long answer, or rating questions. For waivers and other agreements, you can also require initials and signatures.

Once the form is set up, you can easily assign it to all clients or to a select group of them. You may also create unique forms that are required for certain services. Depending on its purpose, you may also choose to have completed forms “expire” and require clients to verify details or re-accept any terms. The forms will be populated on the Insight Tablet App when a client next checks in.

Creating Intake Forms in Insight

Intake Forms on the Insight Tablet App

The Insight Tablet App is required to create and use client intake forms in Insight Software. Speak to our Sales team (1-888-919-5841) to enable the Insight Tablet App today. For assistance setting up intake forms, please contact our Support team (1-800-805-4532).

 

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