Skin Test Management - Patch Tests and Safety

20-25 minutes

Tutorial 11.1: Skin Test Management - Patch Tests and Safety

Introduction

In the UK, performing a patch test (also called a skin allergy test or skin test) before hair colouring services is an essential safety requirement. These tests help identify allergic reactions to hair dye chemicals like PPD (paraphenylene diamine) before they cause serious harm.

Luminate provides a comprehensive skin test management system that helps you record, track, and manage patch tests for all your clients. The system follows NHBF (National Hair & Beauty Federation) guidelines and helps ensure your salon meets insurance requirements while protecting both you and your clients.

Who this is for: Salon owners, managers, and stylists who perform colour services.

What you'll learn:

How to configure skin test settings for your salon
Recording new skin tests (in-salon and remote via QR code)
Understanding the customer questionnaire and consent process
Tracking test validity and expiry
Managing services that require skin tests
Using the dashboard to identify customers needing tests

Time to complete: 20-25 minutes

Prerequisites

Before you begin, make sure you have:

Owner, Admin, or Manager role (to configure settings)
Access to the salon's services list (to mark services requiring tests)
Understanding of your insurance requirements for patch testing

Step-by-Step Instructions

Step 1: Configure Skin Test Settings

Before recording any skin tests, configure your salon's settings:

Click the salon name in the header bar
Select Edit Salon from the dropdown
Click the Skin Tests tab

You'll see the following configuration options:

Test Validity:

Validity Period - How long a negative test result remains valid. Options: 3 months, 6 months (NHBF recommended), 9 months, or 12 months
Minimum Hours Before Appointment - How long before a colour appointment the test must be completed. Options: 24 hours, 48 hours (recommended), or 72 hours

Enforcement Level:

Off - No checks performed during booking
Warn - Staff see a warning if a test is missing or expired, but can proceed with booking
Block - Staff cannot complete a booking for colour services without a valid test on file

Colour Services: Select which services require a valid skin test. Click each service button to toggle it on (highlighted) or off. Common selections include:

Full Color
Root Touch-up
Balayage
Highlights
Any service using oxidative hair dye

Reminders: Skin test reminders are configured in the Notifications settings (not on this tab). A helpful link is provided to take you there. You can set up two types of reminders:

Test Expiry - Notify customers when their patch test is about to expire
Test Required - Remind customers who need a test before their colour appointment

The Expiring Soon Threshold setting on this tab controls when tests are flagged as "expiring soon" in the interface (7, 14, 21, or 30 days before expiry).

Product Brands: Add the colour brands your salon uses. These appear as quick-select options when recording tests. Click Add to add custom brands, or use the quick-add buttons for popular brands like L'Oréal, Wella, Schwarzkopf, Goldwell, Redken, Matrix, Joico, Davines, Keune, and Alfaparf.

Consent Statement: Customise the consent statement customers agree to when signing. Leave blank to use the default statement, which covers:

Understanding the test requirement
Disclosure of black henna tattoos
Consent to store the record

Screening Questions: Luminate includes 9 default screening questions based on L'Oréal's professional colour screening guidelines:

Are you under 16?
Have you ever had an allergic reaction to hair colour?
Have you had an allergic reaction to any type of skin tattoo, including henna or permanent make-up?
Have you got a rash on your face or a sensitive, irritated or damaged scalp?
Are you a new colour client or are you using a different colorant brand or shade?
Has it been more than 6 months since you last had a colour in our salon with classic technology or INOA (ODS) technology?
Is it more than 12 months since you last had an allergy test with classic technology or INOA (ODS) technology?
Have you had any type of skin tattoo, including a temporary 'black henna' tattoo or permanent make-up, since your last colour?
Have you had an allergic reaction since your last colour?

You can customise these questions using the Add Question, Edit, Delete, and reorder buttons. Click Reset to Default to restore the original questions.

Click Update Salon to save your settings.

Step 2: Mark Services as Requiring Skin Tests

In addition to the salon-wide settings, you should mark individual services:

Click Services in the sidebar
Click on a colour service (e.g., Full Color) to view it, then click Edit
Scroll down to the Settings section
Tick Requires skin test (patch test)
Click Update Service

This setting works together with the enforcement level configured in your salon settings. When a customer books a service that requires a skin test, the system will warn or block the booking depending on your enforcement setting.

