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Salon Profile and Business Information

10-15 minutes

Tutorial 13.1: Salon Profile and Business Information

Introduction

Your salon profile is the foundation of your Luminate account. It contains the essential business information that appears on receipts, customer communications, and throughout the system. Keeping this information accurate ensures your customers receive professional communications and your business records are complete.

This tutorial covers how to update your salon name, contact details, address, branding, and logo. Whether you're moving to a new location, rebranding, or simply updating your phone number, this guide walks you through every field in the salon profile.

Who this is for: Salon owners and administrators who need to update business information.

What you'll learn:

  • How to access salon settings
  • Updating your salon name and legal business name
  • Managing contact details (email, phone)
  • Updating your location and address
  • Uploading and replacing your salon logo
  • Understanding where this information appears

Time to complete: 10-15 minutes

Prerequisites

Before you begin, make sure you have:

  • Owner or Admin role in Luminate (other roles cannot access salon settings)
  • Your current business details ready (address, phone, email)
  • If updating your logo: an image file in PNG or JPG format (max 5MB)

Step-by-Step Instructions

Step 1: Access Salon Settings

There are two ways to access your salon settings:

Option A - From the header:

  1. Click your salon name in the top navigation bar
  2. Select Salon Settings from the dropdown menu

Option B - From the Salons page (Owners only):

  1. Click Manage Salons from the salon dropdown, or navigate directly to the Salons page
  2. Click Edit next to the salon you want to update

You'll arrive at the Edit Salon page with the Details tab selected by default. This page has multiple tabs for different settings; this tutorial focuses on the Details tab which contains your basic salon profile information.

Step 2: Update Basic Information

The Basic Information section contains your core business identity:

Salon Name (required)

  • This is your trading name that customers see
  • Appears on receipts, emails, appointment confirmations, and the booking page
  • Example: "Luxe Hair Studio"

Business Name (optional)

  • Your registered legal business name
  • Used on official documents and invoices where a legal name is required
  • Example: "Luxe Hair Studio Ltd"

To update these fields:

  1. Find the Basic Information card at the top of the page
  2. Edit the Salon Name field with your preferred trading name
  3. If different from your trading name, enter your Business Name
  4. Continue to the next section (changes are saved when you click Update Salon)

Step 3: Update Contact Details

Contact details ensure customers can reach you and receive communications from the correct address:

Field Purpose Example
Email Primary salon email for customer communications bookings@luxehair.example.com
Phone Main contact number for your salon 020 7946 0958

To update contact details:

  1. In the Basic Information section, find the Email and Phone fields
  2. Enter your salon's primary email address
  3. Enter your main phone number

Where these appear:

  • Email: Used as the sender address for automated notifications
  • Phone: Displayed on appointment confirmations and reminders

Step 4: Update Your Location

The Location section captures your salon's physical address:

  1. Select your Country from the dropdown

    • This determines the format of subsequent address fields
    • Labels change based on country (e.g., "State" for USA, "County" for UK)

  2. Enter your Street Address

    • Your salon's street address including building number
    • Example: "123 High Street, Unit 4"

  3. Complete the remaining address fields:

    • City - Your town or city
    • County/State - Region or administrative area
    • Postcode - Your postal or ZIP code

Why address matters:

  • Appears on receipts and invoices
  • Used for location-based features
  • Helps customers find your salon

Step 5: Manage Your Salon Logo

Your logo provides brand recognition across Luminate. It appears on:

  • Customer-facing emails
  • Receipt headers
  • PDF exports and invoices
  • The online booking page (if enabled)

To upload a new logo:

  1. Scroll to the Branding section
  2. Drag and drop your image file onto the upload area, or click Choose File
  3. Wait for the upload to process
  4. Your new logo will appear in the preview

To replace an existing logo:

  1. Click Remove Logo to clear the current image
  2. Upload your new logo following the steps above

To remove your logo entirely:

  1. Click Remove Logo
  2. If you change your mind, click Cancel Removal
  3. Save changes to confirm removal

Logo requirements:

  • Formats: PNG or JPEG
  • Maximum file size: 5MB
  • Recommended: Square images (e.g., 500x500 pixels)
  • Best results: PNG with transparent background

Step 6: Review the Active Status

The Active checkbox (found in the Localization section) controls whether your salon is operational:

  • Checked (Active): Salon can accept appointments and transactions
  • Unchecked (Inactive): Salon is hidden from selection and cannot process bookings

This is useful when:

  • Temporarily closing a location
  • Setting up a new salon before launch
  • Decommissioning an old location

Note: The Localization section also contains timezone, currency, and date format settings. These are covered in detail in Tutorial 13.2: Timezone, Currency, and Regional Settings.

Step 7: Save Your Changes

  1. Review all fields to ensure accuracy
  2. Click Update Salon at the bottom of the page
  3. A success message confirms your changes have been saved

Common Pitfalls

"I can't find the Salon Settings option"

Only Owners and Admins can access salon settings. If you don't see the option, check your role with your salon owner. See Tutorial 1.3 for role information.

"My logo looks blurry"

The uploaded image may be too small. For best results, use an image at least 500x500 pixels. Luminate scales your logo for different contexts, so starting with a larger image ensures quality.

"I changed the salon name but old receipts show the old name"

This is expected behaviour. Historical records preserve the information from when they were created. Only new receipts and communications use the updated name.

"The address fields have different labels than expected"

Address labels adapt to your selected country. For example, selecting "United States" shows "State" and "ZIP Code", while "United Kingdom" shows "County" and "Postcode". Select the correct country first.

Tips and Best Practices

  1. Use a professional email address - Create a dedicated email like bookings@yoursalon.com rather than using a personal email

  2. Keep your phone number consistent - Use the same format customers see on your website and signage

  3. Update logo when rebranding - A new logo instantly refreshes all customer communications

  4. Complete all address fields - Even if some seem optional, complete addresses look more professional on receipts

  5. Check settings after moving - Update your address, phone, and any location-specific details promptly after relocating

  6. Review quarterly - Add a reminder to check your salon profile every few months to catch outdated information

Related Tutorials

  • Tutorial 1.2: Setting Up Your Salon Profile - Initial setup guide
  • Tutorial 13.2: Timezone, Currency, and Regional Settings - Configure localisation options
  • Tutorial 12.1: Multi-Salon Management for Owners - Managing multiple locations

Frequently Asked Questions

Can I have different contact details for different purposes?

Currently, Luminate uses one primary email and phone number per salon. For dedicated booking emails, consider using an email alias that forwards to your main inbox.

What's the difference between Salon Name and Business Name?

  • Salon Name: Your trading name shown to customers (required)
  • Business Name: Your legal/registered company name (optional)

Sole traders might use the same for both. Limited companies typically have a different legal name.

Does changing my address affect existing appointments?

No, address changes only affect future communications. Existing appointment confirmations already sent retain the old address.

Can I use an animated GIF as my logo?

No, animated images are not supported. Use a static PNG or JPG file.

What happens if I mark a salon as inactive?

Inactive salons cannot accept new appointments or transactions. Existing data is preserved, but staff cannot select the salon as their current context. Reactivate anytime by checking the Active box again.

Can I delete my salon instead of making it inactive?

Yes, but use extreme caution. Deleting a salon permanently removes all data including customers, appointments, transactions, staff records, and financial history. This cannot be undone. The Danger Zone section at the bottom of the Details tab allows salon deletion. You'll need to type your salon name exactly to confirm the deletion.

Will my logo appear on customer emails?

Yes, your logo appears in the header of automated emails like appointment confirmations, reminders, and receipts.

Last Updated: January 2026