SalonLife is built to make your everyday work as convenient as possible, fitting the way you already work and your habits. Below you’ll find a selection of handy tips to help you manage bookings even more efficiently, delight clients, and get more out of the system’s various features.

1. Copying Bookings

Many clients choose the same service every time they book. In SalonLife, you can conveniently copy an existing booking and place it in a new open slot. That way, you can get the client’s new appointment down quickly without re-entering all the details.

Here’s how:

• Select the booking you want in the calendar.
• Click the menu button on the booking and look for the Copy option.
• Go to the date and time you want and select Paste Here.

2. Birthday Marker on a Booking

To make clients feel special, SalonLife shows a birthday icon in the calendar:

• If it’s a client’s birthday, the system notices and shows a small gift icon on their booking.
• You can congratulate the client or offer them something nice to make their day even more special.

3. Quick View of the Previous and Next Booking

If you want a fast way to check when a client last visited, or when they’re due back, the booking’s opening view has helpful labels on the left and right:

• Label on the left: shows how many days ago the client last visited (clicking it takes you straight to that day’s view).
• Label on the right: shows when their next booking is.

That gives you a quicker overview of the client’s history and upcoming visit.

4. Notes on a Booking

One of salon owners’ favorite features is being able to add notes about a client. That way, you don’t have to remember every small detail yourself — you can just write it down. It’s a handy way to check important client information whenever you need it.

How do you find the notes?

• Open an existing booking in your SalonLife calendar and click Notes.

You can add two kinds of notes about a client:

• Booking notes (details specific to that one visit).
• Client notes (information that always stays with the client).

These notes are for you only — the client never sees them, so feel free to add anything useful (like a color formula, preferences, and so on).

5. Sending a Client an Invoice for a Booking

If a client wants an invoice for their booking, SalonLife can email it to them in just a couple of clicks:

• Open the booking from the calendar and select the PDF invoice icon.
• From there, you can download or save the invoice right away as a PDF, or email it directly to the client.

That keeps your invoicing accurate and fast.

6. Client History

Every client’s booking information is gathered together in one place — you’ll find it under Client History.

There you’ll see:

• All past bookings (by date, service, and status).
• Completed and canceled appointments.

You save time instead of hunting for information across several systems.

7. Using Products, Gift Cards, and the Barcode Scanner

If you sell products alongside a booking, or accept gift cards created in SalonLife:

• Add the products you need to SalonLife’s inventory in advance, with a barcode attached. You’ll find the guide to adding a product barcode here. For a gift card, you’ve probably already created and issued it to the client beforehand.
• Open the client’s booking and scan the actual product with the barcode reader so it’s added to the booking right away.
• The same goes for gift cards: hold the printed or emailed code up to the scanner, and the system immediately deducts the gift card’s value. You’ll find more on accepting gift card payments in this article.

This makes checkout much simpler and saves you time.

8. Convenient Keyboard Calendar Navigation

Besides the navigation buttons at the top, you can also:

• Arrow keys ↑ ↓ ← → to move the calendar by day, week, or time slot.
• T key on your keyboard to jump straight back to today.

A red line in the calendar always marks the current time, giving you a real-time view of what’s happening right now.

9. Keeping a Booking “Pending”

If a client isn’t sure yet exactly when they want their next appointment:

• Drag the booking into the Pending box (found on the top bar of the calendar).
• Once the client settles on a time, drag the booking back to the right spot in the calendar.

That way, you don’t have to delete an uncertain booking and recreate it later.

10. Buffer Times and Breaks in the Calendar

Need a bit of extra time to prepare for a service or wrap it up?

• Add a buffer time to the start or end. SalonLife blocks off this time in addition to the service length, so no one else can book during it. Read more about buffer time here.

• You can also add breaks to the calendar (for example lunch, training, a personal errand, or picking up a workout or parcel). Feel free to add them — clients never see them. Read more about creating breaks here.

That way, breaks and buffer times keep unexpected situations from catching you off guard.

11. Language Preference on a Client Profile

Every client can have a preferred language set:

• Open the client’s profile, select Show More Info, then choose the right language from the Language dropdown (e.g. Estonian, Russian, English, Finnish, etc.).
• From then on, all system notifications go out to them in that language.

It shows the client you care about the details and makes communication smoother.

12. Multilingual Online Booking

Want to offer online booking in several languages?

• Open Translations on SalonLife’s Apps page.
• Add the languages you want and check whether any system text needs adjusting.
• Once a language is activated, clients see a flag on the online booking homepage that lets them switch languages.

13. Online Booking Passcode

If you only want to allow bookings from your regular clients (for example, if you can’t take new bookings right now):

• You can set a passcode for each staff member that has to be entered before booking a slot.
• A client who doesn’t know the code can’t get through to that particular service or staff member.

That way, you keep your calendar under control and limit bookings to specific people. You’ll find more on setting up a staff passcode here.

14. Online Booking Setting That Avoids Empty Gaps

If awkward gaps start appearing between bookings, SalonLife lets you set more precise rules for how the system offers clients open times going forward:

• You can choose whether to offer clients open times on a fixed cycle (for example, every 60 minutes starting from the beginning of the workday, e.g. 14:00), or to also automatically offer times outside that cycle (e.g. 14:45).
• You’ll find the setting under each staff member’s Preferences.

That way, you avoid awkward gaps and keep your schedule flexible. You can find more on the Avoid Schedule Gaps setting here.

15. Win-Back Message for Returning Clients

Does a client forget to book a new appointment, or have they been away for a while?

• Win-back message is an automatic notification sent to a client when no new booking has been added for them in a while.
• Set it up under Apps → Automatic Notifications → Win-Back with your preferred sending time and conditions.

You can read more about notification settings here. This helps remind clients it’s time to visit your salon again, bringing in more returning clients and sales.

These are just a few of the tips that make life with SalonLife even easier. The system lets you fine-tune settings and features down to the last detail to match your needs. If anything above wasn’t clear, you’ll find more detailed instructions for every feature in SalonLife’s learning materials.