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Digital Salon Forms with PDF Annotation Apps

There are many PDF annotation apps in the world now, and it pays for you to have a look at a few of them if you are looking towards having your clients fill out an electronic form while in the salon. With the best intentions, we can send a form for our clients to fill out, but most will come without the forms completed.

Having digital forms for clients is a growing trend as we move forward in the 2020’s. Combine an iPad, a stylus and a digital form to give your clients a great experience with modern techniques.

PDF Annotation Apps allow us to have clients fill in a pre made for,. while using a tablet that is stylus compatible as a pen tool.

There are many different apps, some of which I’ll mention below. I’ve picked out Goodnotes for Apple gadgets for ease of use, as it is the one I use most often, however it is £7 for the full version and is very simple and easy for clients to navigate.

These apps work by taking a document you already have developed in a PDF form, and allowing you to write the screen as if you were taking notes in a lecture, writing on the paper. By doing this, a client can compete a PDF form on a tablet, by using the stylus as a pen, and hand it back to you for you to make your own comments, sign the form and save. The best apps save as you go, so that mistakes are easily fixed, but the form isn’t easily deleted.


PDF Annotation Apps. I’m mentioning Goodnotes as it is currently my app of choice for PDF Annotation and in-person form completion, but there are many others.

An app that works wonderfully for forms to be able to keep electronic forms, and allow you to avoid keeping lots of paperwork on hand.  Goodnotes works on Mac, iPad and iPhone.. Best use of electronic forms in this way, are by using an iPad with a compatible stylus.

For best use with forms, downloaded your form on an iPad interface, where your Client can complete their consultation form on that iPad, by using a stylus, to fill in all the details.

To make it easier, you can choose to:

  • Use a brush stroke similar to using a ball point pen.
  • Change the text colour for what your client enters, and for what you also enter on the form.
  • The form auto saves when your Client enters information, reducing the risk of disappearing content while it is being filled in.
  • You can choose to also use a highlighter option to mark medical conditions, or simply use the pen tool to circle chosen words.
  • Easy to use and navigate.
  • Once your client has signed the form, you can sign the form in a different colour, and save the completed file in any location that is legal in your country.  GDPR regulations apply in the UK.

Other PDF Annotation Apps

You may already have a PDF Annotation App on your gadget, and it’s worth trying a document to give it a go. Here are some others that are frequently mentioned online, as they may be worth researching.

  • Adobe Acrobat Reader
  • Google Keep (may be too simple for form filling)
  • Microsoft One Note
  • Noteshelf
  • Notability

Digital Form PDF – Canva Templates (Easy Edit)

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Five Reasons to Send Thank You Cards to Clients!

It’s so easy, especially if we’re buying from people we know, to forget to remind them who we are. If we have a new client, are they loyal to us, or to the cheapest deal on offer. When we think about how we get new customers, it’s usually a repeat of seeing our name or having someone mention us. On average, it takes a person to have seen our businesses about seven times before they commit to pushing the buy button, or making an appointment.

Even more so if we sell online or through Etsy. Etsy keeps buyers addresses and details from sellers, so you can’t really sign them up for future purchases or easily contact them, unless through Etsy itself. Even if you send an invoice with a physical product, it’s going to be hit and miss whether they ever think of you in the future, so we do need to take stock and use what tools we have close to hand.

If you choose to buy editable templates, then you can easily change the wording for any purpose, and just simply print some more off.

So, quickly and easily, this is why you should bother to send thank you cards to your clients.

Why Should I Send Thank You Cards to my Clients? 

  1. To show them you care about them. What better way to say thank you, than saying thank you. Even better if you send a week something off code for their next purchase with you. Letting customers know you appreciate their purchase is a strong marketing tool for the future.
  2. You remind them of who you are. Half of our customers have forgotten us as soon as they’ve made a purchase or bought into a website where we have our online shop based. If they bought on a marketplace such as Etsy, EBay or Amazon, they might not even realise you are a business operating on a platform. That little thank you card can be the tool you need to take your business further. You can direct them to your own website, and give them an opportunity to get to know you and your business more.
  3. The “trust factor.” What better way to show trust, than to show your clients you care. If someone has bought into the idea that small or local businesses need support, and they make the effort to purchase from us, a simple thank you note can help them feel they are making the right decisions, and will carry on with those buying patterns.
  4. It reminds them you haven’t forgotten them. If you send a birthday, anniversary or purchase birthday treat via a thank you, it reminds clients that you are a small business who cares, about them.
  5. Gives you an opportunity to share important information with your clients, such as aftersales support, or treatment aftercare, to ensure you are helping them get the best out of their purchase choices and helping them to remain safe.
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Henna Brows Aftercare

Henna Brows are blazingly amazing and a fraction of the cost of SPMU and other types of more permanent eyebrow care. For sure they also have their place in the world, but for someone who is looking for longer terms sticking power to the look of their brows, henna brows fits the bill.

