The Onboarding Checklist - Setting Up for Success

45-60 minutes

Tutorial 1.4: The Onboarding Checklist - Setting Up for Success

Introduction

This step-by-step checklist takes you from a blank salon to ready-to-trade. Luminate includes an interactive Getting Started panel on your Dashboard that tracks your progress automatically - this tutorial provides the detailed instructions behind each step. By the end, you'll have added staff, created your service menu, set up your roster, and booked your first appointment.

Who this is for: Salon owners and administrators setting up a new Luminate account.

What you'll learn:

How to use the Getting Started panel on your Dashboard
The complete setup sequence for a new salon
How each setup step connects to the next
How to verify your setup is complete

Time to complete: 45-60 minutes (depending on salon size)

Prerequisites

Before you begin:

Complete Tutorial 1.1: Welcome to Luminate (logged in successfully)
Complete Tutorial 1.2: Setting Up Your Salon Profile (basic settings configured)
Have the following information ready:
- Staff names, emails, and roles
- Your service menu with prices and durations
- Staff working hours for the coming week

The Getting Started Panel

When you first log in, you'll see a Getting Started panel at the top of your Dashboard. This interactive checklist guides you through the essential setup steps and tracks your progress automatically.

How it works:

Progress tracking - A progress bar shows how many tasks you've completed (e.g., "3 of 8 tasks complete")
Task categories - Tasks are grouped into:
- Required to get started - Essential items you must complete before booking appointments (add staff, services, products, roster)
- Recommended - Important features that enhance your experience (add customer, book appointment, complete transaction)
- Optional - Nice-to-have features you can set up later (invite staff to login)
Quick navigation - Click Start on any task to go directly to that feature
Auto-completion - Tasks are automatically marked complete when you finish them - no need to come back and tick them off
Collapsible sections - Click the category headers to expand or collapse task groups
Dismissible - Once you've completed the essential tasks, you can dismiss the panel

Completion celebration - When you complete all tasks, you'll see a congratulatory message confirming your salon is ready to go!

This tutorial follows the same sequence as the Getting Started panel, with additional detail for each step.

The Onboarding Sequence

Here's the order we'll follow. Each step builds on the previous one:

Step	What You'll Set Up	Why This Order
1	Salon Profile	Foundation settings needed first
2	Staff Members	Services need staff to assign
3	Services	Appointments need services to book
4	Products (Optional)	Retail ready for point of sale
5	Roster/Shifts	Calendar needs to know who's working
6	Test Appointment	Verify everything works
7	Customer Import (Optional)	Bring in existing customers

Step-by-Step Instructions

Step 1: Verify Your Salon Profile

Before adding any data, confirm your settings are correct. Getting these wrong now causes problems later.

Check these settings:

Click your salon name in the header and select Edit Salon, or go to Salons and click Edit
On the Details tab, verify:
- ✓ Salon name is correct
- ✓ Timezone is correct (critical for appointments!)
- ✓ Currency is correct
- ✓ Date format matches your preference
If anything is wrong, fix it now and click Update Salon before proceeding

Why this matters: Timezone affects all appointment times. Setting it wrong and then adding appointments creates confusion.

Step 2: Add Your Staff Members

Your team needs to exist in the system before you can assign them to services or create their schedules.

For each staff member:

Navigate to Staff in the sidebar
Click Add Staff Member
Fill in the Personal Information:
- First Name and Last Name (required)
- Email (for login invitation)
- Mobile Number (for SMS notifications)
Select their Role:
- Admin, Manager, Staff, or Receptionist (see Tutorial 1.3 for role guidance)
Configure Staff Level (optional):
- Junior, Senior, Director, or Base - affects service pricing if using tiered rates
Set their Scheduling options:
- Show on Roster - Toggle on if they should appear on the appointment calendar
Fill in Employment Details:
- Hire Date
Configure Compensation:
- Compensation Type: Hourly, Salary Only, Commission Only, or Salary + Commission
- Hourly Rate (if applicable)
- Commission Rate (if applicable)
- Product Commission - Toggle on if they earn commission on product sales
Set Leave Settings (optional):
- Override the salon default leave allowance if needed
Add Additional Information (optional):
- Working Days
- Qualifications
- Notes
- Active status
Click Create Staff Member

Minimum to start: Add at least one staff member (even if it's just yourself).

Staff who provide services vs. admin staff:

Stylists, therapists → Staff role
Front desk → Receptionist role
Managers → Manager or Admin role

Tip: You can add staff without sending login invitations. Add their profiles now, and invite them to access the system later from the staff detail page.

Step 3: Create Your Service Menu

Services are what customers book. Without services, you can't create appointments.

