SynergyApp Documentation

1Overview

SynergyApp is the salon’s own system for running the day. The team signs in at app.synergysalon.com to see the appointment book, look after clients, set who offers which services and when, and keep track of what the salon has sent to clients.

It works hand in hand with the salon’s website, synergysalon.com. A guest who presses BOOK ME NOW on the website is booked straight into the same appointment book the team works from, so there is one diary and nothing to copy across.

Who uses it

Who	How they use SynergyApp
The salon’s owner and admins	Run the whole salon: every appointment and client, the team, the salon’s profile, automations and finance.
Stylists and the rest of the team	Sign in to see their own appointments and clients, set their own services, prices and photo, and connect their Google Calendar.
Clients	Never sign in. They book on the website, receive emails, can text or call Karen, and change or cancel from the link in their emails.

2Pages and Navigation

The menu at the top of every screen has four items and a button for Karen. On a phone it stays at the top, with the icons only.

Menu item	What it is for
Dashboard	The day at a glance: a greeting, today’s figures and the next appointments.
Appt. Book	The appointment book, by day, week or month. Book, move, check in and cancel here.
Clients	Every client, with their details, visits and the messages sent to them.
Settings (the gear)	Your own account, the salon, the team, automations, money and Karen AI.
Call Karen	Opens Karen, the salon’s assistant, inside the app. Her phone number is shown under her name.

Dashboard

The Dashboard greets you by name with the date, then shows two figures and a list:

Salon Appts. Today, with Salon Appts. in the last 30 days under it. Opens Appt. Book.
Clients Served, with new clients in the last 30 days under it. Opens Clients.
Coming up: the next appointments, each with the client, the service and stylist, the time, and an Open button that opens the appointment. A first-time client is marked First visit. See all appointments opens Appt. Book, and Past appointments lists the earlier ones.

Appt. Book

At the top: Today, back and forward arrows, and a calendar button to jump to any date, with the date written out and the number of appointments under it. On the right, a dropdown switches between Day, Week and Month. New appointment is at the top right of the page.

View	What it shows
Day	One column per stylist, with the time down the side. Click an empty time to book it; drag an appointment to move it.
Week	Sunday to Saturday, a list for each day. Days the salon is shut say Closed. Click a day to add an appointment, or its date to see that day by stylist.
Month	The whole month. Drag an appointment to another day to move it.

The key at the foot of the day view explains the colours: Lunch · flexible, Lunch, Block, not bookable, Confirmed, Checked in, Done, Notes and Busy in Google.

Settings

Tab	What is in it
My Settings	My Profile and Edit my profile, Appearance (Dark Mode), Language (English or Español) and Sign out.
Salon	The Salon Profile and where client replies go (see section 9).
Team	Team Members, and Add Team Member.
Automations	The emails the salon sends on its own, each one on or off (see section 8).
Money	Finance: what visits were worth, by stylist (see section 7).
Karen AI	Karen’s phone number, Chat History, Call History and Email History.

3User Roles and Permissions

Everybody on the team has one role, chosen in their team member window under Personal information, Role. The roles are Owner, Admin, Manager, Front desk and Stylist. Owner and Admin have the same rights; the difference is only the title.

Role	Sees	Can manage
Owner, Admin	The whole salon: every appointment, client and stylist, every message sent, and the Salon tab.	Everything, including adding, changing and removing team members, their roles, services and hours; the salon’s profile; switching automations on and off.
Manager	Their own appointments and clients, and the whole salon’s Finance on the Money tab.	Their own account, services and hours; can also delete clients and appointments.
Front desk	Their own appointments and clients, and their own figures on the Money tab.	Their own account, services and hours.
Stylist	Their own appointments and clients (those booked with them, or that they added), and their own figures on the Money tab.	Their own account, services, prices, available hours and Google Calendar.

Everyone can read the Team list (names, pictures and roles), but only an Owner or Admin can change somebody else. Anyone who is not an Owner or Admin sees Team, Automations, Money and Karen AI as their own share, read-only where it belongs to the whole salon, and has no Salon tab.

New team members

A new team member is added from Settings, Team, Add Team Member. Karen emails them an invitation with a one-time link, and they choose their own password. A new stylist is then taken through setting up their account (their details, services and prices, and hours) before the rest of the app opens.

4Booking and Appointments

Every appointment, however it was made, is in the same appointment book. The app only offers times when the stylist is working and free, and the same time can never be sold twice.

How appointments are made

Where	Who	How
The website	Guests	Any BOOK ME NOW or Book button on synergysalon.com opens the booking survey.
Appt. Book	The team	New appointment, or click an empty time on the day view.
Karen	Clients and the team	By text to Karen’s number. She offers real free times and books, moves and cancels.