With henna brows, the effect is instant, in your face stunning eyebrows. Aftercare for henna brows is very similar to that of lash lift and lash extensions.

How To Look After Your New Henna Brows at Home

  1. Henna will last up to a week on your skin, and around 4-6 weeks on your brow hair. Use appropriate and recommended products on your skin close to your brows. Avoid oily based products.
  2. Stay away from water and hot steamy environments for the first 24 hours. If you don’t, your henna may appear to dissolve before your eyes and disappear into the great wide beyond.
  3. Avoid make-up if possible in the first 24 hours and avoid UV light.
  4. Henna will last up to a week on your skin, and around 4-6 weeks on your brow hair. Only use appropriate and recommended products on your brows.
  5. Try not to use strong exfoliants, AHA’s or retinol products on your brow area, as they will remove the stain too quickly.
  6. Avoid touching, picking or scratching your brows.
  7. If you stain is too dark, get in touch with us instead of trying to rub the stain off.
  8. Please don’t wear a sleep mask or sleep on your face. Try to sleep on your side or back, to avoid your henna stain rubbing off too quickly.
  9. Please leave 3 weeks between appointments.
  10. Please contact us if you have any adverse reactions.

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Ear Seeding – Acupressure by Auricular Therapy

It’s all over social media at the moment. As well as being a lovely and relaxing treatment to receive, it’s also gaining in popularity due to viral videos and people raving about it. Although it’s often thought of as a modern acupressure treatment, it’s actually been performed for thousands of years, and is as old as indian head massage. Ear seeding is said to be a form of traditional Chinese medicine that can help with reducing chronic pain, reduce stress, and other benefits.

Pain relief for headaches seems to be the main benefit outlined on social media channels, however aiding restful sleep, focus and other benefits are on the holistic side of wellness, and follow the same pattern for aiding the whole well-being and relaxation processes.

Ear seeding works on the same principle as auricular therapy, however seeding does not involve needles, and works on the pressure points on the external part of the ear.

What is Ear Seeding

There are many different ways of carrying out seeding. Some people use actual seeds, small beads and often make their own with sterile tape and seeds or beads. Most therapists will buy single use rolls or strips of material with the beads or seeds already attached. They will then tape these to the acupressure points on the external portion of the ear.

As with other therapies and treatments, you certainly can buy the products online, however, using a trained ear seeding therapist with acupressure training, will ensure the treatment is used correctly for what you are looking to achieve.

Ear seeding works around the belief of the body as a map of systems, in the same way as reflexology, however instead of focusing on the feet, ear seeding is carried out on the small external ear follows an established map for different organs which correspond to the different pressure points on the ear. The body systems mapped, are reproductive, digestive, respiratory, nervous and more.

Ear Seeding Process

The stickers with seeds or beads are placed along the points on the ear that correspond to the mapped part of the body which is being worked on. The therapist will then massage the little seeds into the pressure points, to help with the area of the body or nervous system being worked on.

This is a non invasive treatment, which can benefit the whole body.

What Ear Seeding Does

Similar to Reflexology, Ear Seeding allows the body to promote its own healing effects. With the combined effect of relaxation, massage of the ear, lymphatic drainage and trust, ear seeding can help increase the brain endorphins, which are known to help with pain and stress.

Carrying out ear seeding at home, without a trained professional, can lead to small cuts, bruises or damage to the ear, however those are not the full picture. At home packs tend to have simply maps, which may not actually work for what you are looking to achieve.

Who Can’t Have Ear Seeding?

Ear seeding is generally said to be safe for everyone over 18, or who feels they can benefit from acupressure techniques. Even at home, this treatment is not suitable for young children, as they tend to wriggle, and seeds/beads might become dislodged and fall into the ear canal.

