The problem
- Client details live in a notebook, in LINE, and in one person’s head.
- Returning clients are never followed up, even though they were ready.
- Nobody can say how many new or repeat clients this month brought.
- When a staff member leaves, their client knowledge leaves too.
What changes
- History, past services, before/after photos and notes in one record.
- Follow-up reminders based on real service cycles.
- New clients, repeat clients and revenue visible by period.
- Role-based access, so data stays inside the business.
What you get
Client register
Contact details, service history, sensitivities and artist notes.
Lead pipeline
From first message through booking, arrival and payment.
Bookings and schedule
Appointments, artist assignment, daily workload.
Before / after storage
Stored with date, service and the consent record.
Follow-up and reviews
Cycle reminders, messages, and a review request at the right moment.
Permissions and audit
Owner, manager and artist see different things, with a log.
How it works
Map how the shop actually works, then configure to that.
Migrate existing records and clean the duplicates.
Set up roles, team, services and prices.
Train the team and run in parallel for a week or two.
Review the numbers and adjust the process.
Scope and limits
- A system cannot fix a team that does not record anything. We make recording as easy as possible, but someone has to do it.
- Migrating from notebooks or chat threads takes preparation time.
- This is not accounting or tax software. It can connect to one, not replace it.
Before you decide
Is it worth it for a two-person studio?
It is, once repeat clients outgrow memory. A small system people actually use beats a large one nobody fills in.
Can we import what is in LINE?
The structured parts, yes: names, numbers, service history. Long chat threads become summary notes instead.
Where is the data and is it safe?
On Cloudflare infrastructure, with role-based access and an audit log, keeping only what is needed under Thailand PDPA.
Does it work on a phone?
Yes, phone first. Shop floors are not desks.
Does it connect to LINE?
Yes. Someone who messages you can enter the system as a lead with the source attached.
If we stop using it, whose data is it?
Yours. Export to file any time you ask.
Could I just use Excel or Google Sheets?
Yes, while the list is short and one person maintains it. A system starts paying off when several people edit at once, when you need to know who is following up with whom, and when web and chat enquiries should land in one place without retyping.
Can it hold course students and salon clients at the same time?
Yes, as two record types in one system. Students have an intake, progress and certificates; clients have visit history and the next appointment. The same person can be both without being entered twice.
If a staff member leaves, who keeps the client data?
The business does. Access is revoked immediately and the records and contact history stay intact. This is the main reason clients should not live in a staff member's personal LINE.