Computers & The Tanning Salon

Computers & The Tanning Salon

Computers allow tanning salons to streamline operations and improve efficiency. The time saved frees employees to look after other aspects of the business, such as maintenance or fielding phone calls. And that’s just on the single-salon level.

Today’s technology allows owners to keep tabs on all of their salons, even from another location and often instantaneously.

On a basic level, computers replace client cards and paper-and- pencil inventory. They open and close the register, crank out mailing lists, generate about any type of report you need—from how many clients you have, where they live, where they heard about you, etc., to daily, weekly, monthly sales figures, tax reports, and payroll reports.

Salon owners need to make sure their new software system will run on the computer they have or will purchase. To do this, they should know the minimum requirements for running the software. Each software vendor has a different list, so find out what it is before buying.

There also are software vendors that sell computer systems to take the headache out of building a computer setup.

Multi-salon owners already should have a network in place to link all salons together. A digital subscriber line or DSL is one option for the salon environment.

It runs on an existing phone line yet allows the business to use the phone at the same time it’s connected to the Internet. Software companies with higher-end packages will advise clients on the optimum hardware for their product, including where to go for networks and other connection devices.

Like software, it’s best not to buy more hardware than needed. It’s up to each salon owner to know what is necessary and what isn’t. There are other ways to minimize costs, too.

Why pay money for a state-of- the-art system when you can buy one generation behind for half to a third of the price?

Depending on needs, a salon should be prepared to spend between $1,000 for an entry-level computer and $3,000-plus for a higher-end computer that includes a monitor, microprocessor, memory, hard drive, keyboard, printer, etc.

One salon in Los Angeles operates on a new Dell computer featuring business-quality components: Windows XP Pro; a 256-kilobyte processor; a 60-gigabyte hard drive; four USB ports; two parallel ports; and a CD burner. Not all salons need what it has, and some salons need more.

A 256k processor, the fastest available a few years ago, is plenty for a salon’s needs today, as is 60GB of hard-drive space. USB ports utilize the new plug and play capability of computers. Basically, peripherals such as printers or digital cameras plug into a USB port and the computer automatically recognizes it.

Four is a decent number to start out. Because of USB ports, parallel ports aren’t in as much demand today but, like 3.5-inch floppy drives, they are good to have around in case they’re needed. Most printers, for example, still require a parallel port. A CD burner is a good choice because it stores lots of information on one disk and is reasonably priced.

Look for a computer with a warranty that covers manufacturing defects and other problems, and understand exactly what is covered under the warranty.

Most new computers are covered for one year, and some warranties include on-site maintenance. Many retailers offer extended service agreements that, in essence, lengthen the warranty.

Weigh the price of the warranty against the price of potential repairs. Major computer manufacturers have technical support and warranties in case their systems break down.

The most important aspect of salon management software is management. It’s like having a trustworthy micro-manager at your salon while you are there or away.

Software should be able perform theft prevention, detailed reporting, inventory tracking, client data management, appointment scheduling, bed control, and lamp-usage tracking; supply marketing information, a complete pointof- sales system, and growth potential; and contain options for Internet integration.

Software organizes your business and defines your production. It’s easier to keep track of the number of packages sold, new members enrolled, prospects who came in, inventory levels, beds that are clean or not clean, beds that are in use or not in use, and which ones are being used the most. It can also help you monitor staff and maintain their accountability. In addition, it can help you to see what promotions are working based on usage, products sold, etc.

A good program also should assist salon operators with salon promotions, pricing, employee security and tanning-regulation enforcement. Software gives salon owners the control needed to be able to operate as efficiently as possible, and they can sleep at night knowing that software is helping to promote and protect their business.

Since so much is riding on the proper function of salon management software, the decision of which program to buy— and which company to buy from—should not be taken lightly.

There are many fine providers of salon management software. The service and support they give to their salon customers can be as important as the functions of their programs. These are the people who you have entrusted with your most valuable asset. Be sure to ask the company, “Are you in a position to be my most trusted partner?”

A software vendor must be focused on its products in the indoor tanning industry. Companies that only dabble in tanning-salon-management software can be risky. Will they stay on the cutting edge of technology in the industry? Can they dedicate the time to solve problems? Will they be around when the salon owner needs them most?

