Dashboard
Call Outcomes (Selected Range) — Connection Effectiveness
Follow-up Actions (Selected Range) — What Happens Once Connected
Day-wise Calls — Last 30 Days (Including Today)
Center + Service-wise Pending Summary
| Center | Service Category | Pending (Due) | Total Records | Today | Yesterday | MTD | Total Calls | Appointment Booked (MTD) |
|---|---|---|---|---|---|---|---|---|
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Center-wise Call Type Summary — How Clients Are Responding
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List of Clients to Follow Up
| Action |
Status
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Guest Name | Guest Code | Mobile | Brand |
Center
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Category | Service | Last Employee | Last Served | Next Reachout | |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
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Other Calls
Call Outcomes (Selected Range) — Connection Effectiveness
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Follow-up Actions (Selected Range) — What Happens Once Connected
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Other Calls — Day-wise by Calls Type (Last 30 Days, Including Today)
Leads
| Action | Calls Type | Guest Name | Mobile | Brand | Center | Last Visit/Lead Date | Month | Year | Last Outcome | |
|---|---|---|---|---|---|---|---|---|---|---|
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Other Calls — Upload
This page is only visible to admins and users granted upload access (see Users & Access). Uploaded leads appear immediately on the Other Calls page.
Upload Leads
Excel file with columns: Brand, Center, Guestname, MobileNumber, Last Visit/Lead Date, Month, Calls Type. The "Calls Type" per row (Lapser / Whatsapp / Instagram / New Clients) comes straight from the file.
Users & Access
Shared with your other product (public.profiles).
Add User
| Name | Role | Hierarchy | Access Salons | Status | Can Upload (Other Calls) | Actions | |
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How to Use the Calling System
Overview
This dashboard runs two calling workflows:
- Follow-ups — guests due for a recall call, grouped by Service Category.
- Other Calls — leads uploaded from Excel, tagged by Calls Type (Lapser / Whatsapp / Instagram / New Clients).
Follow-ups: call frequency by service category
Each service category has a natural repeat cycle. The system triggers the call 2 days before that cycle is actually due, so the guest can be reached and rebooked before they lapse — not on the exact due day itself. A guest can appear more than once on the list if they've taken more than one of these services — each service category runs on its own cycle and is called separately. The due list stays open for a ±15-day window around the trigger date, so a guest doesn't disappear if they're missed on the exact day.
| Service Category | Service Cycle | Call Triggered At |
|---|---|---|
| Haircut — Female | 75 days | Day 73 |
| Haircut — Male | 30 days | Day 28 |
| Global Colour — Female | 120 days | Day 118 |
| Global Colour — Male | 45 days | Day 43 |
| Keratin | 150 days | Day 148 |
| Touch Up | 30 days | Day 28 |
| Manicure | 30 days | Day 28 |
| Pedicure | 30 days | Day 28 |
| Waxing | 21 days | Day 19 |
| Facial | 30 days | Day 28 |
| Clean Up | 30 days | Day 28 |
| Massage | 30 days | Day 28 |
| Hair Spa | 30 days | Day 28 |
Other Calls: leads by type
Leads are uploaded from Excel and tagged with a Calls Type: Lapser, Whatsapp, Instagram, or New Clients. Work through the list assigned to your center and log every call using the Action column, the same way as Follow-ups. Use the Reminders Due toggle if a lead asks for a callback at a specific time.
Step-by-step: making a call
- Open Follow-ups (or Other Calls for leads) from the sidebar.
- The list shows guests currently due, sorted by center and category — the Pending (Due) column shows how many are waiting per category.
- In the Action column, click Add Follow Up to open the Add Feedback form.
- Select the Call Outcome (e.g., Connected, Not Connected, Call Disconnected).
- If the outcome is Connected, a Follow-up Action field appears — select the result (e.g., Appointment Booked, Callback Requested, Not Interested).
- Enter your name under Called By (mandatory).
- If a booking was made, fill in the Next Appointment Date.
- Add Remarks (mandatory) and click Save Feedback.
- The guest drops off the due list once logged, and reappears when their next cycle comes up.
Reminders Due
Script Book
Ready-to-use scripts for every scenario on the dashboard — Follow-ups and Other Calls. Read the guest's name and service from the screen before dialling — every script below has a [blank] to fill in live.
Golden Rules — Before Every Call
- 🙂 Smile before you dial — it changes your tone.
- 👤 Always confirm the guest's name first — "Am I speaking with [Guest Name]?"
- ⏱️ Ask if it's a good time to speak.
- 🚫 Never say "you're overdue" — the system calls guests before their cycle is due, so always frame it as "coming up" or "it's about that time," never "you missed it."
