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Appointments","/docs/section-20-colour-management/20.7-mixing-colour-at-appointments",20.7,{"title":550,"path":551,"order":552,"isSection":15},"Overage Billing Explained","/docs/section-20-colour-management/20.8-overage-billing-explained",20.8,{"title":554,"path":555,"order":556,"isSection":15},"Colour Bar Overview and Setup","/docs/section-20-colour-management/20.9-colour-bar-overview-and-setup",20.9,[558,562,565,568,571,574,577,581,584,587,590,593,596,599,603,606,609,612,616,619,622,625,628,631,635,638,641,644,647,651,654,657,660,664,667,670,673,676,680,683,686,689,692,695,699,702,705,708,711,714,718,721,724,727,730,733,737,740,743,746,749,752,756,759,762,765,768,771,775,778,781,784,787,790,793,796,799,802,805,808,811,814,817,820,824,827,830,833,836,839,842,845,849,852,855,858,861,864,867,871,874,877,880,883,887,890,893,896,899,903,906,909,912,916,919,922,925,928,931,935,938,941,944,947,950,953,956,959],{"title":6,"description":559,"path":7,"section":560,"content":561},"Welcome to Luminate! This section contains essential tutorials to get you up and running.","Getting Started","Section 1: Getting Started Welcome to Luminate! This section contains essential tutorials to get you up and running. Tutorials in This Section 1.1 Welcome to Luminate - Your First Steps New to Luminate? This guide walks you through your first login, understanding the dashboard, and navigating the system. You'll learn how the main menu works, how to switch between different areas, and where to find help. Perfect for salon owners and managers who've just signed up. Time: 10-15 minutes 1.2 Setting Up Your Salon Profile Before you start booking appointments, let's get your salon set up properly. This tutorial covers adding your salon name, contact details, uploading your logo, and configuring essential settings like timezone, currency, and date formats. We'll also explain why these settings matter for your day-to-day operations. Time: 15-20 minutes 1.3 Understanding Roles and Permissions Luminate has five different user roles: Owner, Admin, Manager, Staff, and Receptionist. This guide explains what each role can do, which features they can access, and how to choose the right role when adding team members. Essential reading before you start inviting your team. Time: 10-15 minutes 1.4 The Onboarding Checklist - Setting Up for Success This step-by-step checklist takes you from a blank salon to ready-to-trade. We'll guide you through adding your first staff members, creating your service menu, setting up your roster, and booking your first appointment. By the end, you'll be ready to serve customers. Time: 45-60 minutes 1.5 Signing In with Google, Facebook, or Microsoft Luminate supports social login so you can sign in with your existing Google, Facebook, or Microsoft account. This tutorial covers using the social login buttons, linking and unlinking providers, setting a password for social-only accounts, and managing Connected Accounts in Settings. Time: 5-10 minutes Recommended Reading Order For new users, we recommend completing these tutorials in order: 1.1 Welcome to Lu",{"title":12,"description":563,"path":13,"section":560,"content":564},"New to Luminate? Welcome! This guide walks you through your first login, understanding the dashboard, and navigating the system. You'll learn how the main menu works, how to switch between different a","Tutorial 1.1: Welcome to Luminate - Your First Steps Introduction New to Luminate? Welcome! This guide walks you through your first login, understanding the dashboard, and navigating the system. You'll learn how the main menu works, how to switch between different areas, and where to find help. Who this is for: Salon owners and managers who've just signed up for Luminate. What you'll learn: How to log in for the first time Social login options Understanding the main dashboard Navigating the sidebar menu Switching between salons (multi-salon owners) Finding help and using Lumen, the AI support assistant Managing your user profile and account settings Using keyboard shortcuts for quick navigation Time to complete: 10-15 minutes Prerequisites Before you begin, make sure you have: Your Luminate account email and password (from your welcome email) A modern web browser (Chrome, Firefox, Safari, or Edge) An internet connection Step-by-Step Instructions Step 1: Log In to Your Account Open your web browser and go to your Luminate URL Enter the email address you used to sign up Enter your password Click Log in If this is your first time logging in, you may be asked to verify your email address. Check your inbox for a verification email and click the link inside. Social Login: You can also sign in using your Google, Facebook, or Microsoft account. Look for the \"Continue with\" buttons below the login form. For full details on social login, see Tutorial 1.5: Signing In with Google, Facebook, or Microsoft. Step 2: Understanding the Dashboard Once logged in, you'll see the Dashboard - your command centre for the salon. The dashboard is organised into two main sections. Right Now Section This section shows what's happening today: Next Appointment - Your upcoming appointment with customer details and service info Today's Revenue - Revenue earned today with comparison to your daily average Alerts Panel - Important items requiring attention: Skin Tests Due Low Stock items High Priorit",{"title":17,"description":566,"path":18,"section":560,"content":567},"Before you start booking appointments, let's get your salon set up properly. This tutorial covers adding your salon name, contact details, uploading your logo, and configuring essential settings like","Tutorial 1.2: Setting Up Your Salon Profile Introduction Before you start booking appointments, let's get your salon set up properly. This tutorial covers adding your salon name, contact details, uploading your logo, and configuring essential settings like timezone, currency, tax rates, and date formats. We'll also explain why these settings matter for your day-to-day operations. Who this is for: Salon owners and administrators setting up a new salon in Luminate. What you'll learn: How to access and edit salon settings Setting up your business name and contact details Uploading your salon logo Configuring timezone, currency, tax settings, and date format Understanding how these settings affect your salon Time to complete: 15-20 minutes Prerequisites Before you begin: You must be logged in as an Owner or Admin You should have your business details ready (address, phone, email) If uploading a logo, have it saved as a PNG or JPG file (recommended minimum: 500x500 pixels) Step-by-Step Instructions Step 1: Access Salon Settings Click your salon name in the header bar Select Salon Settings from the dropdown, or navigate to Salons and click Edit next to your salon You'll see the salon edit page with multiple tabs - the Details tab contains your profile settings Step 2: Set Your Salon Name and Business Name Salon Name: This is the name customers see on communications and receipts. Keep it simple and recognisable. Business Name (Legal Name): Your registered business name for official documents. This may be different from your trading name. Enter your Salon Name (e.g., \"Luxe Hair Studio\") Enter your Business Name if different (e.g., \"Luxe Hair Ltd\") These names appear on receipts, emails, and customer communications Example: Salon Name: \"The Style Bar\" Business Name: \"Style Bar London Ltd\" Step 3: Add Contact Details Complete these contact fields in the Basic Information and Location sections: | Field | Description | Example | |-------|-------------|---------| | Email | Prima",{"title":21,"description":569,"path":22,"section":560,"content":570},"Luminate has five different user roles: Owner, Admin, Manager, Staff, and Receptionist. This guide explains what each role can do, which features they can access, and how to choose the right role when","Tutorial 1.3: Understanding Roles and Permissions Introduction Luminate has five different user roles: Owner, Admin, Manager, Staff, and Receptionist. This guide explains what each role can do, which features they can access, and how to choose the right role when adding team members. Essential reading before you start inviting your team. Who this is for: Salon owners and administrators who need to understand access levels before adding team members. What you'll learn: The five user roles and their purpose Detailed permissions for each role How to choose the right role for each team member Role hierarchy and approval workflows Time to complete: 10-15 minutes Prerequisites Before you begin: You should have completed Tutorial 1.1 (Welcome to Luminate) Helpful to have a list of your team members and their responsibilities The Five User Roles Luminate uses a role-based permission system. Each role has specific abilities and restrictions designed to match common salon job functions. | Role | Purpose | Typical User | |------|---------|--------------| | Owner | Full control of everything | Salon owner, business owner | | Admin | Day-to-day operations management | Senior manager, operations manager | | Manager | Team supervision and scheduling | Floor manager, senior stylist | | Staff | Individual service provider | Stylist, therapist, technician | | Receptionist | Front desk operations | Receptionist, booking coordinator | Role Details Owner The Owner role has complete access to all features. This is the highest permission level. Key Abilities: All Admin, Manager, Staff, and Receptionist abilities Manage billing and subscription Create and manage multiple salons Add and remove other Owners (multi-owner setups) Export all data Process refunds Access all settings Best For: Business owners who need full control. In most salons, only 1-2 people need Owner access. Special Notes: Owners bypass all permission checks Only Owners can manage subscription/billing Owners automatically ",{"title":25,"description":572,"path":26,"section":560,"content":573},"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 tuto","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 12 tasks complete\") Task categories - Tasks are grouped into three categories: Required to get started (4 tasks) - Essential items you must complete before using core features: Add your first staff member Add your first service Add your first customer Book your first appointment Recommended (3 tasks) - Important features that enhance your experience: Set up your roster Upload your salon logo Review notification settings Optional (5 tasks) - Additional features you can set up later: Add a retail product Review public holidays Configure staff l",{"title":29,"description":575,"path":30,"section":560,"content":576},"Luminate supports social login so you can sign in with your existing