From Spreadsheet to Software: First Steps for Digital Salons
Still working with Excel or paper? Discover how to transition your salon to digital software, which steps to take and which system best suits beginners.
Salongroei Editorial Team
Expert Editorial
“I’m doing fine with my diary and an Excel file”
We hear that a lot. And honestly: if it works, it works. But the question isn’t whether it works — the question is how much it costs you.
Research by Square (2025) shows that salons switching from manual to digital systems generate an average of 23% more revenue in the first year. Not because they cut better or do prettier nails — but because they miss fewer appointments, have fewer no-shows, and clients come back more easily.
If you’re reading this and thinking “maybe it’s time to switch,” this article is for you. No technical jargon, no sales pitch — just an honest guide for salon owners ready to take the step.
Signs it’s time to digitalize
Do you recognize three or more of these signals? Then it’s time:
- ☐ You occasionally forget appointments or make double bookings
- ☐ Clients have to call to make an appointment (and you miss calls)
- ☐ You have no idea how much revenue you generated last month
- ☐ Sending reminders happens manually (or not at all)
- ☐ Your client cards are in a box at the register
- ☐ Scheduling happens via WhatsApp
- ☐ You spend more than 3 hours per week on administration
- ☐ Clients ask to book online and you have to say “no”
The 5 steps to digitalization
Step 1: Inventory what you currently do
Before choosing software, it’s important to know what you actually need. Make a simple list:
How do I currently manage:
- Appointments? (paper diary, Google Calendar, Excel)
- Client data? (cards, notebook, memory)
- Finances? (Excel, accounting software, nothing)
- Communication? (phone, WhatsApp, email)
- Rosters? (WhatsApp, verbal, Excel)
This helps you determine which features you truly need — and which are nice-to-haves.
Step 2: Choose the right software
Not every salon needs the same thing. The right choice depends on your situation:
| Situation | Priorities | Recommended type |
|---|---|---|
| Freelancer, small salon | Online booking, reminders, simple admin | Basic plan (e.g., SalonUp Solo, €10/mo) |
| Growing salon, 2-5 staff | + scheduling, client management, reports | Pro plan with staff features |
| Established salon, multiple locations | + multi-location, advanced analytics | Comprehensive plan (e.g., SalonUp Pro) |
What to look for:
- ✅ Free trial period (so you can test)
- ✅ Local language and support
- ✅ Mobile app (for you and your staff)
- ✅ Online booking page
- ✅ Automatic reminders (SMS or WhatsApp)
- ✅ Data import capabilities
- ❌ Long contract obligations without a trial period
- ❌ Platforms only available in English (for Dutch market)
Step 3: Migrate your existing data
This is the part most salon owners dread. But it doesn’t have to be difficult:
Client data:
- Export your current client list to Excel/CSV (or type them manually if there are few)
- Most software offers an import function
- Minimum needed: name, phone number, email
- Nice to have: treatment history, notes, preferences
Appointment history:
- Not always necessary to migrate
- Focus on future appointments already scheduled
- Historical data can be imported later (or left)
Financial data:
- Start with a clean slate in the new system
- Keep your old Excel/administration as an archive
Time investment: for an average salon with 200-500 clients, plan 2-4 hours for the complete migration. Some platforms offer free help with importing.
Step 4: Train your team
The best software is worthless if your team doesn’t use it. Plan a short training:
Week 1: Basics
- How to log in (app + desktop)
- Viewing and scheduling appointments
- Checking your own roster
Week 2: Daily use
- Registering and finding clients
- Checking off appointments
- Adding notes
Week 3: Advanced
- Viewing reports
- Managing your own availability
- Sharing the online booking link with clients
Tip: Designate one person as “system champion” — someone who knows the system best and can answer colleagues’ questions.
Step 5: Communicate to your clients
Your clients need to know they can now book online. This is also an excellent marketing moment:
- WhatsApp message: “Great news! You can now book an appointment 24/7 online via [link]”
- Instagram post: Screenshot of your booking page with explanation
- Card at the register: QR code to your online booking
- Email: One-time announcement to your client base
The most common digitalization mistakes
Mistake 1: Wanting everything at once
Start with the basics (calendar + online booking) and build from there. You don’t need to use all features on day 1.
Mistake 2: No backup plan
Run both systems for the first 2 weeks — keep your old system alongside the new one. If something goes wrong, you can fall back.
Mistake 3: Not involving the team
If your team doesn’t embrace the system, it won’t work. Involve them early in the choice and make it fun — it makes their work easier too.
Mistake 4: Overpaying for features you don’t need
Start with a basic plan. You can always upgrade as you grow. A freelancer doesn’t need a multi-location feature.
Mistake 5: Not promoting online booking
If clients don’t know they can book online, they’ll just call again. Active promotion in the first month is crucial.
What digitalization delivers
After 3-6 months with salon software, owners report on average:
| Result | Improvement |
|---|---|
| Fewer no-shows | -30 to -50% |
| Time saved on administration | 3-5 hours/week |
| More online bookings | +40% of total bookings |
| Higher client retention | +15-20% |
| Better revenue insights | From “no idea” to real-time dashboard |
Sources: Phorest Salon Owners Report 2025, Square Future of Commerce Report 2025
Popular platforms for beginners
| Platform | Starting price | Dutch language | Trial period | Best for |
|---|---|---|---|---|
| SalonUp | €10/mo (Solo) | ✅ | 14 days free | Freelancers and small salons |
| Salonized | ~€29/mo | ✅ | Yes ⚠️ | Medium-sized salons |
| Planty | ~€19/mo | ✅ | Yes ⚠️ | Budget-conscious starters |
| Fresha | €0 (free base) | ❌ ⚠️ | N/A (free) | Those accepting transaction fees |
⚠️ = check current information on the provider’s website.
Conclusion: the best time to start is now
Every day you work with a paper diary or Excel file, you’re missing potential bookings, forgetting to send reminders, and have no insight into your business performance.
The switch to salon software costs you an afternoon of setup and a week of adjustment. What it gives you: hundreds of hours per year, fewer no-shows, more online bookings, and finally insight into how your salon really performs.
Not sure which platform suits you? At salongroei.com we compare all options, so you can make a choice that fits your salon and budget.