- 📝 Log the call immediately after — Call Outcome, Follow-up Action, Called By, and Remarks are mandatory.
Universal Opening (use for every Follow-up call)
"Good [morning/afternoon], am I speaking with [Guest Name]? Hi [Guest Name], this is [Your Name] calling from Jean Claude Biguine Salon & Spa, [Centre Name]. Hope you're doing well! I'm calling because it's almost time for your [Service Name] — you're usually due around every [X] days, and it's coming up for you. Would you like me to check availability and book a slot?"
"I'll be quick — just need 30 seconds to check a slot for you, is that okay?"
Service-Specific Hook Lines
Use the Universal Opening above, then swap in the line for the service category showing on the dashboard.
| Service | Hook line to use after the greeting |
|---|---|
| Haircut — Female | "Your hair should be just about ready for a fresh cut and trim — shall I book you in this week?" |
| Haircut — Male | "It's about time for your regular haircut — want your usual slot, or should I check what's open?" |
| Global Colour — Female | "Your colour is due for a refresh soon — before the roots start showing, want me to book a slot?" |
| Global Colour — Male | "Your colour touch-up is coming up — shall I check availability this week?" |
| Keratin | "Your keratin treatment is due to be refreshed — it's usually best not to leave it too long after the 150-day mark, want to book?" |
| Touch Up | "Your root touch-up is coming up — want to get it done before the regrowth becomes too visible?" |
| Manicure | "Time for your next manicure! Should I book your usual time slot?" |
| Pedicure | "It's about time for your pedicure — shall I check what's free this week?" |
| Waxing | "Your waxing session is coming up on schedule — want me to book you in?" |
| Facial | "Your skin should be due for its next facial — shall I get you booked before the month ends?" |
| Clean Up | "Time for your next clean-up session — want your regular slot?" |
| Massage | "Your massage is coming up on your usual cycle — want to book some relaxation time this week?" |
| Hair Spa | "Your hair spa is due soon — shall I lock in a slot to keep your hair healthy?" |
"You've actually got two things coming up — your [Service A] and your [Service B]. Want me to book both together in one visit?"
Mention both in one call rather than calling twice.
What to Say Based on the Answer
"Great! Would [Day] at [Time] work for you? … Perfect, you're booked for [Service] on [Date] at [Time]. See you then!"
Log: Connected → Appointment Booked · fill Next Appointment Date"No problem — when should I call you back?"
Log: Connected → Callback Requested · set a reminder for that time"No problem at all, thank you for telling me. Can I ask why — is it the price, or something else?"
- Price → see If They Say No, below
- Bad experience → see If They Say No, below
- Just not interested → "Okay, no worries! We're here whenever you're ready. Have a good day!"
Nothing to say — just log it.
Log: Not Connected · write "no answer" or "switched off"Call back once: "Hi, sorry, the call dropped. As I was saying…"
If it drops again:
Log: Call Disconnected · write "call dropped, will try again"Other Calls (Leads)
"Hi [Name], this is [Your Name] from Jean Claude Biguine. We haven't seen you in a while and we miss you! You also have a special offer — flat 30% off your next visit. Should I book you a slot?"
"Hi [Name], this is [Your Name] from Jean Claude Biguine. I saw your message on WhatsApp about [Service]. Are you still looking to book? Which day works for you?"
"Hi [Name], this is [Your Name] from Jean Claude Biguine. You messaged us on Instagram about [Service]. I'd love to help you book. Which day works for you?"
"Hi [Name], this is [Your Name] from Jean Claude Biguine. Thank you for your interest! What service are you looking for? … Great, would [Day] work for you?"
Log these the same way as Follow-ups (see "What to Say Based on the Answer" above).
If They Say No — Simple Answers
"I understand. We have some offers running — let me check if one fits you."
"I'm really sorry about that. Please give us one more chance — I'll make sure your next visit is a good one."
"No problem, thanks for being honest. If you ever want to come back, we'd love to have you. Is it okay if we keep in touch?"
"I understand. Should I call you back later, or just message you the available slots?"
Calling Back (Reminders Due list)
"Hi [Name], this is [Your Name] from Jean Claude Biguine. You asked me to call you back about your [Service]. Is now a good time?"
Then book as in "What to Say Based on the Answer" above.
Ending the Call
"Thank you so much, [Name]. Have a great day!"
Call Logs — Other Calls
Full history of logged calls against Other Calls leads (Lapser / Whatsapp / Instagram / New Clients), across all upload months. Search by mobile number or guest name to see what was said in a previous month, even after that lead has been wiped or re-uploaded.
Summary — Calls by Month & Calls Type
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| Date | Source | Guest Name | Mobile | Center | Calls Type / Service | Outcome | Follow-up Action | Remarks | Next Booking | Called By |
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