Everything on a single customer file · Automatic reactivation · 3,500+ salons

Get to know your customers better thanever—preferences, history, and notes all in one place

With Optios’ customer management system, you’ll never have to switch between separate programs, Excel files, or paper notes again. Booking history, preferences, color formulas, purchases, and contact information are all centralized in your salon software and are immediately visible when you schedule a new appointment. That’s how a CRM for your hair salon, barbershop, or beauty salon should work: everything you know about a client is right there when you need it.

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Does this sound familiar?

Why Customer Data Gets Leaked.

Without a single centralized customer record, information about your customers is scattered across four places: in your calendar, in an Excel spreadsheet, on a card at the register, and in the mind of the employee who usually handles that customer. That works—until someone gets sick or a customer ends up with a colleague.

It's all in someone's head

The color formula, the reported allergy, the conversation from last time: one employee knows about it, but the rest don’t. If that employee isn’t there, the customer has to start all over again.

Loose frames are coming apart

Addresses in Excel, notes on a card, and a history in the calendar. Three places you have to update—so in practice, none of them is completely accurate.

Silent customers fall silent in silence

A customer who hasn't been in for four months doesn't end up on any list. You only notice it when your schedule starts to clear out a bit.

Knowing your customers isn't the problem. It's just that keeping track of them and following up shouldn't have to be a manual process.

What We Offer You

Everything about your customer in one place.

Each customer’s booking history, preferences, purchased products, contact information, and notes are neatly organized and immediately visible when scheduling a new appointment. From appointments and purchase history to treatment notes, subscriptions, and loyalty cards: everything is centrally managed within your salon software, so you always have immediate access to the right information. Effective customer management means better service and stronger customer loyalty, and you’ll see the results in both your customers’ satisfaction and your business growth.

  • Centralized Customer Database
  • SkinTrack & Color Formulas
  • Form Management
  • Subscriptions & loyalty cards
  • Communication Overview
Centralized Customer Database All customer data in one place, accessible at all times. No need for a second program or separate Excel files anymore.
SkinTrack and Color Formulas Save treated areas and color formulas for each client. On their next visit, you’ll know exactly what worked last time.
Form Management Review completed forms before the customer arrives. That way, you won’t have to ask for any information on paper.
Subscriptions and Loyalty Cards Easily manage loyalty programs. The balance of a card or subscription is listed on the customer record and is settled at the register. Personal notes in your calendar Enter preferences once and see them again when the appointment comes up. No matter who handles the client, the context is there. Purchase History by Customer Track past purchases and know when something is running low. This makes recommendations at the counter specific rather than a guess. Communication Overview See which emails and text messages a customer has received and read. This way, you’ll never send the same message twice. Reminders and No-Show Follow-Up Automatic confirmations and reminders help prevent missed appointments, and you can follow up with anyone who doesn’t show up directly from their profile.

Your customer management, your calendar, and your point-of-sale system are all part of the same system—which is why a customer record is always included, without anyone having to retype anything.

View the digital calendar
Silent Customers

Automatic reactivation of dormant customers.

Customers who haven’t visited in a while automatically receive an invitation to book another appointment, without you having to follow up on it yourself. You set it up once—specifying how many weeks a customer must go without a visit before they’re considered inactive and what message they’ll receive—and then the follow-up process continues on its own while you’re working.

A customer who hasn’t been in isn’t usually dissatisfied—they just haven’t gotten around to it. One message at the right time is often enough. Because the invitation is generated from your customer records, it goes to exactly the people you want: those who haven’t been in for ten weeks, not your entire customer base. And because you can see which messages have already been sent, you’ll only send one friendly invitation instead of three.

Here's how the succession works Sample figures

  1. Optios sees who goes quiet

    You decide after how many weeks a customer is considered inactive. Optios tracks this for you based on the last appointment listed on the record.

  2. The message is sent automatically

    An invitation via email or text message, in your own words, with a link to your online calendar. You only have to write it once.

  3. The customer makes another reservation

    The new appointment will be added to the same record, so the history, preferences, and notes will remain as a single unit.

34 silent customers addressed 9 new appointments scheduled 0 minutes of follow-up from you

You don't need to check a list. You'll only see the new appointments that are added.

Do you want to go beyond reactivation? You can also send targeted newsletters and text message campaigns to your customer base.

Learn how to reach more customers
Work Together to Set Up Your Reactivation Here’s how to keep no-shows under control
At the chair

Personalized service, made easy.

Because every employee can immediately see a customer’s preferences, every visit feels personalized—even when a customer is served by a different employee. No one has to remember anything or ask for details: whatever you noted last time is still there.

Customer Management at the Salon: The customer file—including preferences, history, and notes—is ready for the next visit.
What the customer said last time will still be there the next time.
  • Everyone knows what the customer likes Color formula, sensitivities, coffee without milk: it’s all on the chart and comes up during the appointment. Even a colleague seeing the client for the first time isn’t starting from scratch.
  • New employees are up to speed right away Someone who’s just starting out sees the same context as your most experienced staff member. That shortens the onboarding process and makes the customer’s visit just as familiar as ever.
  • Online bookings and the customer record remain linked If a customer books through the online reservation system or your salon’s website, that booking is added to the existing customer file. No duplicate customers, no need to ask for information again.
What Our Customers Say

What this means in practice.

★★★★★
recommend that all my colleagues go digital with Optios to maximize their customers’ satisfaction
Stijn Romain
★★★★★
than 1,700 customers now book online. Optios has made things run more smoothly at the salon
Roel Roel van der Zwaan

Read all the stories from salons

Frequently Asked Questions

Frequently Asked Questions About Customer Management.

Can I keep track of customer preferences and notes?
Yes, you can record each client's preferences, allergies, and previous treatments. You can save color formulas and treated areas using SkinTrack, so you don't have to figure out all over again what worked last time when the client returns.
How does the automatic reactivation of dormant customers work?
Customers who haven't made a reservation within a specified period will automatically receive a reminder or an offer to return. You decide how many weeks after their last visit the invitation is sent and what the message says. Check how the follow-up is going.
Is customer management linked to marketing?
Yes, you can send targeted newsletters or text message campaigns directly from Customer Management. You’ll be working with your own customer data, so you can send a message to exactly the group you want to reach. Learn how to reach more customers.
Can I see which emails and text messages a customer received?
Yes, there's a communication summary for each customer. You can see which messages were sent and whether they were read, so you don't send the same thing twice and know what a customer has already seen.
Who owns my customer data?
Your customer database remains yours. Optios processes that data on your behalf and in accordance with the GDPR, and you can export it at any time. If you’d like to review the legal terms, please request the data processing agreement from our team.
Can I try out the customer management feature for free?
Yes, you can try Optios for free for 14 days, including customer management. During a half-hour demo, we’ll work with you to set up your customer records, notes, and reactivation features so you can work with your own customer database. Check out the plans.

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More customers Fewer no-shows PRO website Packages
Ready to get to know your customers better?

Get your own customer base ready.

In half an hour, we’ll put together your customer profiles, your notes, and your reactivation plan, and walk you through a typical week at the front desk. No presentation—just a conversation.

Book a free demo View the plans

14-day free trial · ★★★★★ 4.8/5 on Google · 3,500+ salons