Should you get hair salon software or beauty salon software into your salon or spa? And, if you are going to take the plunge, which salon software should you be looking for? How do you want the salon software to perform?
How to choose Salon Software
It is the old adage ‘Horses for courses’. There is absolutely no point in buying a fully operational “super salon software system” if you’re only going to use it as an appointments software system. Similarly, buying the cheapest system you can and expecting it to perform multiple operations will only end in tears. Working through these 7 steps should help you to choose the software that’s right for you.
Step 1. The Salon Software scope
First things first. Take a reality check. Where are you with your salon and where would you like to be in, say, five years time? This is easier said than done for most salon owners. But getting this bit right can be crucial.
Next, look at the systems you’ve already got in place in your salon. Using the following as broad headings should help you:
- Stock: stock control, stock ordering, stock recording etc.
- Staff: staff wages, bonuses, holidays, etc,
- Clients: record cards, appointments, handling no shows (Urgh!), new clients, old clients, lost/lapsed clients, advertising for new clients, customer satisfaction surveys, complaints, etc
- Administration: booking keeping (Urgh!), insurance, rent and rates etc.
All, and more, of the above can be covered by salon software. Plus, you’re now in a position where you’ve scoped out your software parameters. You now have some idea of where you want the software to help you now, and in the future.
Step 2. The all important budget
For any new software you might need new hardware to run it on. You’ll also need to be trained on how to get the best from the salon software.
Typically most software providers will charge you a one-off fee to purchase the software. Then a yearly or monthly amount to provide you with support. You also may need to budget for installation.
Either way set yourself a budget for the project that has a one-off charge and then a monthly payment.
Step 3. Narrowing the field
It is now quite possible that some of the salon (or spa) software vendors will, at this point, immediately de-select themselves. This could either be due to too high a price, or too low specifications. That is to say that they are either beyond your budget or do not offer the functionality needed.
Beware! Some software companies may offer a lower price if you opt out of telephone or actual product support. I would urge you not to even consider this option. After all this product will, eventually, become the central platform to your entire business. And, should this fail in any way, without support, you’re left without a business.
Having completed this step you’re now down to the semi-finalists.
Step 4. Now it’s time to evaluate the semi finalists
Now you need to start assessing which salon software programs most closely match your needs. Which ones fall just short of the mark?
Further you may wish to consider which packages offer a scaleable solution? Perhaps you can start with a basic salon program pack and build up to the ‘gold’ edition of the software?
How will your existing data (if you have any) be ‘sucked’ into the new system? What will this cost and how effective will it be?
Can you negotiate a good position if you agree to evaluate new editions?
Step 5. Selecting your finalists
Most salon software companies will either send you, or make available to you, evaluation copies of their software. This enables you to look at their interfaces and see just how useable and effective their software will be to you.
Remember you’re not the only one who will be using this software program. Get input from all the people who will be interfacing with the program. Receptionists especially.
Look for good design. Look for intuitive, logical functionality. How flexible is the package, especially with regard to reporting?
You should, at this stage, be able to narrow your list down to two or three products. The other salon programs should eliminate themselves due to under- or over-qualification.
Step 6. Get everything in place to make your final decision
Don’t forget, with purchasing software, you’re not just buying the product. You’re entering into a whole new business relationship so evaluate this as well. The salon software’s sales person - do you get on with them? Ask to put a call into the help desk. How efficient and effective are they? Were you left on hold listening to very annoying music for just too long?
Ask to speak to another salon that is running the software. Do they have any issues?
How quickly, and more importantly when, can staff be fully trained in the new software? Get the software vendors to draw up time-line proposals including training and data migration.
Evaluate the impact the system will have on your entire business. What will be the expected return on your investment in terms of revenues, extra bookings, workflow, time saved and so on.
Can the vendor offer any guarantees for their salon or spa software? Plus, if you wanted at any time to end the relationship (Heaven forbid after all the work you’ve just done!) what would the situation be?
And lastly what exactly are the payment terms? Can payments be spread over time?
Step 7. Make your Salon Software choice and agree your timelines
Take a huge intake of breath and look at everything in front of you. Evaluate every nuance of information at your disposal. Explore all the areas where the salon software will dovetail into your existing requirements. Then, make your choice.
Once the choice is made, begin the project roll out. Oh, and don’t forget to give the project a name. This will give it impetus as well as an identity of its own!
And remember implementing salon software, either hair salon software or beauty salon software, is all about gaining performance advantage. Performance advantage that can either: save time, save money, provide knowledge, make more revenue or generally make your business perform better.
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