SalonIQ

1. Initial Consultation & Requirements Gathering

   • The SalonIQ team works with the salon to understand specific needs, services, pricing, and team structure.

2. Data Migration

   • Existing client, staff, product, and service data are imported from your previous system. The process is designed to ensure no loss of records or appointments, supported directly by SalonIQ’s onboarding and installation team.

3. System Set-up

   • Customisation of diaries, price lists, staff schedules, service timings, and branding. Includes configuration of online bookings (service menus, availability, booking rules), POS settings, stock control, and marketing tools.

4. Training

   • Unlimited free training is available online or in person, covering software use, team management, reporting, and marketing features. Trainers are known for adapting to individual learning needs to ensure everyone feels confident using the system.

5. Go Live & Ongoing Support

   • Switchover to the new system is made seamless, with regular reviews from the support team to optimise use. Post-launch support is quick and responsive, with experts always available to assist.

6. Continuous Optimisation

   • The platform develops continuously, incorporating user suggestions. Salons receive quarterly reviews of marketing and client engagement performance, plus the option for additional training.

Duration & Timeline

• Migration and Setup: Most salons complete migration and setup within a few days to a week, depending on data complexity.

• Training: Usually completed in one to three sessions, with flexibility to repeat as needed.

• Ongoing Support: Continuous assistance is available, with unlimited training and regular reviews.

SalonIQ provides a wide range of options to customize the platform so it fits each salon’s specific business needs:

• Customizable Appointment Book: Ability to personalize themes, colors, and layout to match the salon’s branding.

• Custom Service Packages: Creation of tailored packages, such as bridal bundles or multi-service courses, to suit client demand and encourage higher bookings.

• Advanced Scheduling: Tools for booking specific rooms or equipment, assigning team members, and setting custom service timings for unique offerings.

• Resource Allocation & Team Management: Features for matching appointments with appropriate staff and rooms, setting custom commission rates, and applying default prices for services or stylists.

• Marketing & Loyalty Programs: Personalized email and SMS campaigns, automated reminders, referral incentives, loyalty points, and tailored promotions.

• Mobile/App Integration: A booking app that can be branded to align with the salon’s website and integrated into social media pages.

• Reporting & Stock Control: Custom dashboards showing business performance for one or multiple locations, plus advanced stock tracking and options for discounts or surcharges.

• Custom Forms & Surveys: Smart consultation forms, surveys, and branded templates for a personalized client experience.

• API & Third-Party Integrations: Compatibility with payment processors and marketing tools for extended functionality.

• Multi-Location Settings: The ability to apply changes—such as pricing or appointment rules—across all locations or individually, making it scalable for growing businesses.

• Subscription Fee: Starts from £27 per user per month.

• Setup Fee: One-time setup fees typically start from £175 + VAT and include installation, unlimited online training, data migration, and initial configuration for services, prices, and team members.

• Example Monthly Costs (4-staff salon):
  • Subscription: £83
  • SMS reminders: £23
  • Marketing for 500 clients: £40

  • Total: Around £146 per month (excluding VAT).

• Maintenance & Updates: No separate ongoing maintenance charge beyond the subscription fee. The cloud-based platform includes free updates and remote access at no extra cost.

• Support & Training: Unlimited online training and support are included via phone, email, chat, and help desk. Additional in-person training is generally part of the setup package.

• Hardware Delivery: If equipment is purchased, delivery costs typically start from £15 + VAT.

SalonIQ offers extensive training and ongoing support to help new users transition smoothly and make the most of the platform:

• Training Offerings:
  • Initial Onboarding: Covers essential features such as navigating the appointment system, managing client records, setting team rosters, handling payments, editing bills, using dashboards, and generating reports.
  • Core Usage Training: Instructional videos and guides walk users through daily tasks like scheduling, client check-in, billing, rebooking, and utilizing data tools.
  • Online Training: Unlimited and free online training sessions that can be repeated as needed, ideal for onboarding new team members.
  • Support Channels: Assistance is available via live chat, phone, email, helpdesk, and manuals. Typical live response time is under a minute, with availability seven days a week from 8am to 7pm.
  • 1-to-1 Business Coaching: Monthly personalized coaching to support best practices and business growth.
  • Continuous Education: Access to refresher sessions, training materials, and help articles at any time.

