Getting Started

The Getting Started section explains the setup of the Spa/Salon Manager to help you get the most out of your new software.  The estimated time required to complete each section assumes that you are a small business with ten employees (time will vary depending on the size of your salon/spa). All sections that apply to your business should be completed to get the most out of the Spa/Salon Manager. 

Employee Setup - 1 Hour - Required

  • Enter the employee names:  Last Name,First Name (Do not put in spaces)
  • Enter the names in the order of your existing appointment book to make it easier to adjust to a computer appointment book (you can switch the order later under Maintenance, Employee)
  • Include owners and receptionists
  • Price Levels are used with salons that charge different prices based upon the employee or the experience level of the employee. If all employees charge the same prices, choose Price Level 1, otherwise make price levels for different employee levels.
  • Classification helps when you have a large staff. Classifications are used to separate employees into groups. Groups would include Hair, Massage, Color and Nails. 
  • When setting passwords, we recommend using either the first four letters of the employee name or the last four digits of their Social Security number.
  • Password level for receptionist should be set to Receptionist #2 except for your coordinator, use Receptionist #1.  Technicians should be set to the Employee level which allows them to see their information, but not others.

Appointment Working Hours - 1 Hour - Required when using Appointment Scheduling

  • This is the employee's normal working hours
  • The time should be entered with an A/P following to be entered correctly.
  • The Ending Hour is the time when the employee leaves, NOT when they start their last appointment.
  • The second set of times are used then an employee works with an Assistant. If hours are typed in, the computer makes a second column beside the employee that is an assistant. All credit for sales go to the employee not the assistant.

Appointment Booking Styles - 2 Hours - Required when utilizing Appointment Scheduling

  • The time to be schedule for each services.
  • The system supports the concept of booking 30 - 60 - 30 where the first 30 is the time required to wrap the perm, the next 60 minutes is the time allowed for another customer while the first customer is processing and the last 30 minutes is the time required to rinse and finish the customer.  The first 30 minutes is the Book Out, the 60 minutes is the Available and the final 30 minutes is the Finish. If your employees do not do another customer in between, the time would be booked as 120 minutes or two hours straight time.
  • The Second set of timings are used when the employee works with an Assistant. This provides a different booking style when the employee has help to perform services.
  • Technical Card box specifies whether the service requires the technical card to be printed. Usually this is for chemical type services or treatments that require information to be kept concerning the customer.
  • The Days of Week boxes show which days of the week the employee will perform the services. This allows a nail tech to do nails only on Tuesday and Thursdays and the other days would be reserved for other services such as Massage. If the employee does the service any day of the week, check all of the boxes in front of each day.

Standing Appointments - 1-2 Hours - Recommended

  • Standings allows appointments to be entered into the appointment book automatically.
  • Standings can be Daily, Weekly, Bi-weekly, 3 week etc.
  • The time and services are specified along with the amount of time to be scheduled.
  • Mark Confirmed allows the computer to automatically show the standing appointment as confirmed avoiding a regular customer from being reminded of their appointment.
  • Standing Ending Date is when the standing would stop being entered. Leaving this blank will cause the standing to continue forever.

Inventory Setup - Days depending on number of products - Not Required

  • Inventory Setup is the most time consuming part of the setup. It is not required to be completed to use the system, but it is highly recommended. Items can be sold in the beginning using the code # 999 which is a general retail item. When selling the product 999.  At the final payment screen clicking on the item allows the price to be changed.
  • Understanding the terms...
    • Category - Usually the manufacturer of the product such as Redken, Paul Mitchell, Aveda, etc.
    • Cost - Actual price paid for each product.
    • Employee Cost - The cost you would sell the product to an employee. If you mark your products as a percentage off retail or above cost you do NOT need to fill in this information.  Use Maintenance, Categorize Customer Mailing to set the desired percentage.
    • Retail Price - The price charged to the customer.
    • Quantity on Hand - The amount of product currently on the shelf.
    • Unit Quantity - The quantity you want to order each time to maintain a minimum quantity of product in stock as specified in Minimum Quantity. For example, if you have 3 products on hand and your minimum is 5. When the Unit Quantity is 1 the computer will order 2 products. However, with a Unit Quantity of 3 (you have specified to order three products at a time) the product would order the one Unit Quantity or 3 products.
    • Minimum Quantity - Amount to keep on the shelf, once the count is below the minimum quantity the computer will order that product.
    • Week, Month, Quarter, Year information should be left blank or set to zero. This area is where the computer tracks the number of sales of that item.
    • Classification - This is used to be able to group "like" products together. Not required to be entered, but examples would include Hair Spray, Shampoo and Gels.
    • Supplier - Who you buy the product from, for example: ST Beauty Supply or the manufacturer, if you buy direct.
  • Inventory Name - A description of the product that includes the description and the size of the product.
  • Code Numbers - We recommend starting your first product at code number 1000 and each product you type in would be in increments of 5 or 1005, 1010 etc.  When you finish entering a product line, skip to the next 1000 number to allow for additional products to be added in the same number range.
  • Unit Quantities are generally set to 1
  • Variance is a nice term for theft. Leave it set to zero to start with.
  • Don't overstock your shelves, let the supply house do that.  Set the Minimum so you don't run out of product, but don't have 24 bottles sitting on the shelf waiting to be sold.
  • Next Item Button - The Next Item Button allows you to pick up where you left off. 

