Set up your AI receptionist: a salon checklist

Reliable booking starts with reliable business data. Set up your services, team and policies before letting clients book through WhatsApp. Use this checklist to catch gaps while they are still easy to fix.

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How it works

1. Record your services and team

Use the service names clients actually ask for. Give combinations such as a haircut and beard trim the correct price and duration. Check which staff member performs each service and when they work.

Include breaks, leave and any preparation time. Ask a colleague to check a busy day against the calendar: could every proposed appointment really be delivered?

  • Service name, price and duration
  • Staff member and skills
  • Working hours, breaks and leave
  • Preparation or buffer time

2. Set payment and cancellation rules

Choose whether particular services need a deposit. Connect your own Mollie or Stripe account so deposits reach your business directly. Set the cut-off for free cancellations and rescheduling.

Decide what should happen when a request is unclear or outside your rules. The receptionist can then hand the conversation to you instead of guessing.

3. Connect WhatsApp and run three tests

Connect your business number through Meta's official flow. Test one new booking, one change and one cancellation from a different phone. For each, inspect both the conversation and the calendar, including staff member, service, time and any payment status.

Only then tell clients they can book on WhatsApp. A missing service or outdated rota is easier to correct before it affects a real appointment.

Clear before you start.

Does every staff member need a login?+

No. An extra dashboard login is optional and costs €20 per month, excluding VAT. You can still configure services and availability by staff member.

Can the receptionist invent a service?+

No. It uses the services, prices and durations you enter. If a request is unclear, it asks a question or hands over.

Where should I start with a long price list?+

Start with the services clients most often request through WhatsApp. Check their names, durations, prices and staff before adding variants.

Also relevant14-day testAlso relevantWhatsApp appointmentsAlso relevantApp or platform?

Set it up and test it in your business.

Try BarbrFlow free for 14 days in your own business. After that it is €249 per month per business, excluding VAT and all-in for regular use. Billed monthly, no notice period.

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