Checklist for Covid-19
A step by step guide of what to do in the case of a temporary salon closurePrint to PDF
For many reasons, there may be features within the system that you want to alter or disable for the time being. Currently, during the Covid-19 outbreak, these requests have been seen a lot.
Here's a quick to-do list for closing your salon during Covid-19:
- Disable SMS appointment reminders
- Disable Email appointment reminders
- Disable No-Show Notifications
- Disable Your Online Booking System
- Request Licence Keys for home devices
- Notify your clients of your situation
- Promote Gift Card Sales
- Promote Product/Retail Sales
- Offer Virtual Consultations
- Get active on social media
- Take training and learn new skills
- Build & sell survival packs for client
To help you complete each of these steps, we've created a guide to help you along with the process.
Of course, these steps can be followed at any time to action this or to be reinstated.
We also recommend that you visit our Covid-19 resource center for more help and guides: https://www.phorest.com/coronavirus-best-practice
1. Disable SMS Appointment Reminders
The first thing that you may wish to disable is the reminder text messages and emails, these can potentially cause a bit of confusion for your clients if you have made them aware that you are closed for the time being, please follow the below steps to disable these.
To access your reminders go to Marketing > Appointment Reminders
Here you will automatically be assigned to the SMS Reminder tab. From here, you will need to click onto the drop-down menu labeled Days in Advance and select the Don't Send option as highlighted in the below screenshot.
2. Disable Email appointment reminders
After disabling SMS, you can switch to the email reminder tab at the top of this page, again, you will need to click onto the drop-down menu labeled Days in Advance and select the don't send option. Once you have done this, click save and the next batch and following appointment reminders will be prevented from sending until re-enabled.
3. Disable No-Show Notifications
Next up are the no-show notifications, these are not always enabled but it's worth double checking if you are sending these out as it may cause further confusion for clients if they receive these while you are not currently operating.
To access your no-show messages go to Marketing > Templates and Filters > No-Shows.
Here you will need to untick the Send as SMS and Send as Email boxes at the top of the page, once you press save these will no longer send until re-enabled.
4. Disable Your Online Booking System
Next up, we'll take a look at disabling the online booking system which can be done through a few different methods depending on your situation.
Should you find yourself required to close due to the outbreak and have a potential reopen date, we recommend that you set special 'closed' days for your business, rather than manually removing everyone from the schedule.
To do this, follow the more granular guide here, or read below:
Settings -> Opening Hours -> Add -> Select a day -> Set open to 'No' -> SAVE. Do this until you believe you'll be open again; this can always be changed or extended if your situation changes.
If instead, you want to take your entire staff off online bookings, you can remove them in your settings. If you choose this option, make a note to re-enable your staff online once you reopen.
For individual stylists (and to see a more granular view of this process) you can find a guide on that here, and a more general overview below:
Manager -> Staff Members -> Select a staff member -> Settings -> 'Show on Online Bookings' should be set to 'NO' -> click save.
Do this for ALL of your staff members, and this will prevent clients from booking online until re-enabled.
5. Request Licence Keys for home devices
If you are closing but still plan to promote your business from home (more on that below), you may see the need to install the Phorest system onto your home computer or allow staff members to have Phorest installed on their home systems for the time being.
This would require additional licenses which are completely free of charge.
To do this you would need to contact our support team through the Contact Support button within Phorest or you can request these from us by emailing your request to email@example.com.
Please note that licenses can only be requested by the owner(s) of the business, if a license is not requested by the appropriate person(s) we will ask that authorization from the owner is emailed to firstname.lastname@example.org before we can provide the key.
Protecting your income during Covid-19
We understand that there is a lot of uncertainty surrounding the coming months. Our team of Business Advisors have put together the most successful strategies for maximizing revenue during Covid-19.
We strongly recommend you take some time to ensure you have taken the time to look at these points below.
If you have any questions or just feel overwhelmed in general, please feel free to contact your business advisor on email@example.com, we are here to help you through this worrying time.
6. Notify your clients of your situation
Let your clients know your situation whether you’re open or closed.
Covid-19 specific Email and SMS templates have been added to your marketing suite. Use these to update your clients on your situation. Many of these templates give your clients options for supporting you during a closure.
7. Promote Gift Card Sales
Your clients are very likely to be happy to have an arranged visit to pick up a Gift Card, especially for Mother’s Day. You just need to prompt them and be vocal! Let your clients know this is an option.
8. Promote Product/Retail Sales
Similar to Gift Cards, let your clients know that you can offer retail product sales. Arrange for collection at the salon with social distancing, or contactless delivery in your local area. Templates are available in your marketing suite.
9. Offer Virtual Consultations
Can you do an online or over the phone consultation? You could promote free online/phone consultations for your clients and get them ready for their service when your doors are open again. Or use video consultations to sell your products.
Be proactive, not reactive! What can you and your team do now that will benefit the business when you are back up and running.
10. Get active on social media
This is the time to ensure your social media platforms are up to scratch! Do you have Facebook & Instagram? Why not give TikTok a try. The main thing is to keep your social media up to date, relevant and use it to your benefit.
Go live on Facebook and Instagram, give tips for home care, and talk about the products you can provide, or the offers you're running for when you reopen.
11. Take training and learn new skills
Phorest has an Academy full of useful content for online training for the Phorest system. There are so many useful features in your Phorest system. If you or your staff have extra free time, make sure to take advantage of the free training we provide.
Learning new areas of your Phorest system will make it easier for you to get started with new plans as soon as you reopen.
12. Build & sell survival packs for client
If your clients are struggling at home without your services, then you can always keep them going with hampers & survival packs.
Put together the essential products for your clients to get by while they're staying at home or isolating and tie it in with your product sales offering.
Any opportunity to bring cash into your business while closed will make it easier to keep going and reopen successfully.
Got some of your own ideas? We'd love to hear what you're doing. Just email us on firstname.lastname@example.org.
If there's anything else our team can do for you or if you have any questions or concerns, please feel free to reach out to us via the contact support button within your Phorest system or by emailing email@example.com.
We're committed to helping everyone through this time as best as we can!