Google, Facebook, or Microsoft account instead of remembering another password. This tutorial explains how social login works, how","Tutorial 1.5: Signing In with Google, Facebook, or Microsoft Introduction Luminate supports social login so you can sign in with your existing Google, Facebook, or Microsoft account instead of remembering another password. This tutorial explains how social login works, how to link and unlink providers, and how to manage your connected accounts. Who this is for: All users (Owner, Admin, Manager, Staff, Receptionist) What you'll learn: Sign in or register with a social account What happens when your social email matches an existing Luminate account How two-factor authentication works with social login Set a password if you signed up with a social account Link and unlink social accounts in Settings Understand when you cannot disconnect a provider Time to complete: 5-10 minutes Prerequisites A Google, Facebook, or Microsoft account Your salon's Luminate URL Social login must be enabled for your Luminate instance (your salon owner or administrator will have configured this) Step-by-Step Instructions Step 1: Sign In with a Social Account Go to your Luminate login page Below the email and password fields, you'll see a divider that reads \"or continue with\" Click one of the social login buttons: Continue with Google Continue with Facebook Continue with Microsoft You'll be redirected to the provider's login page (Google, Facebook, or Microsoft) Sign in to your social account and grant Luminate permission You'll be redirected back to Luminate and logged in Note: The social login buttons only appear if your Luminate instance has been configured with the relevant provider credentials. If you don't see them, ask your salon owner. Step 2: Register with a Social Account If you don't yet have a Luminate account, you can create one using social login: Go to the Luminate registration page Below the registration form, you'll see the social login buttons labelled \"Sign up with\" instead of \"Continue with\" Click the provider you want to use Sign in to your social account and grant permiss",{"title":253,"description":578,"path":254,"section":579,"content":580},"Keep your customers informed and engaged with Luminate's comprehensive notification and messaging system. From automated appointment reminders that reduce no-shows to birthday greetings that build loy","Notifications And Communication","Section 10: Notifications & Communication Keep your customers informed and engaged with Luminate's comprehensive notification and messaging system. From automated appointment reminders that reduce no-shows to birthday greetings that build loyalty, this section covers all aspects of customer communication. Tutorials in This Section 10.1 Setting Up Appointment Reminders Automatic reminders reduce no-shows. Learn how to configure appointment reminder settings, choose how many hours before appointments to send reminders (e.g., 24 hours, 48 hours), select channels (email, SMS), customise reminder messages, and set up follow-up messages sent after appointments for feedback and rebooking. Time: 10-15 minutes 10.2 Birthday Notifications and Customer Engagement Birthday messages build loyalty and drive bookings. This tutorial shows you how to enable birthday notifications, customise birthday messages, offer birthday promotions, choose notification channels, and track the response rate to your birthday campaigns. Time: 10-15 minutes 10.3 Creating Custom Notification Templates Customise what customers see when they receive notifications. Learn how to create and edit notification templates for confirmations, reminders, receipts, and more. We cover using template variables (customer name, appointment time, etc.), the visual email builder, SMS character counting, and setting default templates. Time: 20-30 minutes 10.4 Managing the Messaging Inbox The unified messaging inbox shows all customer conversations in one place with a split-pane layout for easy navigation. Learn how to view and filter conversations by channel (SMS, email) and status (open, closed, archived), compose new messages to customers, reply to incoming messages, close and reopen conversations, and archive old threads. You can also view customer-specific message history directly from their profile. Perfect for two-way customer communication. Time: 15-20 minutes 10.5 SMS Balance and Usage Tracking Sending SMS costs ",{"title":259,"description":582,"path":260,"section":579,"content":583},"Appointment reminders are one of the most effective tools for reducing no-shows in your salon. Studies show that automated reminders can reduce no-show rates by up to 50%, saving you significant lost","Tutorial 10.1: Setting Up Appointment Reminders Introduction Appointment reminders are one of the most effective tools for reducing no-shows in your salon. Studies show that automated reminders can reduce no-show rates by up to 50%, saving you significant lost revenue and helping your schedule run smoothly. Luminate's reminder system lets you send automatic messages to customers before their appointments, giving them time to confirm, reschedule if needed, or simply remember their booking. You can also set up follow-up messages that go out after appointments to request feedback, encourage rebooking, or thank customers for visiting. This tutorial covers everything you need to know about configuring appointment reminders, follow-up messages, and all other notification types on the Configuration page in Luminate. Who this is for: Salon owners and administrators who want to reduce no-shows and improve customer communication. What you'll learn: How to access the Notifications settings Understanding the Configuration page layout and all notification sections Adding appointment reminders (sent before appointments) Adding follow-up messages (sent after appointments) Choosing between Email, SMS, and WhatsApp channels Configuring instant notifications (payment receipts, refunds, no-shows, cancellations, reschedules) Setting up skin test and skin test expiry reminders Configuring outstanding balance reminders Enabling, disabling, editing, and deleting notification rules Best practices for reminder timing Time to complete: 15-20 minutes Prerequisites Before you begin, make sure you have: Owner or Admin role access (Managers, Receptionists, and Staff do not have access to Notifications settings) Owner role specifically is required to use the Pause All Messaging kill switch At least one notification template created (or use the system defaults) For SMS reminders: sufficient SMS credits in your account For WhatsApp reminders: a customer's mobile number (WhatsApp is available to all",{"title":263,"description":585,"path":264,"section":579,"content":586},"Birthday messages are a simple but powerful way to make customers feel valued and drive bookings. A well-timed birthday greeting, especially one that includes a special offer, can turn an inactive cus","Tutorial 10.2: Birthday Notifications and Customer Engagement Introduction Birthday messages are a simple but powerful way to make customers feel valued and drive bookings. A well-timed birthday greeting, especially one that includes a special offer, can turn an inactive customer into a regular visitor and strengthen loyalty among your existing clientele. Luminate's birthday notification system automatically sends personalised greetings to customers on or around their birthday. You choose when to send them (on the day, a few days before, or after), what channel to use (email or SMS), and what message template to use. You can even set up multiple birthday notifications at different times. This tutorial shows you how to configure birthday notifications and use them as part of your customer engagement strategy. Who this is for: Salon owners, administrators, and managers who want to build customer loyalty and drive birthday bookings. What you'll learn: How birthday notifications work in Luminate Setting up birthday notifications via email or SMS Choosing the right timing for birthday messages Managing multiple birthday notifications Understanding marketing consent requirements Ideas for effective birthday campaigns Time to complete: 10-15 minutes Prerequisites Before you begin, make sure you have: Owner, Admin, or Manager role access Customer records with birth dates entered Customers with marketing consent enabled (birthday messages are marketing, not transactional) Birthday notification templates created (or plan to use defaults) For SMS: sufficient SMS credits in your account Step-by-Step Instructions Step 1: Navigate to Birthday Notifications From any page in Luminate, click Notifications in the main sidebar menu Ensure the Configuration tab is selected Scroll down to find the Birthday Notifications section You'll see a description noting that birthday notifications require marketing consent - this is important to understand before proceeding. Step 2: Understand Mar",{"title":267,"description":588,"path":268,"section":579,"content":589},"Notification templates control what your customers see when they receive messages from your salon. Whether it's an appointment reminder, birthday greeting, payment receipt, or any other automated comm","Tutorial 10.3: Creating Custom Notification Templates Introduction Notification templates control what your customers see when they receive messages from your salon. Whether it's an appointment reminder, birthday greeting, payment receipt, or any other automated communication, well-crafted templates help maintain your brand voice and ensure customers have the information they need. Luminate provides a visual email builder for creating polished HTML emails and a streamlined SMS editor for concise text messages. Both support dynamic tokens that automatically insert customer and appointment details like names, dates, and times. This tutorial covers everything you need to know about creating, editing, and managing notification templates for both email and SMS channels. Who this is for: Salon owners and administrators who want to customise automated customer communications. What you'll learn: Understanding template types and channels Creating email templates with the visual builder Creating SMS templates with character counting Using dynamic tokens for personalisation Setting default templates Managing and organising your template library Time to complete: 20-30 minutes Prerequisites Before you begin, make sure you have: Owner or Admin role access (requires the manage-notifications permission) A clear idea of what message you want to create Your salon logo uploaded (optional, for email headers - this appears automatically) Step-by-Step Instructions Step 1: Navigate to Template Management From any page in Luminate, click Notifications in the main sidebar menu Click the Templates