By contrast, those with a proven track record in the industry will give a salon owner great peace of mind knowing the company will be around in years to come.

Computers put all files in one centralized electronic location, hence making all of the salon’s crucial information particularly susceptible to damage or theft. Even client-card salons that think they’re safe from computer bugs have fire, theft and vandalism to deal with.

If something were to happen to the information, the salon literally would have to start from day one. This includes rebuilding the entire tanning history of each client, as well as their package histories and balances, etc.

Given the sheer amount of information contained in a typical indoor tanning salon, it is essential that the information is backed up and protected. A good software solution can do both.

Case in point: “We have had three salon clients that have been damaged in fires,” explains one software provider. “If the owners hadn’t converted to software prior to the fire, their client information would most likely have been lost forever.

The salons may have never recovered. We had protected their data on our secure server, away from the actual salon.”

“Away from the actual salon” is the operative phrase here. The Internet has made remote storage a cost-effective reality. Manually backing up key files with tapes and CD-ROMs still is a viable solution for many salons, but it requires a diligent routine by day, week and/or month. Plus, if the backups are kept in the salon, they do little good when disaster strikes.

Protection from external factors such as fire and weather is just one angle of concern for tanning salons. Wise salon owners know not to overlook the security risks their own customers and employees bring every day.

It’s a sad fact, but unscrupulous staff members can steal minutes from tanning packages as well as time on the clock with a few clever keystrokes. Management software should have safeguards in place to limit employees’ access to certain functions.

Devices such as biometric (thumbprint) scanners are being integrated into more and more software programs.

Veterans agree that the fingerprint device, if implemented properly, can reduce employee theft, expedite client verification, secure management sections of the software, track employee use within the software, and even identify employees as they clock in and out.

By the use of multiple levels of software security and equipment like biometric thumbprint scanners, key fobs and photos, you are able to have much greater control over both employee and customer theft.

In addition to security and protection, the Internet is being used for connectivity. This is the ability of a computer in a salon to be hooked up to another computer in that salon or, on a larger scale, for a computer at one salon to be hooked up to a computer at another salon—down the street or across the country.

Through management software utilizing an Internet connection, salon owners or operators can log in to the system from anywhere in the world and grab real-time snapshots of the business such as how many beds are in use at any given time, up-to-the-minute sales for the day, number of guests for the day, and number of appointments scheduled for the next day.

Furthermore, remote management lets salon owners perform day-to-day tasks such as replenishing inventory, arranging for maintenance of equipment and lamp usage, and issuing requirements to employees.

Off-site management is very important, as single-salon owners usually manage their salons on their own, says another vendor. “Off-site management capabilities can offer some freedom so that the owner does not have to be at the salon during every open hour.”

For the multi-salon owner, software can provide the ability to view activity across multiple locations on one screen.

At a glance, you can see exactly how your salons are doing. In fact, you can even see how long beds have been dirty. Add to this the ability to update pricing and equipment options from any location, and now you’re not only managing your business remotely but also saving time and money.

“EFTs should be an essential offering by all salon owners,” says another software vendor. “A convenient payment plan for the clients while ensuring a steady monthly income is great for the slow season. It has also been proven that many people sign agreements at the spur of the moment and with great intentions but never follow through—basically becoming free money for the salon as the client may not even visit the beds each month.”

However, each EFT customer’s card must be debited each month, and with the growing number of EFTs, salon managers are spending increasingly more time processing them. Plus, troubleshooting any problems that occur along the way, such as insufficient funds, take even more of a manager’s time away from the business.

“There are still salons right now that are running their EFTs by literally punching them in on their terminal,” says another industry veteran. “If you’ve got 200 or 300 EFTs and you like them all due on the first, every month on the first they have to sit there and punch in 300 credit-card numbers and amounts, one after another, until it’s done. With software, of course that’s all automated.

It pops up on the first and says, ‘I’ve got 300 EFTs to process. Can I do it?’ You say ‘Yes’ and it does it right there in front of you. And of course after every one that’s done it updates your sales records. For the ones that get declined for whatever reason, it will freeze that person’s account so the next time they come in they have to give you updated information. If you’re doing that manually, that’s just a nightmare.”

Still, with older software systems and some new ones, EFTs aren’t processed automatically; the salon still needs to send them to a third party for processing. This extra step gets away from the “make it easy” mantra of salon software.