Step 3: Record a New Skin Test (In-Salon)

When a customer visits for a patch test:

Click Skin Tests in the sidebar
Click New Test in the top-right corner
Complete the multi-step form:

Step 1 - Customer & Completion Method:

Select the Customer from the search dropdown (or create a new customer first)
Select the Hairdresser performing the test
Choose your Completion Method:
- Complete Now - Fill in all details and signatures on this device
- Send to Customer - Generate a QR code for the customer to complete remotely (see Step 4)

If you choose Complete Now, you'll continue through the following steps:

Step 2 - Details:

Select the Test Method: In Salon, At-Home Kit, or Consumer Screening
Select the Test Date (defaults to today)
Select the Application Area: Behind ear, Inner elbow, Inner arm, or Other
Optionally choose the Product Brand from your configured list or type a custom brand
Enter the Product Name (e.g., "Majirel", "Koleston Perfect")
Enter any Medical Notes if relevant

Step 3 - Questions: The customer (or staff member on their behalf) answers each screening question. These are typically Yes/No questions about allergies, previous reactions, and recent tattoos. A counter shows how many questions have been answered.

Step 4 - Signatures:

The Customer signs on the signature pad and enters their name
The Hairdresser signs to confirm they administered the test
The customer must tick to accept the privacy policy

Step 5 - Review: Review all entered information and click Record Test to save the test record.

The test is now saved as "Awaiting Result" until you record the outcome.

Step 4: Record a Skin Test via QR Code (Remote Completion)

For customers who prefer to complete their test information remotely:

Click Skin Tests in the sidebar
Click New Test
Select the Customer and Hairdresser
Choose Send to Customer as the completion method
Fill in the test details (method, date, application area, product info)
Click Next to generate the QR code

The system generates a unique QR code and link that you can:

Display on screen for the customer to scan with their phone camera
Copy the link to send via email, SMS, or messaging app
Open the link directly in a browser if needed

The customer then completes on their device:

The screening questionnaire (all required questions)
Their digital signature
Privacy policy acceptance

Once they submit, the test appears in your system as "Awaiting Staff Signature". You can view the test and click Add Signature to add your hairdresser signature and complete the test.

Note: QR code links expire after 24 hours for security. If a link expires, you can regenerate a new QR code from the test's detail page.

Step 5: Record the Test Result

After 48 hours (or your configured waiting period):

Click Skin Tests in the sidebar
Find the test marked "Awaiting Result" and click View
Click Record Result
Select the result:
- Negative - No reaction observed. Customer can proceed with colour services
- Positive - Reaction observed. Customer should NOT proceed with colour services
Enter any Reaction Notes (optional - e.g., "No visible reaction after 48 hours")
Click Record Result to save

The test status will update to "Valid" (for negative results) or "Positive". For positive results, a prominent warning will be displayed on the test record to ensure staff are aware that this customer should not receive colour services.

Step 6: View and Filter Skin Tests

The Skin Tests page provides several ways to find records:

Statistics Cards: At the top of the page, five cards display key metrics:

Total Tests - All recorded tests
Valid - Tests with negative results still within validity period
Expiring Soon - Valid tests approaching expiry (based on your configured threshold)
Pending - Tests awaiting results
Positive - Tests with positive reactions (customers cannot have colour services)

Skin Tests Required Panel: Below the statistics, a panel shows customers with upcoming colour appointments who don't have a valid test. This includes the customer name, their next appointment date, and how many days until the appointment. Click a customer name to go directly to their Skin Tests tab.

Search & Filter:

Search by customer name
Filter by result: All Results, Pending, Negative, Positive
Filter by status: All Statuses, Valid, Expiring Soon, Expired, Awaiting Result, Awaiting Staff Signature

Tests Table: The main table displays all skin tests with columns for Customer, Status, Test Method, Product, Tested date, Expires date, and Staff member. Click View to see the full test details.

Step 7: View Skin Tests on Customer Profiles

Each customer profile includes skin test information in multiple places:

Profile Header: A skin test status badge appears next to the customer's name, showing their current status (Valid, Expired, Expiring Soon, or Never Tested).