For each service:

Navigate to Services in the sidebar
Click Add Service
Complete the service details:
- Service Name (e.g., "Cut & Blow Dry", "Full Head Colour")
- Categories - Select or create categories to organise your services
- Description (optional) - Details shown to customers
- Service Colour - Choose from the colour palette for calendar display
Set Pricing for each staff level:
- The pricing table shows columns for each staff level (Base, Junior, Senior, Director)
- For each level, enter the Price, Duration (in minutes), and Commission Rate
- Click the toggle to enable/disable that level for this service
Set Processing Time (optional):
- Additional time after the service (e.g., for colour processing)
Configure Settings:
- Active - Service available for booking
- Taxable - Include tax in the price
- Consultation Required - Mark if a consultation is needed before booking
- Skin Test Required - Mark if this service requires a skin allergy test
Set Deposit Settings (optional):
- Enable deposits and set the deposit amount
Click Create Service

Suggested starter services for a hair salon:

Consultation (15 mins, free)
Cut - Ladies (45 mins)
Cut - Gents (30 mins)
Blow Dry (30 mins)
Cut & Blow Dry (60 mins)
Full Head Colour (120 mins)
Half Head Highlights (90 mins)
Full Head Highlights (150 mins)
Treatment (30 mins)

Tip: Start with your most popular services. You can always add more later.

Staff Level Pricing: The pricing table allows different prices per staff level. For example, a Junior stylist might charge less than a Director. If all staff charge the same price, simply enter the same values for each level.

Step 4: Add Products (Optional)

If you sell retail products, add them now. Skip this step if you only offer services.

For each product:

Navigate to Products in the sidebar
Click Add Product
Complete product details:
- Product Name (e.g., "Shampoo 250ml")
- SKU (stock code, optional)
- Barcode (for scanning, optional)
- Categories - Select or create categories to organise products
- Brand (optional)
- Description (optional)
Set Pricing:
- Cost Price (what you pay)
- Retail Price (what you charge customers)
- Commission Rate (staff commission on sales)
Configure Stock:
- Current Stock - Quantity in stock
- Low Stock Alert - Threshold for low stock warnings
- Reorder Quantity - Suggested reorder amount
- Unit of Measure (optional)
- Expiry Date (optional)
Set Options:
- Active - Product available for sale
- Taxable - Include tax in the price
Click Create Product

Tip: Products can be added at any time. If you're in a hurry, skip this and add products later.

Step 5: Create Your First Roster

The roster tells Luminate when each staff member is available. Without shifts, staff won't appear on the calendar.

For each staff member:

Navigate to Roster in the sidebar
You'll see a weekly view with staff names down the left side
Click Add Shift or click on a day cell to add a shift
Enter shift details:
- Staff Member - Select from the dropdown
- Start Date and Start Time (e.g., 09:00)
- End Date and End Time (e.g., 17:00)
- Break Duration in minutes (e.g., 30)
- Notes (optional) - Any additional shift notes
Click Create Shift

Quick roster setup:

Create this week's shifts
Use the Duplicate Week feature to copy shifts to future weeks

Navigation:

Use Previous Week and Next Week buttons to navigate between weeks
The current date is highlighted on the calendar

Minimum to start: At least one staff member needs at least one shift to test appointment booking.

Example shift pattern:

Day	Start	End	Break
Monday	09:00	17:00	30 mins
Tuesday	09:00	17:00	30 mins
Wednesday	09:00	20:00	45 mins
Thursday	09:00	17:00	30 mins
Friday	09:00	17:00	30 mins
Saturday	09:00	16:00	30 mins
Sunday	Off	-	-

Step 6: Create Your First Customer

Let's add a test customer to book an appointment.

Navigate to Customers in the sidebar
Click Add Customer
Enter Basic Information:
- First Name and Last Name (required)
- Email (optional but recommended)
- Mobile Number (for SMS reminders)
- Date of Birth (Day, Month, Year dropdowns)
- How did they hear about us? (optional)
Add Address (optional):
- Country, Street Address, City, County, Postcode
Set Preferences & Notes (optional):
- Preferences - e.g., "Prefers morning appointments"
- Allergies & Sensitivities - Toggle on if customer has known allergies
- Additional Notes - Any other important information
Configure Settings:
- Active customer - Keep enabled for regular customers
Set Communication Preferences:
- Appointment Information - Toggle Email, SMS, WhatsApp for reminders
- Promotions & Offers - Toggle channels for marketing messages
Click Create Customer

Tip: For testing, you can use your own details or a fictional customer.

Step 7: Book Your First Appointment

This is the moment of truth. Let's verify everything works together.

Navigate to Appointments in the sidebar
Click Create Appointment
Complete the booking form:
- Customer - Search and select your test customer
- Staff Member - Select the staff member (must have shifts rostered)
- Service - Search and select a service from your menu
- Start Date and Start Time - Choose a time within a rostered shift
- End Time - Auto-calculates based on service duration
Add optional details:
- Customer Notes - Visible to the customer (e.g., special requests)
- Internal Notes - Visible only to staff
- Deposit Amount - If requiring a deposit
Click Create Appointment

What to check:

✓ The appointment appears on the calendar
✓ It shows the correct colour (from service settings)
✓ The time slot is now blocked
✓ The duration matches the service length

Success! If you see the appointment on the calendar, your basic setup is complete.