tab at the top of the page You'll see a list of existing templates with filtering options The Templates tab shows: Search - Find templates by name or subject Type filter - Filter by template type (Appointment Reminder, Birthday, etc.) Channel filter - Filter by Email or SMS Template table - List of all templates with their details Step 2: Understand Template Types Templates are categorised by thei",{"title":271,"description":591,"path":272,"section":579,"content":592},"The unified messaging inbox brings all your customer conversations into one place. Whether a customer replies to an SMS reminder, responds to an email, or sends a WhatsApp message, you can view and re","Tutorial 10.4: Managing the Messaging Inbox Introduction The unified messaging inbox brings all your customer conversations into one place. Whether a customer replies to an SMS reminder, responds to an email, or sends a WhatsApp message, you can view and respond to all messages from a single interface. Two-way communication helps you provide better customer service, answer questions quickly, handle rebooking requests, and maintain relationships with your clientele. The split-pane design lets you browse conversations on one side while reading and replying on the other, making it easy to manage high volumes of messages efficiently. This tutorial covers how to use the messaging inbox for everyday customer communication. Who this is for: Salon owners, administrators, managers, receptionists, and staff who communicate with customers. What you'll learn: Navigating the messaging inbox interface Viewing and filtering conversations Reading and replying to messages Composing new messages to customers Closing, reopening, and archiving conversations Viewing customer-specific message history Time to complete: 15-20 minutes Prerequisites Before you begin, make sure you have: Staff role or higher (all roles can access messages) At least one customer with an email address or phone number For sending SMS: sufficient SMS credits in your account Step-by-Step Instructions Step 1: Access the Messaging Inbox From any page in Luminate, click Messages in the main sidebar menu You'll arrive at the unified inbox showing all customer conversations Unread message badge: The Messages menu item in the sidebar displays a badge showing the total number of unread conversations. This badge updates automatically, helping you spot new messages at a glance without navigating away from your current page. Clicking the badge opens the inbox with the Unread Only filter already applied, so you land straight on what needs a reply instead of the full conversation list. Step 2: Understand the Inbox Layout The ",{"title":275,"description":594,"path":276,"section":579,"content":595},"SMS messages have higher open rates than email - studies show over 90% of SMS messages are read within three minutes. This makes SMS perfect for appointment reminders, time-sensitive updates, and quic","Tutorial 10.5: SMS Balance and Usage Tracking Introduction SMS messages have higher open rates than email - studies show over 90% of SMS messages are read within three minutes. This makes SMS perfect for appointment reminders, time-sensitive updates, and quick customer communications. However, unlike email, sending SMS costs money. Luminate tracks your SMS credit balance and provides detailed usage reports so you can monitor spending, understand patterns, and ensure you never run out of credits at a critical moment. With features like low balance warnings and auto top-up, you can keep your notification system running smoothly without constant manual oversight. This tutorial covers how to check your balance, understand usage, purchase credits, and set up automatic top-ups. Who this is for: Salon owners and administrators who manage the salon's SMS budget and notification systems. What you'll learn: Checking your current SMS balance Understanding how SMS credits are used Purchasing additional credits Setting up automatic top-up Reading the SMS usage report Optimising SMS usage to reduce costs Understanding trial period SMS restrictions Time to complete: 10-15 minutes Prerequisites Before you begin, make sure you have: Owner or Admin role access Access to the salon's Settings area Step-by-Step Instructions Step 1: Check Your Current SMS Balance There are two places to view your SMS balance: From Salon Settings: Click Settings in the main sidebar menu Select your salon Click the SMS tab You'll see two summary cards at the top: Current Balance - How many credits you have available right now Last Top-up - When you last purchased credits (or \"Never\" if you haven't) Low balance warnings: If your balance is running low, you'll see an alert banner: Yellow warning - Balance is low, consider topping up soon Red critical warning - Balance is critically low, top up immediately to avoid disruption When your balance is critically low, a prominent banner also appears across the enti",{"title":279,"description":597,"path":280,"section":579,"content":598},"Marketing campaigns reach customers who have opted in to promotions. But sometimes you need to tell all affected customers about a service change — a bank-holiday closure, a stylist off sick, a sudden","Tutorial 10.6: Transactional Campaigns Introduction Marketing campaigns reach customers who have opted in to promotions. But sometimes you need to tell all affected customers about a service change — a bank-holiday closure, a stylist off sick, a sudden change to your opening hours — and you can't wait for customers to opt in to marketing first. These messages aren't marketing. Under UK GDPR / PECR they're service communications about an existing customer relationship, sent under legitimate interest. Luminate calls them transactional campaigns to keep them clearly separate from promotions. Because the rules are strict — the wording must really be operational, with no promotional content — Lumen, Luminate's AI assistant, reviews every transactional campaign before it sends. If your wording reads as marketing, the send is blocked until you either revise the content or switch the campaign to Marketing. This tutorial walks through creating a transactional campaign, what the AI gate checks, and how to handle a blocked verdict. Who this is for: Salon owners, admins, managers and receptionists who need to send operational notices to customers. What you'll learn: When to use a transactional campaign vs a marketing campaign How the audience is determined and how to narrow it with the same filter builder marketing campaigns use How the AI gate works and what it looks for What to do when a verdict is blocked Which customers receive the message under the legitimate-interest rules Time to complete: 5–10 minutes Prerequisites Before you begin, make sure you have: Owner, Admin, Manager or Receptionist role access A customer base with appointments in the last 12 months or upcoming bookings (otherwise the audience will be empty) When to use which type | Situation | Campaign type | |---|---| | Salon is closed on a bank holiday or for refurbishment | Transactional | | Stylist off sick — affected customers need to know | Transactional | | Address change, opening hours change, system out",{"title":283,"description":600,"path":284,"section":601,"content":602},"This section covers essential compliance and safety features in Luminate that help you meet UK legal requirements and protect both your salon and your clients.","Compliance And Safety","Section 11: Compliance & Safety This section covers essential compliance and safety features in Luminate that help you meet UK legal requirements and protect both your salon and your clients. Tutorials in This Section 11.1 Skin Test Management - Patch Tests and Safety UK salons must perform patch tests before certain colour services. This comprehensive guide covers creating skin test records, setting up the test questionnaire, using QR codes for customers to complete tests remotely, staff sign-off requirements, tracking test validity and expiry, and preventing bookings without valid tests. Essential reading for any salon offering colour services. Time: 20-25 minutes 11.2 GDPR Compliance - Data Protection and Privacy GDPR gives customers rights over their data, and as a salon owner you're responsible for compliance. Learn how Luminate helps you meet data protection requirements: managing customer consent, handling data access requests, anonymising customer data (the right to be forgotten), protecting staff data, and understanding what records are retained. This guide explains your legal obligations and how Luminate supports them. Time: 15-20 minutes 11.3 Managing Customer and Staff Data Retention When customers stop visiting or staff members leave, you can't simply delete their records - you may need them for financial, tax, or legal purposes. Learn the difference between deactivating (hiding from lists while preserving data) and anonymising (permanently removing personal information while keeping business records). This guide explains when to use each approach and walks you through both processes. Time: 10-15 minutes Recommended Reading Order Tutorial 11.1 - Start here to understand how Luminate handles the critical safety requirement of colour patch testing Tutorial 11.2 - Learn about your broader GDPR obligations and how to manage customer data rights Tutorial 11.3 - Understand the practical day-to-day management of old or departed customer and staff records Key C",{"title":289,"description":604,"path":290,"section":601,"content":605},"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 hai","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. The workflow has two phases: Screening — the customer answers your screening questions, signs, and accepts the privacy policy. This can be done on a salon device or remotely (link or QR code). Patch test — once screening is complete, a staff member records the physical patch test (test method, brands and locations, signature). After the waiting period the result is recorded. Who this is for: Salon owners, managers, and stylists who perform colour services. What you'll learn: How to configure skin test settings, screening questions, and consent for your salon How to start a screening either in-salon or by sending the customer a link / QR code How to apply the patch test and record the final result How calendar bookings warn or block when a customer needs a test How online booking handles new colour clients who need a screening How to track validity, expiry, and customers needing tests from the dashboard Time to complete: 25-30 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 nam",{"title":293,"description":607,"path":294,"section":601,"content":608},"The General Data Protection Regulation (GDPR) gives individuals in the UK and EU significant rights over their