“You used to have to export a file of all of your EFT customers and send it off for processing,” he adds. “Then the company that did the processing would send you back a return file that you would then have to import that would update all of your records.”

Some software vendors are making it easier for salons to export data for processing, while others are building EFT processing right into their programs.

Because of the organization that salon management software brings to the salon, the operator is able to pinpoint tanners that fit into certain buying patterns and send them specific marketing messages. This is accomplished through the world of e-mail.

Nothing comes close to the power of being able to send a special offer to a target group of, let’s say, all customers who’ve tanned within the last 15 days and have bought a specific bottle of lotion. Each individual e-mail is personal; it won’t list the other 24 recipients who fell into this category.

Another new capability in salon management software takes advantage of the powerful trend in cellular technology: text messaging. Those customers who choose to receive messages via their cell phones can stay up to date with the latest announcements from their tanning salons.

Busy clients may not always have access to a computer to check their e-mail, but they usually have their cell phone or pager with them wherever they go. With most cell phones and pagers able to send and/or receive text messages, salon owners are able to advertise specials or remind clients of scheduled appointments.

Finally, salon management software can enable tanning customers to book appointments online and check the status of their accounts. Clients who can do this can perhaps save a phone call or visit to the salon. The more clients can do for themselves, the more time the salon staff has for other tasks.

A truly integrated software package will allow your customers to schedule appointments, check their account status and make payments online. Better integrating your customer into the lines of communication with your salon not only helps build brand loyalty, but the added service and convenience can also help to retain customers.

All of this new technology has an added benefit: Periodic messages by e-mail or text message as well as online access can provide an extra level of security in the salon. If tanners can keep tabs on the status of their accounts, they will be able to tell relatively quickly if they are being abused.

The capabilities are virtually endless and undoubtedly beneficial to any salon owner.

The World Wide Web was first developed as a tool for collaboration in the high-energy- physics community. From there, it spread rapidly to other fields, and grew to its present impressive size. It has been a great success as an easy way to access information. However, salon owners shouldn’t underestimate a Web site’s value as a marketing tool.

“Many people are more comfortable checking out a salon online than in person or on the phone,” says a New Jersey salon owner. “We use our site as a convenience center for our existing members. When they log on to our site, they can manage their membership,” (i.e. cancel, freeze, change account information for EFTs, inquire about memberships, etc).

Another salon owner in Lexington, Ky., says a Web site provides an additional way to expose salons to the public. “It can also take the pressure off the phones in your salon,” he says. “Instead of explaining all the different types of equipment, pricing, store hours, etc., we are able to direct callers to the Web site for answers to many of their questions. We also feature coupons that are available on the Web site only. This helps drive customers into the salon and also provides a way to measure readership of the site.”

You’ll also need to identify and purchase a domain name. It’s inexpensive and the designer can help if you’re unfamiliar with the process. “We simply drew up a mock-up site on paper and handed it over to our Web designer,” says an Idaho salon operator. “Next, we contracted with a host provider to host the site for us. After it was in place, we were able to access and update it from any computer with Internet service, or have the Web designer do it for us.”

When designing your site, it’s important to think of new customers and the questions they might ask, and address those questions on your Web site. For example, you might post a Q&A on tanning and tanning safety, photos of the beds, and prices, and it’s always a good idea to include special-offer coupons.

“It’s going to cost you anywhere from $500 to $2,500 for a nice site,” he says. “We spent $2,000 for the design and creation of our site. That was a one-time cost. Now, we simply pay the host provider $35 a month for the hosting of the site on his server.”

Another salon owner spent $3,500 to design his site and $25 a month to have a service host the site. In addition, he spends $300 to $400 a year to maintain the site.

Experts suggest looking at other tanning sites. What do you like? How easy is it to navigate? Do you want a Flash presentation, frames, etc? Map out a chart listing what you want to present. A standalone name is easier to remember than one combined with another site.

For example, www.tanandtravel.com is much better than www.gte.superpages.tanandtravel.com. Choosing you URL will, however, depend on the host you choose to work with.

Web sites are always a work in progress. That can be a big frustration for salon operators. The best advice is to have fun and enjoy the fact that you can come up with ways to make it better every day. They are tools that make it easier for people to know who you are and what makes your salon stand out.