Risks of Ear Seeding

  • Allergy to the adhesive used on the ear seeding patches.
  • Allergy to the seeds/beads used.
  • May be unsuitable for those with a latex allergy.

If redness or pain is experienced during treatment, stop and assess for an allergic reaction.

What to Expect in a Treatment

  • Your consultation will determine the treatment you will have, and the types of seeds/beads used.
  • Your ears will be cleansed and dried.
  • Using the correct pressure points on the ear, your therapist will apply the he ear, your therapist will apply the seeds to your ears.
  • Your ear will be massaged and you will receive appropriate aftercare.
  • Some therapists will ask you to keep the seeds on your ears for a few days, and give you apporpirate aftercare for their use and removal.

How you may Feel After a Treatment

  • Happy or sad – an emotional reaction.
  • Calm and in control.
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Salon Policies – Do You Need Them as a Salon or Sole Trader?

Even the smallest sole trader with the tiniest client list needs to have some policies to help them navigate the world of business. It becomes very clear early on that when we deal with the public, some form of rules are needed so that those who work in the service environment aren’t taken advantage of. Everyone can forget the odd appointment, and sometimes, life in general means that a client can be late, but persistent no shows, lates or late cancellations can affect a business, no matter how small it is.

The policies below are simply a guild to what to think about when you are setting out your own salon policies. The list is not exhaustive, and you may decide not to implement others. Every salon requirement is on a need basis.

What are salon policies?

These are a list of your rules. They set out your limits and the procedures you will take for your clients and how they behave towards your business.

These rules help you to organise your work schedules, appointments and calendar, allowing you to work fairly to all your clients and any staff that you employ. If you are self employed, these allow you to help manage your own working environment.

Spend time to reflect on what you will have as part of your salon policies, and how they will affect your business. Policies for mobile working self employed service workers will be different from those who work in a salon, or those who work from home. When you write your policies, make them easy to find, and display some of them on your wall, or on your website, to help your clients and staff maintain safety at work. Make sure your policies are achievable, ie they are realistic and can be followed.

Businesses must tailor their policies to their own needs. What is right for one business will not necessarily be right for another. If you need to, write risk assessments around each aspect of your business and create your policies from those.

Types of Salon Policies

The biggest issue most service industries face as the late arrivals and cancellations. It makes sense to draft and wrote policies that help you manage these situations. There are also different ways of dealing with issues that might come up in relation to how they are worded.

  • We’ve drafted some policies here, and helped with some templates to help navigate these.
  • These are simply templates and suggestions, and are not legally enforceable or guaranteed to stand up in court.
  • You are required to change any text and wording to suit your own needs.
  • We are not liable for your end use of these posts, contents or products.
  • You MUST tailor them to your business to ensure you are legally compliant.
  • Purchase and use of any of our templates, requires you to accept all responsibility for their use, under any circumstances.
  • If you are imposing fines for any of your policies, make sure all your clients know about these in advance. If you change your policies to new ones or change the terms of these policies, also ensure your clients are aware of the new policies you have in place.

Late Arrivals, Cancellations and No Shows

Late Arrivals

Dial down the time you are willing to to wait for a client who is late. You might decide 5 minutes, 15 minutes or 30 minutes is acceptable. If you work client to client with a short interval in-between, you might find 5 minutes is the longest you can wait for a client to arrive. If you work from home, or on your own and have a long lead time between clients, you might decide to give them 15 or 30 minutes. The time you are waiting for a client to arrive, is time you are losing money. Also think about the time you are willing to make you next client wait, if you have someone arriving soon after.

An example statement might include respectfully asking clients to arrive on time for their appointment and outlining arrivals of more than £15 minutes late will result in a cancelled or rescheduled appointment, and a late arrival fee.

Late Cancellations

Late cancellations leaves you with spaces that you cannot fill at short notice and results in reduced earnings for the day. While most businesses can absorb a certain level of late cancellations, it’s reasonable to set out your cancellation policy in advance. If an appointment has been booked for many days/weeks in advance, and is cancelled at short notice, your policy might be different from someone who booked in a last minute slot and cancelled an hour later. Try to work those situations differently where possible.

Think about the time between appointment and cancellation. If you have a 24 hour or 48 hour cancellation policy, it allows clients to cancel close to the appointment time, without charging them. We all understand that life sometimes happens, and our clients have emergencies that require them to reschedule or cancel quite close to the appointment.