personal data. As a salon owner, you're responsible for protecting customer and staff dat","Tutorial 11.2: GDPR Compliance - Data Protection and Privacy Introduction The General Data Protection Regulation (GDPR) gives individuals in the UK and EU significant rights over their personal data. As a salon owner, you're responsible for protecting customer and staff data, respecting their privacy rights, and maintaining proper records. Luminate is designed with GDPR compliance in mind, providing tools to manage consent, handle data requests, and protect personal information. This tutorial explains your obligations and shows you how to use Luminate's features to meet them. Who this is for: Salon owners and administrators responsible for data protection. What you'll learn: Understanding your GDPR obligations as a salon Managing customer communication consent Handling data access requests Using the anonymisation feature (right to be forgotten) Protecting staff data Understanding what data is retained and why Time to complete: 15-20 minutes Prerequisites Before you begin, make sure you have: Owner or Admin role (required for data management functions) Basic understanding of GDPR principles Access to customer and staff records Step-by-Step Instructions Step 1: Understand Your GDPR Obligations As a salon processing personal data, you must: Have a lawful basis for processing data (e.g., contract, consent, legitimate interest) Be transparent about what data you collect and why Only collect necessary data (data minimisation) Keep data accurate and up to date Protect data from unauthorised access Respond to data subject requests within one month Report data breaches to the ICO within 72 hours Luminate helps you meet these obligations through built-in features, but you remain responsible for compliance. Step 2: Manage Customer Communication Consent GDPR requires explicit consent for marketing communications. Luminate separates consent into two categories: Transactional Communications: Appointment confirmations Appointment reminders Booking changes Receipt emails These are ",{"title":297,"description":610,"path":298,"section":601,"content":611},"When customers stop visiting or staff members leave your salon, you need to decide what to do with their data. Simply deleting everything isn't always possible - you may need records for tax purposes,","Tutorial 11.3: Managing Customer and Staff Data Retention Introduction When customers stop visiting or staff members leave your salon, you need to decide what to do with their data. Simply deleting everything isn't always possible - you may need records for tax purposes, legal disputes, or business analysis. Luminate provides two approaches: deactivation (hiding records while preserving data) and anonymisation (permanently removing personal information while keeping business records). This tutorial explains when to use each approach and walks you through the process. Who this is for: Salon owners and administrators managing customer and staff records. What you'll learn: The difference between deactivation and anonymisation When to deactivate vs anonymise customers When to deactivate vs anonymise staff members What data is preserved vs removed in each case Step-by-step instructions for both processes Time to complete: 10-15 minutes Prerequisites Before you begin, make sure you have: Owner or Admin role (required for deactivation and anonymisation) Understanding of your legal data retention requirements Knowledge of any outstanding balances or ongoing matters Understanding the Difference Before managing any records, understand these two distinct approaches: | Aspect | Deactivation | Anonymisation | |--------|--------------|---------------| | Purpose | Hide from active lists | Comply with data deletion requests | | Reversible? | Yes | No - permanent | | Personal data | Preserved | Removed/replaced | | Visible in lists | No (unless filtered) | No (appears as \"Deleted Customer\" or \"Former Staff Member\") | | Transaction history | Fully intact | Preserved but de-identified | | Can log in (staff) | No (if has account) | No | | Can be reactivated | Yes | No | Use deactivation when: A customer hasn't visited in a while but might return A staff member is on extended leave You want to hide old records from daily views You might need to restore access later Use anonymisation whe",{"title":301,"description":613,"path":302,"section":614,"content":615},"Ready to take your Luminate skills to the next level? This section covers powerful features for experienced users - from managing multiple salon locations to handling complex appointment bookings.","Advanced Features","Section 12: Advanced Features Ready to take your Luminate skills to the next level? This section covers powerful features for experienced users - from managing multiple salon locations to handling complex appointment bookings. Tutorials in This Section 12.1 Multi-Salon Management for Owners Own multiple locations? Luminate lets you manage them all from one account. Learn how to create additional salons, switch between salon contexts, understand how data is isolated between locations, and manage staff across your business. Time: 15-20 minutes 12.2 Advanced Appointment Features - Linked Bookings and Multi-Service Some treatments require multiple appointments or staff members working together. This guide covers creating linked appointments that move together when rescheduled, booking multi-service appointments, handling complex colour treatments requiring processing time, and managing appointment groups. Time: 15-20 minutes 12.3 Customising Your Calendar - Colours, Views, and Filters Make the calendar work for you. Learn how to switch between Today, Week, and List views, understand colour-coding for services and statuses, use filters to find specific appointments, and navigate efficiently through your schedule. Time: 10-15 minutes 12.4 Importing and Exporting Data Export your salon data for backup, GDPR compliance, or migration. This guide covers the Data Export tool (full salon and individual customer exports in JSON or CSV), report exports to CSV and PDF, transaction document downloads, and the bulk import process for new salons. Time: 15-20 minutes Recommended Reading Order These tutorials can be read in any order based on your needs: 12.1 Multi-Salon Management - Essential if you operate multiple locations 12.3 Customising Your Calendar - Helpful for everyone using the appointments system 12.2 Advanced Appointment Features - For salons offering complex treatments 12.4 Importing and Exporting Data - When you need to get data out of Luminate Who Should Read This Sect",{"title":307,"description":617,"path":308,"section":614,"content":618},"Own multiple salon locations? Luminate lets you manage them all from one account. This guide shows you how to create additional salons, switch between salon contexts, understand how data is isolated b","Tutorial 12.1: Multi-Salon Management for Owners Introduction Own multiple salon locations? Luminate lets you manage them all from one account. This guide shows you how to create additional salons, switch between salon contexts, understand how data is isolated between locations, and view consolidated performance across your business. Multi-salon management is designed for salon owners who operate two or more locations. Each salon maintains its own staff, customers, appointments, transactions, and settings - but you access everything through a single login. Who this is for: Salon owners who manage or plan to manage multiple locations. What you'll learn: How to create additional salons Switching between salons using the salon switcher Understanding data isolation between salons Managing salon settings for each location Viewing the \"My Salons\" overview page Time to complete: 15-20 minutes Prerequisites Before you begin, make sure you have: A Luminate account with Owner access At least one salon already set up Your new salon's basic information (name, address, contact details) Step-by-Step Instructions Step 1: Access the Salon Switcher The salon switcher is located in the header bar at the top of every page. Look for your current salon name displayed next to the building icon in the header Click on the salon name to open the dropdown menu You'll see options to switch salons and manage settings The dropdown displays: Switch Salon header (only shown if you have multiple salons) A list of all your active salons (with a tick next to the currently selected one) Salon Settings - Opens settings for the current salon Manage Salons - Opens the salon management page (owners only) Step 2: View Your Salons (My Salons Page) To see all your salon locations in one view: Click your salon name in the header Select Manage Salons from the dropdown The My Salons page displays a table of all your salons The table shows: | Column | Description | |--------|-------------| | Name | The salon's ",{"title":311,"description":620,"path":312,"section":614,"content":621},"Some salon treatments require multiple services or multiple time blocks. A colour appointment might need an initial application, processing time, and then a blow dry. A bridal party might book several","Tutorial 12.2: Advanced Appointment Features - Linked Bookings and Multi-Service Introduction Some salon treatments require multiple services or multiple time blocks. A colour appointment might need an initial application, processing time, and then a blow dry. A bridal party might book several services back-to-back. Luminate handles these complex bookings through linked appointments - multiple appointments connected together that maintain timing relationships. This guide covers creating multi-service bookings, understanding how linked appointments work, and managing complex colour treatments that need processing time between services. Who this is for: Salon owners, managers, and staff who book complex treatments involving multiple services. What you'll learn: Creating multi-service bookings Understanding linked appointments and booking groups Managing processing time between services Updating status for linked appointments Moving and rescheduling linked bookings Time to complete: 15-20 minutes Prerequisites Before you begin, make sure you have: Staff members set up in your salon Services created with appropriate durations Some services configured with processing time (for colour treatments) The Appointments page accessible Step-by-Step Instructions Step 1: Understanding Multi-Service Bookings In Luminate, each appointment handles one service. When a customer wants multiple services, the system creates linked appointments - separate appointments connected by a booking group ID. For example, if a customer books \"Root Touch-up + Full Colour + Blow Dry\": Three separate appointments are created They share the same booking