Industries
Booking, Reviews & Automation for Salons and Wellness Businesses
Hair and beauty salons, barbers, nail studios, spas, massage therapists, yoga and pilates studios and other wellness businesses earn money when the chair, treatment room or class is full. Yet the phone rings while stylists and therapists are with clients, booking requests arrive through Instagram, Facebook, Google and the website, no-shows and late cancellations leave gaps that are hard to fill, and clients drift away because nobody prompted them to rebook. Reviews and social posts matter for local discovery, but they are the first thing to slip on a busy day.
We help salons and wellness businesses run a calmer front desk and keep the diary as full as possible. Front Desk tools answer calls and messages, take bookings and send reminders; the Sales Desk handles rebooking and win-back follow-up for past clients; Growth looks after reviews, your Google Business Profile, social media and website; the Back Office keeps client records and reports tidy; and the IT Desk keeps front desk devices, Wi-Fi and accounts secure. We work with the booking software you already use, such as Fresha, Vagaro, Mindbody, Square Appointments or Timely, connecting it where it offers integrations.
Challenges
What gets in the way
Calls missed while with clients
Stylists and therapists cannot stop mid-appointment to answer the phone, so callers reach voicemail and often book elsewhere, and social media messages wait hours for a reply.
No-shows and late cancellations
Forgotten appointments leave empty slots that cannot be resold, especially for long treatments, and chasing confirmations by phone takes up front desk time.
Clients who never rebook
Without a prompt at the right time, regular clients put off their next visit or try another salon, and nobody notices until the diary is quiet.
Reviews and social media slipping
Asking for reviews, replying to them and posting fresh work on Instagram, Facebook or TikTok all fall behind when the team is fully booked.
Bookings scattered across channels
Requests arrive by phone, text, social media messages, Google and the website, and keeping one accurate diary across them leads to double bookings and lost requests.
Shared logins at the front desk
One login shared across the front desk tablet, booking system and social accounts makes it hard to remove access when someone leaves, and guest Wi-Fi often sits on the same network as the card terminal.
How we help
What we put in place
Front Desk: calls and messages answered
An AI receptionist that introduces itself as an AI, answers questions about the services and prices you approve and books appointments into your calendar, plus a website chatbot and missed-call text-back, so enquiries get a reply while your team is with clients.
Front Desk: online booking and reminders
Online booking linked to your existing system, confirmation and reminder texts and emails, deposit or card-on-file prompts where your booking software supports them, and an easy way for clients to reschedule instead of not turning up.
Sales Desk: rebooking and win-back
Rebooking prompts timed to each service's usual interval, and win-back messages for clients who have not visited in a while, sent only to clients who agreed to hear from you, with opt-out handling built in.
Growth: reviews, social media and local search
Review requests after each visit, help replying to reviews, an up-to-date Google Business Profile and a regular social media schedule built from your own photos and offers.
Back Office: records and reporting
Client records kept tidy, data moved between booking, payments and accounting without retyping, and simple reports on bookings, no-shows, rebooking and revenue by service.
IT Desk: secure devices and Wi-Fi
Individual logins with multi-factor authentication for booking and social accounts, managed front desk devices, and guest Wi-Fi kept separate from the card terminal and staff systems.
Relevant services
Managed IT services
Help desk, monitoring, security and backups for a fixed monthly fee per user.
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Online Booking & Appointment Reminders
We set up online booking with automatic confirmations, reminders, and reschedule links, all synced to your calendar.
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AI Voice Receptionist
An AI receptionist that answers every call day and night, qualifies callers, books appointments, and updates your CRM.
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AI Chatbots & Virtual Assistants
We build AI chatbots for your website, WhatsApp, and social channels that answer questions, capture leads, and hand off to your team.
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Google Business Profile Setup & Management
Set up, verify and maintain your Google Business Profile so local customers find accurate details and reach you.
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Social Media Management
Planned, consistent social content and community replies, handled for you without adding work to your team.
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GoHighLevel CRM Setup & Automation
We set up GoHighLevel end to end, from pipelines and workflows to calendars, messaging, snapshots, and migration from your old CRM.
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Network Design & Setup
Office networks, Wi-Fi, firewalls and VPNs planned properly, documented clearly and supported after launch.
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FAQ
Common questions
Do you work with Fresha, Vagaro, Mindbody or our current booking system?
In most cases we work around the booking system you already use rather than replacing it. Where it offers integrations, an API or a connection through tools such as Zapier, we link it to reminders, review requests, your CRM and reporting. Some booking platforms limit what can be connected, so we check what yours allows before recommending anything.
Will clients know they are speaking to an AI?
Yes. The AI receptionist says it is an AI assistant at the start of each call, answers only from information you approve, and offers to take a message or pass the caller to your team for anything it cannot handle, such as a treatment question or a complaint.
Can reminders help with no-shows?
Reminders give clients a timely nudge and an easy way to reschedule, which helps with appointments that are simply forgotten. They work best alongside a clear cancellation policy and, where your booking system supports it, deposits or card-on-file. We set up the messages and timing, and your reports show no-shows and late cancellations so you can see what changes.
Can we text clients about rebooking and offers?
Appointment reminders and rebooking prompts should only go to clients who gave you their number for that purpose, and marketing messages need the consent your local rules require. We build in consent capture and opt-out handling, and your advisor should confirm which rules apply in your country or state.
How much does this cost for a salon or studio?
Cost depends on how many staff and locations you have, which booking system you use, whether you want the AI receptionist, and how much review and social media work is included. A single-chair studio needs far less than a multi-site salon. Book a free consultation and we will suggest a scope that fits.
Talk to a person, not a sales funnel
A free 15-minute call to understand what's slipping through the cracks. You'll leave with the department that fixes it first and what it costs, whether or not you work with us.