Skin Tests Tab: Click the Skin Tests tab on the customer profile to see:

All their skin test history with dates and results
Current test status and expiry information
A New Test button to create a test directly for this customer

Step 8: Monitor the Dashboard

The main dashboard includes a Skin Tests Required panel showing:

Customers with upcoming colour appointments who need tests
Their next appointment date
Days until the appointment (with colour-coded urgency: red for 2 days or less, orange for 5 days or less)
Their current skin test status (Never Tested, Expired, or Expiring Soon)
Direct links to customer profiles (clicking takes you to their Skin Tests tab)

This helps reception staff quickly identify who needs to be contacted about patch tests before their appointment. When all customers have valid tests, the panel displays a reassuring "All clear" message.

Common Pitfalls

"A customer's test shows as expired but they just had one done"

Check the validity period in your salon settings. If set to 6 months and the test was done more than 6 months ago, it will show as expired. The test date and expiry date are displayed on each test record.

"I can't find the Skin Tests menu item"

The Skin Tests feature may not be visible depending on your role. Staff members without appropriate permissions may not see this menu item. Contact your salon owner or admin to check your permissions.

"The customer can't access the QR code link"

The remote completion links expire after 24 hours for security. If the link has expired, create a new test and generate a fresh QR code/link.

"I accidentally recorded the wrong result"

Skin test results cannot be changed once recorded for audit trail purposes. If you made an error, you'll need to delete the incorrect test and create a new one with the correct information.

Tips and Best Practices

Follow NHBF guidelines - The default settings (6-month validity, 48-hour minimum) align with NHBF recommendations. Only change these if your insurance provider requires different periods.
Use the dashboard widget daily - Check the "Skin Tests Required" widget each morning to identify customers needing tests before their upcoming appointments.
Offer remote completion - The QR code option is convenient for customers who want to complete paperwork from home before their appointment.
Keep brand lists updated - Add any new colour brands your salon uses so staff can quickly select them when recording tests.
Train all colour staff - Ensure everyone who performs colour services understands the test recording process and the legal importance of patch testing.
Set enforcement to "Warn" initially - This helps staff learn the system without blocking bookings. Once confident, consider switching to "Block" for maximum safety.
Review positive results carefully - If a customer has a positive test on file, they should never be booked for colour services. The system tracks this but staff should also be aware.

Frequently Asked Questions

How long should a patch test be valid?

The NHBF recommends 6 months as the standard validity period. Some insurers may require different periods - check your policy. Luminate allows you to configure 3, 6, 9, or 12 month validity.

Can customers complete the questionnaire at home?

Yes! Use the "Send to Customer" option when creating a new test. This generates a QR code and link the customer can use to complete the screening questions and sign digitally from their phone or computer.

What if a customer had a positive reaction in the past?

Customers with positive test results should not receive colour services. Their profile will show a "Positive" status badge. You should refer them to a medical professional before considering any future colour treatments.

Does Luminate send automatic reminders about expiring tests?

Yes, if configured in your Notifications settings. You can set up reminders for test expiry (before a test expires) and test required (before a colour appointment when the customer needs a test). Navigate to Notifications in the sidebar to configure these reminders.

Can I use the system for other allergy tests (e.g., eyelash tinting)?

Currently, the skin test system is designed for hair colour patch tests. However, the same principles apply - you could use it for any service requiring a pre-treatment allergy test by marking those services as requiring a "skin test".

What information is stored in a skin test record?

Each test record includes: customer details, hairdresser who administered the test, test method, product brand and name, application area, screening question answers, customer signature, hairdresser signature, consent acceptance, result, and any reaction notes.

Are skin test records kept forever?

Yes, skin test records are retained indefinitely for legal and insurance purposes, even if a customer is later deactivated. This ensures you have documentation of all tests performed.

What happens if I try to book a colour service for someone without a valid test?

Depending on your enforcement setting:

Off: Nothing happens - no warning shown
Warn: A warning appears but staff can proceed with the booking
Block: The booking cannot be completed until a valid test is on file

Last Updated: January 2026

Document reviewed and verified against Luminate application version as of January 2026.