SalonIQ has robust safeguards in place to protect both user and client data:

• PCI Compliance: The integrated payment module complies with industry standards for secure transactions, including firewall protections, strong password policies, and anti-malware updates.

• Internal Controls: Data access is limited to authorized personnel. Accounts are password-protected, and user activity is logged for accountability.

• Access Controls: Permissions can be assigned by role to ensure only relevant staff have access to sensitive information.

• Data Retention & Deletion: Users can request copies or deletion of their data, with inactive data deleted after around two years unless required by law.

• Secure Hosting: All data is hosted in secure cloud servers with strict access protocols and regular backups.

• Best Practices: Regular updates protect against security vulnerabilities, and users are encouraged to follow safe handling procedures for sensitive details.

• Integration Security: Third-party integrations are governed by agreements and technical measures to ensure confidentiality and data safety.

SalonIQ keeps its system regularly updated to meet the evolving needs of salons:

• Frequency: Updates are released often, introducing new features, interface improvements, and bug fixes. A recent update brought new consultation forms, a social media content library, fresh team notifications, and UI enhancements.

• Deployment: Updates are cloud-based and applied automatically—no manual downloads are required.

• User Feedback: Many updates are based on direct client feedback, with open channels for feature requests.

• Support During Rollouts: Each update is supported with clear documentation, guidance from the support team, and optional refresher training to familiarize users with new features.

SalonIQ functions as both a data processor and, in some cases, a data controller, depending on the agreement with the salon. Key elements of their approach include:

• Client Ownership: Salons retain full ownership of their client information, including records, appointments, contact details, and other business data.

• Data Portability: Salons have the ability to move, copy, or transfer their data to another system if required. The platform supports data export and migration, aligning with GDPR requirements. This includes the right to request removal or transfer of personal data.

• Data Access: Salon owners or authorized users can request copies of their stored data at any time. All data is encrypted during transfer and at rest for security.

SalonIQ’s subscription model and platform features are designed to adapt to changing business needs:

• Scaling Up: Additional users, locations, and features can be added easily. The system supports centralised management for multi-location operations, allowing global updates for services, pricing, appointments, and stock.

• Scaling Down: User accounts, locations, or features can be reduced as needed. Monthly charges are adjusted to match active users and services.

• Flexible Contracts: Most subscriptions are on a monthly basis, giving salons the freedom to expand or downsize without long-term commitments.

• Data Retention When Downsizing: Data linked to closed sites or removed users is securely stored for a designated period to meet regulatory requirements and facilitate retrieval if needed.

• Multi-Site Management: Central or location-specific updates are possible, making it easy to adjust operations to fit business changes.

Contract Renewal:

• SalonIQ contracts generally start with an initial term, often 12 months.

• Unless cancelled in writing, the contract automatically renews for the same period.

• To cancel, written notice needs to be given at least 90 days before the renewal date; cancellation is effective at the end of the current term.

• If changes to contract terms are needed, both parties must agree in writing.

• No third party has rights under the contract (per UK contract law).

Early Cancellation:

• SalonIQ may terminate immediately if:
  • The customer breaches the contract and does not resolve it within 20 business days of notification.
  • Insolvency occurs.

  • Invoice payment fails more than five days past the due date or valid payment details are not provided.

• After termination, SalonIQ retains or archives customer data for 120 days, after which it is deleted.

• Customers can request and export their data before the end of the contract—exports can be provided in .csv format, sometimes with an administration fee.

• GDPR Compliance: SalonIQ meets European data protection requirements, including clear client consent management, comprehensive access and export tools, and the ability to erase client records (“Right to be Forgotten”).

• PCI DSS: Secure payment processing practices are enforced in the payment system, including firewalls, password controls, anti-malware measures, and strict access management.

• Data Protection Protocols: Encryption is used for data at rest and during transfer. Regular backups and role-based access controls are standard.

• HR & Payroll Compliance: The platform supports compliance for payroll and staff management procedures.

• Ongoing Regulatory Alignment: Frequent software updates and policy reviews ensure continued compliance with relevant regulations and best practices.