group ID They're sequenced (1, 2, 3) to maintain order Linked appointment indicators appear on the calendar Why this approach? Each service can be assigned to different staff if needed Processing time (e.g., colour development) can be scheduled between services Individual services can be billed separately if required Flexibility to complete services at ",{"title":315,"description":623,"path":316,"section":614,"content":624},"The appointment calendar is the heart of your salon operations. Luminate offers multiple ways to view and customise your calendar to suit your workflow. You can switch between day, week, and list view","Tutorial 12.3: Customising Your Calendar - Colours, Views, and Filters Introduction The appointment calendar is the heart of your salon operations. Luminate offers multiple ways to view and customise your calendar to suit your workflow. You can switch between day, week, and list views, colour-code appointments by service type, and access powerful features like the waitlist panel and clipboard. This guide covers making the calendar work for you - from choosing the right view for your needs to understanding the visual cues that help you manage appointments efficiently. Who this is for: All staff members who use the appointment calendar daily. What you'll learn: Switching between Today, Week, and List views Understanding appointment colour-coding Using the sidebar panels (Waitlist and Clipboard) Navigating dates and time slots Interpreting staff roster and availability indicators Using keyboard shortcuts for quick navigation Time to complete: 10-15 minutes Prerequisites Before you begin, make sure you have: Access to the Appointments page At least some appointments and staff in the system (for visual examples) Services set up with colours assigned Step-by-Step Instructions Step 1: Choose Your Calendar View Luminate offers three calendar views, accessible via buttons in the top-right of the Appointments page: | View | Best For | Features | |------|----------|----------| | Today | Reception desk, daily overview | All staff columns, real-time \"now\" line, drag-and-drop | | Week | Individual stylist schedule | Single staff member, weekly overview, shift indicators | | List | Searching, filtering, bulk review | Table format, filters, pagination | To switch views: Go to Appointments in the sidebar Click Today, Week, or List in the button group Your current view is highlighted. The URL updates to preserve your selection (you can bookmark specific views). Step 2: Navigate Dates in Today View In the Today view: Date navigation: Click the left arrow to go to the previous day Clic",{"title":319,"description":626,"path":320,"section":614,"content":627},"Whether you're backing up your salon data, responding to a customer's data request under GDPR, preparing reports for your accountant, or migrating from another system — Luminate gives you several ways","Tutorial 12.4: Importing and Exporting Data Introduction Whether you're backing up your salon data, responding to a customer's data request under GDPR, preparing reports for your accountant, or migrating from another system — Luminate gives you several ways to get data in and out. This guide covers the Data Export tool for full salon and individual customer exports, report exports to CSV and PDF, transaction document downloads, and the bulk import process for new salons. Who this is for: Salon owners and administrators who need to export data for backup, compliance, accounting, or analysis. What you'll learn: How to create full salon and individual customer exports Choosing between JSON and CSV formats Exporting reports to CSV and PDF Downloading transaction invoices and receipts Understanding the bulk data import process Time to complete: 15-20 minutes Prerequisites Before you begin: You must be logged in as an Owner or Admin (the `export-reports` permission is required) Access to the Settings page (for data exports) and Reports section (for report exports) A web browser that can download files Step-by-Step Instructions Step 1: Access the Data Export Tool The Data Export tool lets you export all your salon data or an individual customer's data as a downloadable ZIP file. Click Settings in the sidebar Select the Data tab You'll see two sections: Create Export at the top and Export History below Step 2: Create a Full Salon Export A full salon export packages all your data into a single ZIP file — ideal for backups or migrating to a new salon. Under Export Scope, select Full Salon Under Export Format, choose your format: JSON — Structured data that can be re-imported into another Luminate salon. Best for backups and migration. CSV — Spreadsheet-friendly files that open in Excel or Google Sheets. Best for analysis or sharing with your accountant. Click Start Export The export begins processing in the background — you can navigate away and come back later What's include",{"title":323,"description":629,"path":324,"section":614,"content":630},"Colour formulas let you record exactly what products went into each colour mix, with precise gram measurements. Every formula is tied to a customer (and optionally to an appointment), so the next colo","Tutorial 12.5: Colour Formulas Introduction Colour formulas let you record exactly what products went into each colour mix, with precise gram measurements. Every formula is tied to a customer (and optionally to an appointment), so the next colourist can reproduce the recipe — and, in Full mode, any overage above the grams included in the service price is billed automatically. This tutorial covers the unified Colour Formula dialog that appears everywhere you record colour work in the main app: customer profile, appointment sidebar, and the dedicated appointment and customer pages. For the tablet-based Colour Bar flow (Mix, Reweigh, scale integration) see Tutorial 20.9 and the rest of Section 20. Who this is for: Staff, Receptionist, Manager, Admin, Owner What you'll learn: Enable colour formulas for your salon Create a formula the \"weigh as you mix\" way Save a plan for a future appointment Record actuals later in mixing mode Finalise, revert, and see how the charge badge changes Duplicate a formula from the customer's history Run a colour stock take Time to complete: 15 minutes Prerequisites Logged in as Staff or above Your salon's colour formula mode must be Formulas or Full (see Tutorial 20.2 for the settings tab). In Notes mode the formula UI does not appear; stick with consultation notes (Tutorial 3.7). For Full-mode overage billing: colour services must have Colour grams included set (Tutorial 7.1) and at least one default Colour Charge Rule (Tutorial 20.2). Where the formula dialog appears The same dialog opens from five places, so any colourist can reach it from wherever they are in the system: | Entry point | Opens in | Tied to | |-------------|----------|---------| | Customer profile → Colour Formulas tab | Blank (create) mode | Customer only | | Customer profile → Customer Colour Formulas list | Blank (create) mode | Customer only | | Appointment detail page | Blank or Mixing, depending on state | Customer + appointment | | Appointment sidebar on the calend",{"title":327,"description":632,"path":328,"section":633,"content":634},"Configure your salon's profile, regional settings, and business policies to customise Luminate for your needs.","Salon Settings And Configuration","Section 13: Salon Settings & Configuration Configure your salon's profile, regional settings, and business policies to customise Luminate for your needs. Tutorials in This Section 13.1 Salon Profile and Business Information Keep your salon's identity and contact information up to date. Learn how to update your salon name, business name, contact details, address, and logo. Understand where this information appears throughout Luminate and in customer communications. Time: 10-15 minutes 13.2 Timezone, Currency, and Regional Settings Configure regional settings that affect how Luminate displays dates, times, and monetary values. Learn to set your timezone correctly, choose your currency, configure tax rates, and select a date format that suits your team. Time: 10-15 minutes 13.3 Notification Channel Configuration Control how and when Luminate communicates with your customers. Configure appointment reminders, follow-up messages, birthday notifications, transaction emails, and more. Choose between email and SMS channels and customise timing to reduce no-shows and encourage rebooking. Time: 15-20 minutes 13.4 Leave Settings - Allowances and Carryover Policies Establish fair and consistent leave policies for your staff. Set default annual leave allowances, configure your leave year start date, and choose how unused leave is handled at year-end with no carryover, full carryover, or capped carryover options. Time: 5-10 minutes Recommended Reading Order Tutorial 13.1 - Start with your salon profile and business information Tutorial 13.2 - Configure timezone and regional settings (critical for appointments) Tutorial 13.3 - Set up customer notifications Tutorial 13.4 - Configure staff leave policies Next Steps After completing Section 13, consider exploring: Section 1: Getting Started - If you haven't completed initial setup Section 5: Staff & Permissions - Managing staff profiles and access levels Section 10: Notifications & Communication - Advanced notification templates and m",{"title":333,"description":636,"path":334,"section":633,"content":637},"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","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, logo, and theme. 