Booking online (guests)

What brings you in?→ Who would you like to book with?→ Who is this appointment for?→ Service details→ Choose your availability→ Your information→ Book Me Now!

The guest picks one or more kinds of service (Select all that apply).
They choose a stylist, or the first available.
They say who the appointment is for, and answer a question about each kind of service they picked.
They choose a day and a time from the stylist’s real free times.
They give their name, email and phone, with optional notes, and press Book Me Now!
The confirmation reads You’re booked with the day, time and stylist, and the booking email follows.

Several services in one visit are booked as one appointment with one stylist who offers them all, long enough for everything.

Booking in the app (the team)

Press New appointment on Appt. Book.
Who is the stylist? Choose a stylist, or First available.
What type of service? then Which service? Use Add another service for more than one.
When? Pick a day and one of the free times.
Who is the client? Type three letters of the name to find an existing client, or enter a new name, phone and email, with optional notes.
Press Book appointment.

Help me book, at the top of the same window, hands the booking to Karen: she asks what is missing, one step at a time, and books it.

The appointment window

Click any appointment to open it. It shows when, the stylist, any processing time, the client’s phone and email, notes, who booked it, the services and a Payment panel. The buttons along the top:

Button	What it does
Check in	The client has arrived. It then becomes Done, for when the visit is over; Undo check-in takes it back.
Move Appt.	Choose a new day, stylist and time from the free times for the whole visit.
Cancel Appt.	Cancels the appointment and frees the time.
No Show	Marks that the client did not come.
Delete Ticket	Removes the appointment entirely.

Rescheduling and cancellations

When the team moves an appointment, the app asks how to tell the client:

Send the Client a Notification: the client is sent their new date and time.
Just Move the Appointment: the schedule changes and the client is not told.

Clients can change or cancel on their own. Every email they receive has a link to their appointment page, where Choose a new time shows the stylist’s free times and Move my appointment confirms it, and Cancel appointment cancels.

Appointment statuses

Status	Meaning
Booked / Upcoming	Booked and still to come.
Checked in	The client has arrived.
Done	The visit is finished.
No show	The client did not come.
Cancelled	Cancelled by the salon or the client. The time is free again.

5Providers and Schedules

Stylists are the team members who take appointments. Each one’s window (open it from Settings, Team, or your own from My Settings) holds their picture, name and phone, Personal information, Connect your tools, Services & pricing and Available Hours.

Services & pricing

Each kind of work is switched on for the stylist who offers it, and opens to its services. Untick a service the stylist does not do; each one has its own price and its own minutes.

Kind	Services
Cuts	Women’s Cut, Men’s Cut, Kids’ Cut, Bang Trim
Treatments	Keratin & Brazilian Blowout, K18/Olaplex Treatment, Condition Treatment, Mask Treatment, AI Scalp Analysis
Color	Color, Partial Highlights and Full Highlights, each with its own times; then Balayage, Single Process Color, Biolage Highlights, Gloss or Toner, Corrective Color
Styling	Blowout & Styling, Shampoo Blowout, Updos, Consultation

Color is timed in three parts: Start, Break and Finish, with the Total beside them. The Break is processing time, when the stylist is free to take somebody else, and the appointment book offers that time to other clients. A box at the foot, Special Instructions When Booking Clients, holds the stylist’s notes.

Start: the stylist applies the color→ Break: it processes, the stylist is free→ Finish: rinse, tone and style

Guests are booked for exactly the minutes the stylist has set. Left empty, the salon’s usual time for that service is used.

Available Hours

Available Hours are the times guests can book with this person. Switch each day on or off (a day switched off is closed), set its start and end, and use Add hours for a split day. Each day shows how much time it leaves bookable, and Total hours adds up the week.

The Lunch break is FLEXIBLE: 30 minutes between 11 AM and 1 PM, moved around bookings, so it never blocks a guest who needs that time.

Blocked time

Time blocked off for a stylist shows on the Appt. Book day view as Block, not bookable, and is not offered to anyone, online or in the app.

Online, a stylist is offered only once they have a service switched on, available hours set and their Google Calendar connected (see section 9).

6Client Management

Clients lists everyone who has booked or asked about a visit, newest first, with their status, phone, email, how many visits and their next appointment.

Finding a client

CHOOSE YOUR STYLIST narrows the list to one stylist’s clients, or All.
When booking, type three letters of a name in Who is the client? to find them.
Clients are added with Add client: name, phone, email, where they heard about the salon, and notes. A client who books online or through Karen is added on their own.

The client window

Click a client to open their window.

