How a room management system grows your business

As a spa or beauty salon owner, all you want for your customers is for them to walk out looking and feeling their best. Complicated business operations are probably the main reason that may keep you from even getting new customers.

If a potential client can’t make a reservation because you don’t have the right tools, that’s going to be a problem. Don’t even think about keeping a database that tracks their packages or member points – you’re going to lose track of information, and quickly lose that customer as well.

So how do you avoid this? Well, you can implement a room management system with the help of smart POS solutions. Let’s see what functions a room management system has and how it can elevate your business.

What is the function of a room management system?
A digital room management system, also known as a salon digital management system if you are running a salon, is a cloud-based software system that automatically collects information and stores it electronically.

These centralised databases are usually part of a smart point-of-sale solution. They carry information about your business and your clients, which you can retrieve easily from any device with a secure internet connection.

When a customer calls to book an appointment, you can access any information from the software. You can also see the open booking spaces on your software at one glance. You know which rooms or seats are available.

In short, a room management system makes running your business much more efficient – less stress for you means more time to create a relaxing environment for clients. 

Why should beauty salons/spas include one?
The most compelling reason salons or spas should tap in a room management system is that most beauty salons or spas do not rely solely on singular bookings to keep their business afloat.

Your income likely comes from customer loyalty programs, promotional gift vouchers, and perhaps merchandise sales. Since saloons have multiple income streams, they need a way to easily track customer appointments and other aspects of their businesses.

Then, they will zoom in on the products or services that generate the most revenue. This function makes it easier for you, the business owner, to focus on growing your business.

What are the features & benefits of a room management system?
A room management system will allow your staff to access customers’ data quickly, view any open rooms or seats on the terminal and make a booking. 

An effective room management system should be part of your smart point-of-sale(POS) system. So your staff can update the calendar and book the next service. For example, the Qashier X1 and Qashier XL smart POS systems allow customers to tap and pay quickly. They can also redeem their prepaid packages by tapping on the POS system.

If your salon is fully automated and requires no front staff, then when customers enter, the front-desk module should allocate rooms automatically and facilitate a room change. This module will manage electronic keys, process payments and issue receipts to guests. 

Other features and benefits that a room management system with a smart POS terminal can have include:

  1. Managing your inventory

A room management system can track and maintain your inventory records to obtain real-time status updates on the stock levels of your products for various services.

Conducting manual inventory audits is time-consuming and frustrating. As a business owner, you must ensure that you have enough products not to lose business. Simultaneously, you need to ensure you are not overstocking products, limiting your cash flow. It is also crucial to verify the number of products to avoid fraud.

You can automate such inventory management tasks with a room management system. The software creates accurate reports immediately, giving you insights into the optimal inventory levels for your business. It will help you audit your inventory levels as and when you like.

Some room management systems can automatically order stock when you reach certain limits to never run out of any products. 

It’s important not to leave your customers disappointed when they cannot book a service or purchase a product due to poor inventory management on your part. A smart POS system helps you avoid such a situation.

  1. Business Personalisation

Personalisation is the key to securing long-term customer loyalty in the salon business. Nowadays, all customers expect personalised treatment to make them feel valued.

Room management solutions can help you store and manage your customer information in a centralised database. 

Business owners can analyse customer data, identify customers’ preferences and organise the data into different groups. 

You can create targeted marketing campaigns for each group and improve your marketing efforts. 

For instance, you can send promotional messages to upsell certain products and treatments to your customers based on the services that they have availed at your salon.

Using software like the Qashier X1 or Qashier XL smart POS system, you can update any promotions, or even wish them a happy birthday all through the cloud-based software.

If your store offers loyalty programs, you can send updates about customer loyalty points as well. Qashier Smart POS has a built-in customer relationship management system with customisable customer loyalty programs, including credits, packages and loyalty points.

Overall, using a room management system will increase your salon’s profitability and help you build a loyal customer base.

  1. Employee Management

Keeping track of staff performance and attendance records manually can be cumbersome. You can easily automate these employee management processes with room management systems.

A salon management system can help you manage your employees’ schedules and track their attendance. These systems can also help you identify your stronger performers to reward their work. 

A good smart POS system will have an integrated room management system out of the box. Like Qashier, it will integrate your payroll software to ensure accurate salary payments while also allowing employees to check-in and out with one tap on the terminal. Any commissions earned through selling products is trackable. This function enhances transparency between employer and employee, leading to increased employee motivation, or maybe some healthy competition. 

  1. Business Automation

Automating your manual business processes saves time and improves your operational efficiency, allowing you to serve a more significant number of clients. It also allows you to focus more on the quality of your services and your customer relationships.

With an automated scheduling system, your staff can use the time saved to interact with customers and serve them better. You can also allow customers to book their services online.

Because salon software streamlines and automates various processes of salon business operations, it reduces human intervention and errors from day-to-day tasks. It improves your employees’ productivity, ensures that your business runs smoothly, and helps you build strong connections with your new and existing customers. All of this can have a substantial impact on your bottom line.

By using Qashier’s smart POS system and tailoring it to what they offer, your level of service will be a cut above the rest. Don’t take our word for it, hear from a Qashier merchant The Mezz, by Sultans of Shave.

Running a spa or beauty salon business isn’t just about selling services or products. It’s an industry that requires a lot of human interaction. It would help focus your energy on making the entire experience a relaxing one for your clients.

So, don’t make payments and scheduling a problematic affair for everyone.

Business owners must choose an agile POS partner customisable to different business needs, whether a big or small business.

Qashier offers multiple digital solutions, including QR code table ordering, table management (F&B), employee management, customer relationship management (loyalty programs), inventory management, data analytics, and cashless payments, in an all-in-one device.

Qashier promises a seamless setup within 10 minutes, without any need for technical expertise. It boasts a user-friendly interface that is simple for anyone to learn and use. If you require assistance, you’ll find 7-days-a-week responsive technical support from the team.

Qashier is also affordable, with prices starting from as low as SGD1/day (in Singapore with a PSG grant), and this includes hardware, software, setup, training and 7-days-a-week local support.

Speak to us to see if Qashier’s Smart POS can meet your business needs. Schedule a meeting with us here, call us at (+65) 3165 0155, WhatsApp (+65) 8882 8912, or email [email protected].



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