KSIDol documentation > KSIDol modules > Hair salon (SalonManager)

Module guide: Hair salon (SalonManager)

A non-technical guide: what the module is for, how to use it day to day, and how it fits with Dolibarr.

Salon dayToday's appointments, takings, occupancy rate

ScheduleOne column per stylist, in fifteen-minute steps

Processing timeThe stylist is freed during processing while the chair stays busy

InvoicingNative Dolibarr invoices, ready for Factur-X

1. Module overview

SalonManager turns Dolibarr into your salon management software: booking, the team schedule, colour record cards, packages, gift cards, loyalty and commissions live in the same tool as your customers, your catalogue and your invoicing. There is no separate software, no export to run and no double entry.

The module is added to an existing Dolibarr: your customers, products and accounting stay where they are.
Services are ordinary Dolibarr services; their price and duration are set on the service record.
Every appointment taken produces a normal Dolibarr invoice, with your usual numbering and template.
Nothing leaves your server: online booking, if you enable it, is served by your own Dolibarr.

2. Today: the salon day

The module's home screen, the one left open at reception.

The counters at the top give the state of the day: appointments booked, clients expected, revenue taken and occupancy rate.
The day's appointment list is sorted by time, with the stylist, the service and the state of each one.
From that list you can check a client in, start the service, finish it or take payment, without leaving the screen.
Late appointments and no-shows are flagged: nothing stays pending out of sight.

3. The schedule

The team's working view: who does what, and when.

One column per stylist, one row per quarter of an hour; opening hours are shaded, the rest is closed.
Each appointment sits in its exact place and shows its reference, the client and the service.
You switch from day to week, and from one stylist to the whole team, with the buttons at the top.
A free slot is clicked directly to create an appointment already set at the right time with the right person.

4. Booking an appointment

Three pieces of information are enough: the client, the service, the slot.

You pick the client from your Dolibarr third parties, or create her on the fly if she is new.
You add one or more services; the total duration is worked out from the services themselves.
Availability search only offers slots that can really be honoured: it combines hours, time off, skills and what is already booked.
An appointment can be held as an option, then confirmed: while it is an option it holds the slot without being a commitment.

5. Processing time

What sets a hairdressing diary apart from an ordinary one.

A service can be split into phases: application, processing, rinse, finish, each with its own duration.
During the processing phase the stylist becomes available again for another client, while the chair stays busy.
That is what lets you take a cut during a colour's processing time, without ever promising the same person twice.
Phases are defined once on the service: the team has nothing to work out when booking.

6. Working hours, time off and exceptional openings

The weekly pattern, and everything that departs from it.

Working hours are set per stylist and per day, including the lunch break: that is the usual pattern.
Time off (holidays, training, sickness) is laid on top for a date or a period, without touching the pattern.
Exceptional openings work the same way in the other direction: a Sunday before the holidays, a late night.
All of this is taken into account immediately by availability search and by online booking.

7. Skills

Who can do what: the condition for the offered slots to be honourable.

You define a list of skills (cut, colour, balayage, beard, updo, treatment and so on).
Each stylist receives their own, and each service states the ones it requires.
A service is then only offered on the schedule of the people who can perform it.
This is the first setting to make in a salon where not everyone does everything.

8. Colour record card and patch test

The colourist's memory, client by client.

The record card keeps the formulas applied: shades, developer volumes, processing time, result and observations.
At the next visit the colourist reopens the last card and picks up the right formula.
The patch test required before an oxidative colour is recorded with its date, so you know whether it is still valid.
Client consents are tracked with their date, which also helps you answer an information request.

9. Packages

Ten blow-dries, a year of cuts: sold once, used up over visits.

A package is defined with its content (number of sessions, services covered) and its validity.
It is sold as an ordinary Dolibarr product, so it is invoiced and accounted for normally.
Each session used is deducted automatically at the appointment: nobody keeps a notebook on the side.
A report shows packages in progress, what is left on them and those about to expire.

10. Gift cards

A balance, and a log that explains it.

A gift card is created with its amount and validity, and sold as a product.
When taking payment for an appointment it is presented and its balance drops accordingly.
Every movement is recorded: a balance can always be explained line by line.
A card that is empty or expired is no longer offered at payment.

11. Loyalty and client segments

Rewarding, and knowing who you are talking to.

Loyalty points are credited when the appointment is closed, according to the rule you set.
Each point balance is the sum of its log: there is no counter to correct by hand.
Client segments group your clients by frequency, last visit or average ticket.
You use them to call back those who have not returned, or to invite the most loyal to leave a review.

12. Prices and salons

One catalogue, and as many price lists as you have premises.

The prices screen lists your services, their duration and their price, and lets you correct them without opening each record.
If you run several salons, each has its own hours, its own team and its own resources.
Each salon can carry its own prices: the same service can be 25 EUR here and 22 EUR there, with a single catalogue.
Resources (basins, styling stations, cabins) are declared per salon and handled like the stylists.

13. Productivity and commissions

What each person achieved, and what they are owed.

The productivity report gives, per stylist and over the chosen period, the revenue achieved, the number of clients and the average ticket.
Commission rules are defined per stylist, per service or per family, as a percentage or an amount, with tiers.
The calculation only covers appointments actually completed; one reopened then closed again is not counted twice.
The result is consulted by period and serves as the basis for payroll or for chair rental settlement.

14. Online booking

Optional, and always under your control.

If you enable it, your clients book from a page served by your own Dolibarr, with no account to create.
They choose the service, the stylist and a genuinely free slot, then confirm their identity.
The request lands in “Registrations to approve”: nothing reaches the schedule without your agreement.
“Portal accounts” lists the clients who use online booking and lets you suspend an access.
A waiting list collects those to call back as soon as a slot frees up.

15. Taking payment and invoicing

The end of an appointment is a Dolibarr invoice, not a separate ticket.

Payment picks up the services performed, the retail products, the package used or the gift card presented.
It produces a normal Dolibarr invoice, with your numbering, your template and your accounting.
Because everything is a native product or service, the invoice is ready to be issued as Factur-X.
A client's history of visits and invoices stays available from her third-party record.

16. Configuration

The settings you make once, at the start.

The schedule step, the hours displayed and the default behaviour of appointments.
The invoicing mode, the loyalty rules and whether the booking portal is enabled.
Rights: who can see everyone's schedule, who sees only their own, who can take payment.
Salons, resources and skills are declared from the same menu.

17. Links with Dolibarr

The module does not work in isolation: it integrates with the native building blocks of Dolibarr.

Third parties (customers) : Every appointment is attached to a Dolibarr third party; the history of visits, record cards and invoices stays available from that record.
Products and services : Services, packages and gift cards are native Dolibarr products or services, with their price, VAT and accounting.
Invoices : Taking payment for an appointment produces a standard Dolibarr invoice: usual numbering, document template and entries.
Users : Stylists are Dolibarr users; their hours, skills and commissions are carried by their account.
Stock : Products sold in the salon follow normal Dolibarr stock, with no parallel mechanism.
Electronic invoicing : Invoices from the salon are native invoices: they enter Dolibarr's Factur-X chain with no reprocessing.