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 Customising your salon's theme and appearance 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: Click your salon name in the top navigation bar Select Salon Settings from the dropdown menu Option B - From the Salons page (Owners only): Click Manage Salons from the salon dropdown, or navigate directly to the Salons page 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 Basi",{"title":337,"description":639,"path":338,"section":633,"content":640},"Regional settings ensure Luminate displays information correctly for your location. The timezone determines when appointments appear on calendars and when reminders are sent. Currency controls how pri","Tutorial 13.2: Timezone, Currency, and Regional Settings Introduction Regional settings ensure Luminate displays information correctly for your location. The timezone determines when appointments appear on calendars and when reminders are sent. Currency controls how prices display throughout the system. Date format affects how all dates appear to you and your team. Getting these settings right is essential, especially the timezone. An incorrect timezone means appointments might show at the wrong time, and automated reminders could reach customers at unexpected hours. This tutorial guides you through configuring each setting and explains how they affect your daily operations. Who this is for: Salon owners and administrators configuring regional preferences. What you'll learn: How to set your salon's timezone correctly Choosing and changing your currency Configuring tax rates and labels Selecting a date format that suits your team Understanding how these settings affect appointments, reports, and communications Time to complete: 10-15 minutes Prerequisites Before you begin, make sure you have: Owner or Admin role in Luminate Knowledge of your local timezone (if unsure, check your computer's time settings) Your tax registration details (rate and type, e.g., VAT at 20%) Step-by-Step Instructions Step 1: Access Regional Settings Navigate to Salons from the main menu (or click your salon name in the header bar and select Manage Salons) Click Edit next to the salon you want to configure Ensure the Details tab is selected Scroll down to the Localization section Step 2: Set Your Timezone The timezone setting is critical. It affects: How appointment times display on the calendar When automated reminders and notifications are sent Time calculations in reports and analytics To set your timezone: Find the Timezone dropdown in the Localization section Select your local timezone from the list Verify the selection shows the correct offset for your location Available Timezones: | Ti",{"title":341,"description":642,"path":342,"section":633,"content":643},"Luminate sends automated notifications to keep your customers informed about their appointments, transactions, and special occasions. The Notifications page lets you configure exactly when and how the","Tutorial 13.3: Notification Channel Configuration Introduction Luminate sends automated notifications to keep your customers informed about their appointments, transactions, and special occasions. The Notifications page lets you configure exactly when and how these messages are sent — by email, SMS, WhatsApp, or any combination. Effective notification configuration helps reduce no-shows with timely reminders, encourages rebooking with thoughtful follow-ups, and maintains customer relationships through birthday greetings. This tutorial covers how to configure each notification type, choose between email, SMS, and WhatsApp channels, and customise timing to suit your salon's workflow. Who this is for: Salon owners and administrators who want to configure customer communication settings. What you'll learn: Understanding the different notification types Pausing all messaging temporarily Adding and configuring appointment reminders Setting up follow-up messages Configuring birthday notifications Managing instant notifications Setting up skin test reminders and expiry reminders Configuring outstanding balance reminders Enabling and disabling individual notifications Time to complete: 15-20 minutes Prerequisites Before you begin, make sure you have: Owner, Admin, or Manager role in Luminate Understanding of your salon's customer communication preferences SMS credits if you want to use SMS notifications (see the SMS tab in Salon Settings) Step-by-Step Instructions Step 1: Access Notification Settings Click Notifications in the left sidebar menu You'll see the Notifications page with two tabs: Configuration and Templates The Configuration tab is selected by default, showing all notification types The page is organised into sections for each notification category: Pause All Messaging Appointment Reminders Follow-up Messages Birthday Notifications Instant Notifications Skin Test Reminders Skin Test Expiry Reminders Outstanding Balance Reminders Step 2: Pause All Messaging (Opti",{"title":345,"description":645,"path":346,"section":633,"content":646},"Managing staff leave is an important part of running a salon. Luminate's leave settings let you define how much annual leave your staff receive, when the leave year starts, and what happens to unused","Tutorial 13.4: Leave Settings - Allowances and Carryover Policies Introduction Managing staff leave is an important part of running a salon. Luminate's leave settings let you define how much annual leave your staff receive, when the leave year starts, and what happens to unused leave at the end of the year. These salon-wide defaults apply to all staff members, though individual staff can have custom allowances if needed. This tutorial covers configuring your default leave allowance, setting up your leave year, and choosing the right carryover policy for your business. Getting these settings right ensures fair and consistent leave management across your team. Who this is for: Salon owners and administrators managing staff leave policies. What you'll learn: Setting the default annual leave allowance Configuring when your leave year starts Understanding carryover policies (none, full, or capped) How these settings affect staff leave calculations Time to complete: 5-10 minutes Prerequisites Before you begin, make sure you have: Owner or Admin role in Luminate Understanding of your business's leave policy Knowledge of when your leave year typically runs (e.g., calendar year, tax year) Step-by-Step Instructions Step 1: Access Leave Settings Click your salon name in the header bar Select Salon Settings from the dropdown Click the Staff tab Click the Leave sub-tab You'll see three configuration sections: Default Leave Allowance Leave Year Carryover Policy Step 2: Set the Default Leave Allowance The default leave allowance determines how many days of annual leave each staff member receives by default. To configure: Find the Default Leave Allowance card Enter the number of days in the Default Leave Days field This number applies to all staff members unless individually overridden Default value: 28 days (standard UK statutory minimum for full-time employees) How it works: This is the standard allowance applied to all staff Individual staff members can have custom allowances se",{"title":349,"description":648,"path":350,"section":649,"content":650},"Manage your Luminate subscription, understand pricing, and control your payment methods.","Billing And Subscription","Section 14: Billing & Subscription Manage your Luminate subscription, understand pricing, and control your payment methods. Tutorials in This Section 14.1 Understanding Your Luminate Subscription Luminate is a subscription service. Learn how the subscription works, view your current plan, check your trial status, see when your next payment is due, and understand what's included in your plan. We'll also cover how to access the billing page and read your billing history. Time: 5-10 minutes 14.2 Managing Payment Methods and Billing Keep your payment details up to date to avoid service interruptions. This tutorial shows you how to add a payment method, update card details, view billing history, and manage failed payment situations. We'll also explain how to contact support for billing issues. Time: 5-10 minutes 14.3 Subscription Lifecycle - Trial, Grace Period, and Cancellation New to Luminate? You start with a trial period. Learn how trials work, what happens when your trial ends, how to convert to a paid subscription, what the grace period means if you cancel, and how to restore a cancelled subscription. This guide explains the complete subscription lifecycle. Time: 10-15 minutes Recommended Reading Order Tutorial 14.1 - Start here to understand your subscription basics Tutorial 14.2 - Learn how to manage payments Tutorial 14.3 - Understand what happens at each subscription stage Key Concepts | Term | Definition | |------|------------| | Trial | Your free 30-day period to evaluate Luminate | | Trial Extension | A one-time 30-day extension available during trial | | Active | A paid subscription with valid payment method | | Past Due | Status when a payment has failed | | Grace Period | 90 days of read-only access after trial ends or cancellation | | Pending Deletion | Final stage before permanent account deletion | Pricing Overview Luminate uses simple per-salon pricing: | Currency | Price per Salon/Month | |----------|----------------------| | GBP | £69 | | EUR | €75 ",{"title":355,"description":652,"path":356,"section":649,"content":653},"Luminate is a subscription service that charges per salon per month. This guide explains how your subscription works, what's included in your plan, and how to view your current subscription status. Un","Tutorial 14.1: Understanding Your Luminate Subscription Introduction Luminate is a subscription service that charges per salon per month. This guide explains how your subscription works, what's included in your plan, and how to view your current subscription status. Understanding your subscription helps you plan for costs and ensures uninterrupted access to all Luminate features. Whether you're on a free trial or an active paid subscription, the billing page gives you a clear overview of your current plan, pricing, and upcoming charges. Who this is for: Salon owners who want to understand their Luminate subscription and billing. What you'll learn: How to access the billing page Understanding your subscription status and what each status means Reading your subscription details (pricing, salon count, billing dates) Viewing your billing history and events Time to complete: 5-10 minutes Prerequisites Before you begin, make sure you have: A Luminate account with owner access (only owners can view billing) An active subscription (trial or paid) Step-by-Step Instructions Step 1: Access the Billing Page The billing page is only available to salon owners. To access it: Click your name in the top-right corner of the header Select Billing from the dropdown menu You'll be taken to the Billing & Subscription page, which displays all your subscription information. Step 2: Understanding the Status Cards At the top of the billing page, you'll see four status cards that give you a quick overview: | Card | What It Shows | |------|---------------| | Status | Your current subscription status (Trial, Active, Past Due, etc.) and whether you have a payment method on file | | Currency | The currency you're billed in (GBP, EUR, or USD) and the price per salon per month | | Salons | The number of active salon locations on your account | | Trial Ends / Next Billing | If on trial: days remaining. If active: your next billing date | Step 3: Understanding Subscription Statuses Your subscription ",{"title":359,"description":655,"path":360,"section":649,"content":656},"Keeping your payment details up to date ensures uninterrupted access to Luminate. This tutorial shows you how to add a payment method, view your billing history, and understand what to do if a payment","Tutorial 14.2: Managing Payment Methods and Billing Introduction Keeping your payment details up to date ensures