Step 8: Test a Transaction (Optional)

To verify your point of sale is ready:

Navigate to your test appointment on the calendar
Mark the appointment as Completed
Click Process Transaction or navigate to Quick POS
Add the service to the transaction
Select a payment method (e.g., Cash)
Complete the transaction

What to check:

✓ Transaction appears in the Transactions list
✓ Amount matches service price
✓ Appointment shows as "Billed"

Step 9: Invite Staff to Login (When Ready)

Once you're confident the system is set up correctly:

Navigate to Staff in the sidebar
Click on a staff member's name to view their profile
Scroll to the Login Account section
Click Create Login Account
They'll receive an email invitation to set up their password

For staff who already have accounts:

Use Resend Invitation if they need a new invitation email
Use Remove Access to revoke login access

What staff can do with an account:

View their schedule from home
Manage their appointments
Access system features based on their role

Tip: Complete all setup before inviting staff. This way, when they log in, everything is ready for them.

Post-Onboarding Checklist

After completing the basic setup, consider these additional configurations:

Quick Wins (Do This Week)

Add all regular staff members
Complete your full service menu
Set up roster for next 2-4 weeks
Configure appointment reminder settings (via Notifications in the sidebar)

When You Have Time

Set up staff levels for tiered pricing (Tutorial 4.3)
Configure public holidays (Salon Edit → Staff Settings tab)
Create notification templates (Tutorial 10.3)
Set up the cash drawer if using cash (Tutorial 2.5)
Import existing customers if migrating from another system

Before Going Live

Delete any test appointments/transactions
Verify all prices are correct
Confirm roster is complete for launch week
Send login invitations to all staff
Brief team on basic Luminate usage

Common Pitfalls

"I can't select a staff member when booking"

Staff members only appear for times when they're rostered. Make sure you've created shifts for the time slot you're trying to book.

"The appointment is showing at the wrong time"

Check your timezone setting (Step 1). If it was set incorrectly, you may need to adjust it and recreate any test appointments.

"I added services but can't see them when booking"

Make sure the service was saved successfully. Navigate to Services and confirm it appears in the list.

"My staff member isn't showing on the roster"

Check that the staff member was saved successfully and is marked as Active. Inactive staff don't appear on the roster.

"I made a mistake - can I delete everything and start again?"

You can delete individual items (appointments, customers, etc.). For a complete reset, contact support. It's usually easier to correct mistakes than start over.

"The calendar looks empty even though I added shifts"

Make sure you're viewing the correct date range. Use the date navigation to check you're looking at dates with shifts.

Tips and Best Practices

Use the Getting Started panel - The interactive checklist on your Dashboard tracks progress automatically and links directly to each setup step
Take your time with the service menu - Getting services, durations, and prices right saves corrections later
Start with just yourself - Set up and test with one staff member before adding everyone
Don't invite staff until ready - Complete setup before sending invitations to avoid confusion
Use realistic test data - Test with actual service times and prices to catch issues early
Book a real appointment - The best test is booking a genuine customer appointment
Save frequently - Complete each form fully before moving to the next

Your Onboarding Checklist

The Getting Started panel on your Dashboard tracks these items automatically. This printed version is for reference or if you prefer a physical checklist:

Foundation

Salon profile configured (timezone, currency, date format)
Logo uploaded

Team

All staff members added
Roles assigned correctly
Commission rates set (if applicable)

Services & Products

Service menu complete with prices and durations
Colours assigned to services
Products added (if selling retail)

Scheduling

Current week roster created
Next week roster created
Breaks configured for each shift

Testing

Test customer created
Test appointment booked successfully
Test transaction processed (optional)

Go Live

Test data cleaned up
Staff invitations sent
Team briefed on system usage

Frequently Asked Questions

How long should onboarding take?

For a small salon (1-5 staff, 10-20 services), expect 45-60 minutes. Larger salons may need 2-3 hours.

Can I import data from my old system?

Yes, customer data can be imported. Contact support for assistance with data migration.

What if I need to change something after going live?

All settings can be changed at any time. Services, prices, and roster can be updated without affecting historical data.

Should I set up everything before my first real appointment?

At minimum, you need: salon profile, at least one staff member, services, and roster. Other features can be configured as you use the system.

Can I skip steps and do them later?

Some steps depend on others (e.g., can't book appointments without services). Follow the order provided for the smoothest experience.

What if I get stuck?

Contact support at hello@luminate.salon with a description of where you're stuck. We're happy to help.

Is there a sandbox/test mode?

Your live account is your working environment. Create test entries as needed, then delete them before going live.

How do I know when I'm ready to start taking real bookings?

When you can successfully book an appointment, mark it complete, and process a transaction - you're ready. The Getting Started panel will show all "Required" items as complete.

Does the Getting Started panel track my progress automatically?

Yes! When you complete a task (like adding your first staff member), it's automatically marked as complete. You don't need to manually tick anything off.

Congratulations!

If you've completed this checklist, your Luminate salon is set up and ready for business. Your next steps:

Book your first real appointment - The best way to learn is by doing
Explore the dashboard - Start monitoring your salon performance
Read role-specific guides - Share Tutorial 16.x with your team based on their roles

Welcome to Luminate - we're excited to support your salon's success!

Last Updated: January 2026