In your wording, set out your cancellation policy, ie 24 or 48 hour policy. Also set out your fees chargeable for not cancelling within those timeframes. If it is a same day booking, request notification as close to the appointment as possible. If you set out a cancellation fee, consider how you will collect that. Some businesses will decide to add it to the next appointment if the client books again, and others may allow one or two late cancellations without any fee payable, but will impose it for repeat offenders.


No shows are difficult to work with. Try to remind your clients 24-48 hours before their appointment, to allow them to cancel in time, which might help with client retention. Repeat no shows can affect a business significantly. In these cases, consider a booking fee. You can also outline the fee you will impose as a result of your client not turning up, not cancelling, and offering no explanation for their no show. Some businesses allow one or two no shows, then choose to remove that client from ability to rebook for services.

Patch Test & Health

Patch Test Policy

Every service provider in this industry should have a patch test policy. This comes from a health questionnaire, your insurance requirements and manufacturer recommendations. Wording must always suit your industry. Manufacturers may have recommended patch test requirement that is 48 hours before, but your insurance company may stipulate 24 hours. It is your responsibility to know what is required from both, to decide what your patch test policy will be.

Many insurance providers will require the exact products to be used as a patch test, and any fundamental change in health, including vaccines or having had Covid-19, may require a further patch test required for insurance purposes.

It is not recommended to allow clients to sign a disclaimer as an excuse to avoid a patch test. Your insurance company is very unlikely to accept this.

Your insurance company will also require repeat patch tests after certain time frames. It may be six months, a year or more, so it is wise to check.

Consultation Policy

Every new client to you or your salon, must begin with a health history and consultation. This helps to protect both you and the client. Sometimes, clients wish to have treatments and services that are not safe for them, and by using a consultation, you will be able to find out if it is safe for you to perform that service, or if you will require GP consent, or to modify the treatment to suit. At the beginning of each new appointment, it is important to refer to the health history and check if there are any changes to health, conditions or treatments.

Service Guarantee

This policy outlines your potential route following an unsuccessful treatment. Examples might be a hair colour that turns out green, a perm that does not work, perhaps a lash lift that has no effect, or a nail treatment that is badly performed. For clients who went home with what looks like a satisfactory service, we have to determine if it is a genuine complaint or if the client has not followed their aftercare advice.

Every business and salon will have different ideas and limits of what their service guarantee will cover and how it will be worded.

This is really your quality assurance policy. If that treatment does not work, or your work falls below acceptable standards, you can set out what steps you will take to remedy it in advance. Think about how long a client will have to make a claim. You might require a client to contact your after 24 or 48 hours to allow you to assess the service performance, and decide if you are able to correct the problem or refund the service charge.

Service Policies

Accompanied Clients & Age Restrictions

In the Covid era, restricting accompanied persons to an appointment has become the norm. If you plan to keep that in place, a policy outlining your conditions for that, can help you avoid any potential problems on the day of a service. As part of your terms and conditions of booking, these policies can help you avoid problems on the day.

Things to think about for this policy.

  • For accompanied clients, you may wish to state that a Client who requires assistance may be permitted to be accompanied by a carer or family member to their appointment.
  • Clients who are children, to be accompanied by a parent or guardian.
  • Unsupervised children. You cannot perform a service or treatment properly if you are worried about the safety of an accompanied child running around your salon.
  • Pets. You might decide that service pets such as guide dogs are acceptable.
  • Mobile phones, for example, you do not provide the facility for a client to charge their device. It’s unrealistic to ask a client to not take a mobile phone, but having a written policy asking them to put their phone on silent during their appointment can help reduce the amount of interruptions during a service.
  • Food/Fluid/Alcohol. This was banned during Covid. Some salons will move to providing tea/coffee/water, however, you may need to set your limits on what your clients can bring in with them.

Service Refusal

Offering your services is an invitation to provide a service. It is wise to have a policy outlining your rights to refuse to provide a service.

Think about things like:

  • Client behaves improperly.
  • Client arrives to an appointment under the influence of drugs or alcohol.
  • If you feel unsafe.

Sickness & Covid-19

In the current environment, it’s prudent to have a health policy for Client service arrivals.

You may decide to have a sickness policy where you required clients to cancel or reschedule if they are unwell on the day of their appointment.

Facilities Policy

Do you have the ability to provide refreshments, toilet facilities, tea/coffee, changing rooms etc.