Part	What it holds
Header	Their name and phone, their status, their tags, Need Help? (opens Karen already holding this client) and Book appointment.
Appt. Book	Visits, Next and Last visit, and their recent appointments, each opening its window.
Contact details	Email, source, when they were added, and their stylist. The pencil edits them.
Payments	The Card on file switch (see section 7).
Contact preferences	Whether they are sent follow-up emails, and whether they have agreed to texts.
Notes	Add note for anything the team should know.
Activity	Their history: appointments, emails, texts and changes to their details, filtered by All, Appointments, Email, SMS and Admin. A text or email can be sent from the foot of it.

Client status

The status in the header is one of New, Contacted, Booked, Client or Lost. Choose it from the list; booking moves a new client to Booked on its own.

7Payments and Card on File

SynergyApp does not take or record payments yet. Each appointment’s Payment panel says so; prices are kept on the services and the appointments so the salon can see what its visits are worth.

Card on file

The Card on file switch, under Payments in a client’s window, records that the salon holds a card for that client. It is a note for the team; the app does not store or charge the card.

Finance

Settings, Money opens Finance: what visits were worth, by stylist, for This month, Last month, Last 30 days or This year. Owners, Admins and Managers see the whole salon; everybody else sees their own.

Figure	What it counts
Earned	The price of the visits that have happened in the period.
Average visit	Earned divided by the visits that have a price.
Booked ahead	The price of the appointments still to come.

Finance is worked out from each visit’s price as booked. It is what visits were worth, not money received. Cancelled visits and no-shows are left out, and a visit with no price counts as nothing until a price is added.

8SMS and Email

Automations

Settings, Automations lists the messages the salon sends on its own. Each one is switched on or off, and each opens to show its steps and the email itself.

Automation	Sent when
Appointment Booking	A client books an appointment
Appointment Reminder	About 36 hours before an appointment
Reschedule Notice	A client moves their appointment
Cancellation Notice	An appointment is cancelled
New Guest Welcome	Somebody books for the first time
No-show Recovery	Staff mark an appointment as a no-show
Late Cancellation	A client cancels close to the time
Post-visit Check-in	An appointment is marked complete
Review Request	An appointment is marked complete
Rebook Reminder	A service is due and nothing is booked
New Guest Second Visit	A first visit finished and nothing is booked
Team Member Invitation	A team member or stylist is invited
Lapsed Client Win-back	Ninety days since their last visit

Confirmations and reminders always go to a client with an email address. The follow-ups (thank-yous, rebook and win-back emails) can be switched off for one client under Contact preferences, Email.

Text messages

Texts come from Karen’s number. A client is sent appointment texts only once they have agreed to them, either by ticking the box at synergysalon.com/sms-opt-in or by texting START to Karen. Texting STOP ends them. Until a client agrees, their window says so and no texts are sent.

Writing to one client

At the foot of a client’s Activity, choose Text or Email, write the message and send it. A text goes from Karen’s number and their reply comes back to Karen; an email comes from the salon, and replies go to the salon’s reply inbox.

What was sent

Settings, Karen AI, Email History lists every email the automations have sent, newest first, with a search and a filter by kind of email. Each one opens the email as it was sent. A client’s own emails and texts are also on their Activity.

9Integrations and Administration

Connected services

Service	What it does in SynergyApp
Google Calendar	Connected by each stylist under Connect your tools. Their appointments are copied into their Google Calendar and kept up to date. Their own Google events count as busy, so online guests are not offered those times; on Appt. Book they show as Busy in Google.
Karen AI	The salon’s assistant, on her own phone number. She answers texts and calls (see below), and in the app through Call Karen and Need Help?.
Email	The automations’ emails, sent from the salon’s own address.

Karen AI

Clients call or text Karen’s number to talk to her. She recognises clients and the team by the number they text from and greets them by name. For clients she books, moves and cancels appointments and tells them when theirs is; for the team she answers questions such as “What’s on my schedule tomorrow?”. A call is greeted and put through to the salon.

On the Karen AI tab	What it shows
Karen’s number	Her phone number, and whether it is connected.
Chat History	The conversations the team has had with Karen, in the app and by text.
Call History	Every call to Karen’s number: who called, when, and whether the salon picked up.
Email History	Every email the automations have sent (see section 8).

Salon settings

On Settings, Salon (Owner and Admin):

Salon Profile: what clients see. The logo (Change logo, Remove), salon name, phone, website, Google review link, address, booking page and time zone. The logo is also the mark in the app’s menu.
Where do you want people to reply to: the inbox client replies are delivered to. Once saved it shows Saved, with Change to set another.

Managing the team

Open Settings, Team. Each member shows their role and whether their calendar is connected.
Press Add Team Member to invite somebody; Karen emails them and guides them through setting up.
Click a member to change their role, services, prices and available hours, then Save.
Remove from team takes somebody off for good; their past appointments keep their name.

Your own account

On My Settings: Edit my profile (picture, name, phone, password), Dark Mode, the app’s language, and Sign out.