City - State - Zip Setup - 30 Minutes

  • The City - State - Zip Setup makes it easier to enter your customer information. When typing in letters, the computer attempts to show you the city you are typing in. For example, type Englewood, if no other cities start with an E the computer will show Englewood after typing a single letter. Then the computer can fill in the State and Zip Code if it is unique for that city. This will double the amount of customers you can type in with this time-saving feature.
  • For cites with more than one zip code, leave the Zip Code number blank to allow the information to be typed.
  • The phone book white pages usually have a section showing the cities and the zip codes for your local area.

Commission Setup - 1 Hour - Required for Payroll Calculation

  • Skip if your employees are hourly or salary.
  • Define Service/Retail Commission.
  • If your employees are on a flat rate answer Yes and for example you would enter the percentage for Service as 50 and 10 for retail.
  • Scales should start from zero and be to a number which can not be achieved in a payroll period. We usually enter 99999.00 for the high on the last entry. If you pay via a sliding scale, the numbers would be entered as follows...   0.00 to 500.00 is 45, 500.01 to 1000.00 is 50, and 1000.01 to 99999.00 is 60.
  • Define the Scales on the left is for Service and the right side is for Retail Commission.  Leave the Retail Commission blank if a retail commission is not paid.
  • Determine if your commission is paid on the whole amount of service dollars or by pieces. An example, may help clear up this question.  If an employees service dollars were 1500.00 and the commission scale was as follows...  0 - 500.00 is 45%, 500.01 to 1000.00 is 50%, and 1000.01 to 99999.00 is 60%. If the employee is paid on the whole amount the commission would be 1500.00 * .60 or $900.00. On a piecewise scale the commission would be 500 *.45 + 500 * .50 + 500 * .60 or $775.00.  Check the box for piecewise if you calculate commission by the second method.

Service Charges - 1 hour - Only if needed

  • Determine your Service Charge Type. The system supports three types - Dollar Amount per Service, Dollar Amount per Service Ticket or a Percentage of Service Sales. Use the Change Type button to determine the Service Charge method to be utilized.
  • Determine if the Service Charge is taken before or after commission. If you subtract the service charge before calculating the commission choose Before.

Payroll Deductions - 30 Minutes - Only if needed

  • The system is automatically setup with the deduction categories of TIP and IOU. If you do not report Tips, set the type to Flat Rate and enter 0 for the amount.
  • Special Deduction Categories - To utilize these special deduction categories the name must be spelled exactly the same.
    • CAFE - Cafeteria Plan is deducted from the employee's pay BEFORE taxes.  CAFE plans are exempt from Federal and Social Security Taxes.
    • 401K - 401K plan is deducted from the employees' pay BEFORE taxes, but only for Federal Taxes not Social Security.
    • SEP-IRA - Treated the same as the 401K plan and is subtracted before the Federal Taxes are calculated.
    • FEDERAL - Used to withhold additional Federal taxes from the employee's check. This can be done as a flat dollar amount or as a percentage of their gross wages.
    • STATE - Used to withhold additional State taxes from the employee's check. This can be done as a flat dollar amount or as a percentage of their gross wages.
    • CITY - Used to withhold additional City taxes from the employee's check.
    • Indiana salons must setup a category for County Tax. 
    • Any other name deduct the amount after taxes have been calculated.
  • Be sure to make a category for Garnishments if you have anyone's wages being garnished by court order.

Payroll Employee Information - 1 Hour

  • Information is required to calculate payroll tax withholdings.
    • Address is required to print W2 information
    • Vacation Pay is optional, but the system will track the amount of Vacation Payment paid to an employee.
    • Sick Pay is optional, but system will track the amount of Sick Payments paid to an employee.
    • Officer of Corporation - Only Select if you are a corporation and the officer of it. This checkbox affects the calculation of the Unemployment Tax to be paid since owners are exempt from the tax.
    • Social Security Number required for W2's, but system will calculate taxes without it being entered.
    • Marital Status - Required to calculate the withholding amounts. If you do not know the marital status choose N.
    • # of Exemptions - Number of Exemptions the employee is claiming in the calculation of taxes.
    • Treat as 1099 - Check mark if you are not withholding any taxes for the employee.  They will be treated as an Independent Contractor.
    • Federal Withheld - Specifies that Federal taxes should be taken from the employee's check.
    • State Withheld - Specifies that State taxes should be taken from the employee's check.
    • City Withheld - Specifies that City taxes should be taken from the employee's check.
    • # Annual Pay - Number of Annual Pay Periods. One of the following... 52 Paid Weekly, 26 Paid Bi-Weekly, 24 Paid twice per month, or 12 for paid monthly.
    • Insurance - Amount of After Tax Insurance to be subtracted from the employee's check. This should not be used for CAFE, 401K or Sep-IRA plans. They should be done under the deduction screen which appears after the payroll information is entered.
  • Deductions - Nine Deduction categories are supported by the Payroll Manager. The first deduction category is defined as Tips and can NOT be changed. If your business does not track tips, you may enter the Type as Flat Rate and the amount of zero.
  • To add a deduction category to the employee, click the arrow at the end of first blank category name prompt. Select a deduction category from the list. Select the Deduction Type either Flat Rate, % Gross, % Gross and Tips or % of Federal Tax withheld. Type in the amount, either a flat rate or percentage on the next line. The system automatically does the percentage so enter 10 for 10%.

Congratulations, you have either skipped to the end of the Getting Started instructions or you actually read the complete pages. The Getting Started was designed to help you determine the steps needed to setup The Spa/Salon Manager. We would be happy to help you complete any of the steps above, we are only a phone call away.

If you have Internet connection we can assist you in the setup of your system on an appointment basis using our built in program called Help Me Support. This program allows our technicians to see your screen and answer questions. Our trained technicians will walk you through the steps necessary to help you.


Kent Crabtree - President