uninterrupted access to Luminate. This tutorial shows you how to add a payment method, view your billing history, and understand what to do if a payment fails. A valid payment method is required to continue using Luminate after your trial ends. If payments fail, your account may enter a restricted state, so it's important to keep your card details current. Who this is for: Salon owners who need to manage their payment details and billing. What you'll learn: How to add a payment method to your account How to view and download invoices What to do when a payment fails How to contact support for billing issues Time to complete: 5-10 minutes Prerequisites Before you begin, make sure you have: A Luminate account with owner access A valid payment method (credit or debit card) Step-by-Step Instructions Step 1: Access the Billing Page Click your name in the top-right corner of the header Select Billing from the dropdown menu Step 2: Add a Payment Method If you're on a trial or need to add a payment method: On the billing page, look for the Actions section Click Add Payment Method You'll be redirected to our secure payment provider's checkout page Enter your card details on the secure checkout page: Card number Expiry date CVC/security code Billing address (if required) Complete the checkout to store your payment method Once added, your billing page will show \"Payment method on file\" under the Status card. Step 3: Update an Existing Payment Method If you need to update your card details (e.g., new card, expired card): Go to the billing page Your payment management options depend on your subscription status: Active subscription with payment method: You'll be redirected to the billing portal where you can update your card details No payment method on file: Use the Add Payment Method button to add your first payment method To access the billing portal, you must have p",{"title":363,"description":658,"path":364,"section":649,"content":659},"Understanding the complete subscription lifecycle helps you make informed decisions about your Luminate account. This guide explains what happens at each stage - from your initial trial through to pai","Tutorial 14.3: Subscription Lifecycle - Trial, Grace Period, and Cancellation Introduction Understanding the complete subscription lifecycle helps you make informed decisions about your Luminate account. This guide explains what happens at each stage - from your initial trial through to paid subscription, and what occurs if you decide to cancel. Knowing how trials, grace periods, and cancellations work ensures you never lose access unexpectedly and understand your options at every stage. Who this is for: Salon owners who want to understand the full subscription journey and their options at each stage. What you'll learn: How the free trial works and its limitations (including SMS restrictions) What happens when your trial ends How cancellation and the grace period work How to restore a cancelled subscription Time to complete: 10-15 minutes Prerequisites Before you begin, make sure you have: A Luminate account with owner access Understanding of your current subscription status (see Tutorial 14.1) Step-by-Step Instructions Step 1: Understanding the Trial Period When you sign up for Luminate, you get a 30-day free trial with access to most features. This gives you time to set up your salon and see how Luminate works before committing. During your trial, you can: Create and manage multiple salons Add unlimited staff members Book appointments and process transactions Use all reports and analytics Send email notifications and reminders to customers Send email receipts to customers Trial limitations: While most features are available during your trial, SMS messaging is restricted to prevent misuse: SMS appointment reminders - Not available during trial SMS marketing messages - Not available during trial Two-way SMS conversations - Not available during trial Email notifications - Fully available during trial These SMS restrictions are lifted as soon as you add a payment method and convert to a paid subscription. Note: Beta testers invited by Luminate are exempt from SMS rest",{"title":367,"description":661,"path":368,"section":662,"content":663},"Running into problems? This section helps you resolve common issues quickly and shows you how to get additional help when needed.","Troubleshooting And Support","Section 15: Troubleshooting & Support Running into problems? This section helps you resolve common issues quickly and shows you how to get additional help when needed. Tutorials in This Section 15.1 Common Issues and Quick Fixes Running into problems? This guide covers the most common issues users encounter: invitation emails not arriving (check spam, verify email address), appointments not saving (check required fields, verify staff availability), payments not processing (check payment method, verify amounts), and calendar not updating (refresh page, check filters). Your first stop for self-service troubleshooting. Time: 5-10 minutes (reference guide) 15.2 Understanding Error Messages Error messages tell you what went wrong. Learn how to read error messages in Luminate, what common errors mean (validation errors, permission errors, conflict errors), how to fix the most frequent issues, and when to contact support for help. Understand the different types of notifications and what each colour and icon indicates. Time: 10-15 minutes 15.3 Getting Help and Contacting Support Stuck? We're here to help. This guide shows you where to find help in Luminate (the Help link in the sidebar), how to access documentation, when to email support (hello@luminate.salon), what information to include in support requests, and typical response times. We'll also cover account recovery and billing support. Time: 5-10 minutes 15.4 Using Lumen — Your In-App AI Assistant Need a quick answer without leaving the page you're on? Lumen is Luminate's built-in AI assistant that can look up customers, check appointments, find schedule gaps, review colour test status, and more — all through a simple chat interface. Ask questions in plain English and get instant answers from your salon data. Available as a floating chat widget or a full-page view. Time: 10 minutes Recommended Reading Order For effective troubleshooting, we recommend this sequence: 15.1 Common Issues and Quick Fixes - Try to solve your",{"title":373,"description":665,"path":374,"section":662,"content":666},"Running into problems? Don't worry - most issues in Luminate have simple solutions. This guide covers the most common problems users encounter and shows you how to resolve them quickly, so you can get","Tutorial 15.1: Common Issues and Quick Fixes Introduction Running into problems? Don't worry - most issues in Luminate have simple solutions. This guide covers the most common problems users encounter and shows you how to resolve them quickly, so you can get back to running your salon. Whether you're having trouble with invitation emails, appointments that won't save, payment processing, or calendar display issues, you'll find practical solutions here. We've organised these by the area of the system where you might encounter them. Who this is for: All Luminate users - salon owners, managers, and staff members who need to quickly resolve common issues. What you'll learn: How to fix invitation and login problems Solutions for appointment booking issues Resolving transaction and payment errors Calendar and display troubleshooting Quick fixes for roster and staff issues Time to complete: 5-10 minutes (reference guide) Prerequisites Before troubleshooting, make sure you have: A modern web browser (Chrome, Firefox, Safari, or Edge) A stable internet connection Your Luminate login credentials Step-by-Step Instructions Invitation and Login Issues Problem: \"I sent a staff invitation but they never received it\" Quick fixes: Check the spam/junk folder - Ask the staff member to check their spam folder, as invitation emails sometimes get filtered Verify the email address - Go to Staff → find the staff member → click Edit and confirm the email address is correct (no typos) Resend the invitation - On the staff member's profile, click Resend Invitation to send a fresh email Check if invitation expired - Invitation links expire after 60 minutes for security. If expired, simply click Resend Invitation on the staff member's profile to send a new link Try a different email - If the email consistently fails, try using a different email address (e.g., personal email instead of work) Problem: \"I forgot my password\" Quick fix: Go to the Luminate login page Click Forgot password? below the ",{"title":377,"description":668,"path":378,"section":662,"content":669},"When something goes wrong in Luminate, the system displays error messages to help you understand the problem. Learning to read these messages makes troubleshooting faster and often lets you fix issues","Tutorial 15.2: Understanding Error Messages Introduction When something goes wrong in Luminate, the system displays error messages to help you understand the problem. Learning to read these messages makes troubleshooting faster and often lets you fix issues without needing to contact support. This guide explains the different types of error messages you'll encounter, what they mean, and how to resolve the most common ones. We'll cover validation errors, permission errors, conflict errors, and system messages. Who this is for: All Luminate users who want to understand and resolve error messages independently. What you'll learn: The different types of error messages in Luminate How to read and interpret validation errors What permission and conflict errors mean How to resolve common error scenarios When to contact support for help Time to complete: 10-15 minutes Prerequisites Before you begin, make sure you have: Basic familiarity with Luminate navigation Access to your Luminate account Step-by-Step Instructions Understanding How Errors Appear Luminate displays errors in three main ways: Toast Notifications (Bottom-Right Corner) These temporary messages appear in the bottom-right corner of your screen: | Icon | Colour | Type | Meaning | |------|--------|------|---------| | ✓ | Green | Success | Action completed successfully | | ⚠ | Yellow/Orange | Warning | Action completed but with a caveat | | ✕ | Red | Error | Action failed - needs attention | Success toasts disappear automatically after a few seconds (typically 4-5 seconds). Warning toasts stay longer (8 seconds) to give you time to read them. Error toasts remain on screen indefinitely until you dismiss them by clicking the X, ensuring you don't miss important information. Inline Field Errors When you submit a form with invalid data, error messages appear in red text directly below the problem field: ``` First Name [_______________] The first name field is required. ``` The field label may also turn red to draw yo",{"title":381,"description":671,"path":382,"section":662,"content":672},"Stuck on something? We're here to help. Luminate offers several ways to get assistance, from in-app help links to direct support from our team. This guide shows you where to find help within the syste","Tutorial 15.3: Getting Help and Contacting Support Introduction Stuck on something? We're here to help. Luminate offers several ways to get assistance, from in-app help links to direct support from our team. This guide shows you where to find help within the system, how to contact support effectively, and what to expect when you reach out. Getting the right help quickly means knowing where to look and how to describe your issue. We'll cover all your options so you can get back to running your salon as fast as possible. Who this is for: All Luminate users who need assistance or want to know how to get help when needed. What you'll learn: Where to find help within Luminate How to access the documentation When and how to contact support What information to include in support requests Typical response times and expectations Time to complete: 5-10 minutes Prerequisites Before you begin, make sure you have: Access to your Luminate account (for in-app help) Your salon name (for support requests) Step-by-Step Instructions Step 1: Finding Help Within Luminate Luminate provides help access directly from the sidebar navigation. To access help: Look at the bottom of the left sidebar menu Find the Help link with a question mark icon Click Help to open the documentation website in a new tab The Help link is always visible at the bottom of the sidebar, regardless of which page you're on or which salon you're viewing. To contact us: Look at the bottom of the left sidebar menu Find the Contact link with an envelope icon Click Contact to open our contact page Step 2: Using the Documentation The Luminate documentation (where you're reading this now) is organised into sections covering every aspect of the system. How to find what you need: Browse by section - Tutorials are grouped by topic (Getting Started, Daily Operations, Staff Management, etc.) Follow learning paths - Suggested sequences for different roles (New Owner, New Receptionist, etc.) Use related tutorials - Each tutorial l",{"title":385,"description":674,"path":386,"section":662,"content":675},"Lumen is Luminate's built-in AI assistant that helps you find information and answer questions about your salon without leaving the app. Instead of searching through menus and reports, you can ask Lum","Tutorial 15.4: Using Lumen — Your In-App AI Assistant Introduction Lumen is Luminate's built-in AI assistant that helps you find information and answer questions about your salon without leaving the app. Instead of searching through menus and reports, you can ask Lumen in plain English — \"Who's my next appointment with?\", \"Does Sarah have a valid patch test?\", or \"What time does Jamie finish today?\" — and get an instant answer. Lumen can look up customers, check appointments, review transactions, find schedule gaps, check colour test status, and much more. It works like a knowledgeable colleague who has instant access to your salon data and can point you to the right page. Who this is for: All Luminate users (Owner, Admin, Manager, Staff, Receptionist). The information Lumen can access depends on your role and permissions. What you'll learn: Where to find and open Lumen What kinds of questions you can ask How Lumen looks up information (tool badges) What Lumen can and cannot do How your role affects what Lumen can access Tips for getting the best answers Time to complete: 10 minutes Prerequisites Before you begin, make sure: Lumen has been enabled for your Luminate instance (your salon owner or administrator will have configured this) You are logged in to Luminate Step-by-Step Instructions Step 1: Opening Lumen Lumen is available in two ways: as a floating chat widget and as a full-page view. Using the chat widget: Look for the gradient floating action button (the robot icon on a coloured gradient circle) in the bottom-right corner of any page — this is Lumen's launcher. Click the button to open the Lumen chat window. The chat window appears as a panel over your current page — you don't lose your place. Each assistant message is prefixed with the same robot avatar so you can tell Lumen's replies apart from your own at a glance. Using the full-page view: In the Lumen chat widget, click the expand icon in the top-right corner of the chat header. This opens Lumen as a ",{"title":389,"description":677,"path":390,"section":678,"content":679},"Comprehensive guides tailored to each user role in Luminate. These tutorials help team members understand their specific capabilities, permissions, and daily workflows based on their assigned role.","Role Specific Guides","Section 16: Role-Specific Guides Comprehensive guides tailored to each user role in Luminate. These tutorials help team members understand their specific capabilities, permissions, and daily workflows based on their assigned role. Tutorials in This Section 16.1 Guide for Salon Owners - Everything You Can Do As an owner, you have access to everything. This comprehensive guide summarises all owner-specific features: managing multiple salons, handling billing and subscriptions, creating staff login accounts, accessing all reports, managing salon settings, and overriding permissions. Your command centre reference. Time: 15-20 minutes 16.2 Guide for Salon Administrators Admins run the day-to-day operations. Learn what you can do as an admin: managing staff (but not billing), approving leave, processing refunds, exporting reports, managing salon settings, and everything except subscription management. This guide covers your full capability set. Time: 12-15 minutes 16.3 Guide for Salon Managers Managers handle operations and approvals. This guide explains your permissions: managing appointments and customers, approving staff leave (for Staff and Receptionists only), viewing (but not exporting) reports, managing the roster, processing transactions and refunds, and overseeing daily operations. Perfect for senior stylists promoted to management. Time: 10-12 minutes 16.4 Guide for Reception Staff Receptionists are the front-line team. Learn what you can do: viewing all staff schedules, booking appointments for anyone, managing customer profiles, processing transactions, accessing the waitlist, and handling customer communication. This guide helps you master the front desk. Time: 10-12 minutes 16.5 Guide for Service Providers (Stylists/Therapists) As a staff member, you manage your own work. This guide covers your permissions: viewing your own schedule, managing your appointments and customers, processing your own transactions, requesting leave, and viewing your performance sta",{"title":395,"description":681,"path":396,"section":678,"content":682},"As a salon owner in Luminate, you have complete access to every feature in the system. This is the highest permission level, designed to give business owners full control over their operations, financ","Tutorial 16.1: Guide for Salon Owners - Everything You Can Do Introduction As a salon owner in Luminate, you have complete access to every feature in the system. This is the highest permission level, designed to give business owners full control over their operations, finances, and team management. This comprehensive guide serves as your command centre reference, summarising all the features available exclusively to owners as well as the day-to-day operations you'll be performing. Whether you're checking in on revenue, managing multiple locations, or handling your subscription, this guide will help you quickly locate the features you need. Who this is for: Business owners with the Owner role in Luminate. What you'll learn: Owner-exclusive features and where to find them How to manage multiple salons from one account Billing and subscription management Staff account administration Complete report access and exports Marketing campaigns (email and SMS) Salon settings and configuration (including data exports) Lumen AI support chat Deposit payment links Your day-to-day operational features Time to complete: 15-20 minutes Prerequisites Before you begin: You should have an Owner account (the account you created when registering) You should have at least one salon set up Helpful to have completed the onboarding checklist (Tutorial 1.4) What Makes Owners Different Owners have a fundamentally different relationship with Luminate than staff users: | Aspect | Owner | Staff Users | |--------|-------|-------------| | Permission checks | Bypass all checks automatically | Must have specific permissions | | Salon access | All salons they own | Only the salon they work at | | Billing access | Full billing and subscription control | No billing access | | Multi-salon | Can create and manage multiple salons | Works at one salon only | | Account creation | Can register new accounts | Accounts created by owners | | Lumen AI chat | Full access to all tools and data | Access limited by rol",{"title":399,"description":684,"path":400,"section":678,"content":685},"As a Salon Administrator (Admin) in Luminate, you're responsible for running the day-to-day operations of the salon. You have nearly full access to the system—everything except billing and subscriptio","Tutorial 16.2: Guide for Salon Administrators Introduction As a Salon Administrator (Admin) in Luminate, you're responsible for running the day-to-day operations of the salon. You have nearly full access to the system—everything except billing and subscription management, which remain with the Owner. Think of the Admin role as the \"operations manager\" position. You can manage staff, process refunds, export reports, and configure most salon settings. This guide covers your complete capability set and helps you understand both what you can do and where your responsibilities lie. Who this is for: Team members assigned the Admin role in Luminate. What you'll learn: Your complete permission set and access levels How to manage staff profiles and login accounts Processing refunds and financial operations Report access and export capabilities Data exports for backup and compliance Sending deposit payment links Using Lumen, the AI support assistant Salon settings you can modify What you cannot access (billing) Time to complete: 12-15 minutes Prerequisites Before you begin: You should have received a login invitation email from the salon owner You should have completed your first login and set your password Helpful to have read Tutorial 1.3: Understanding Roles and Permissions What Admins Can Do Admins have comprehensive access to salon operations. Here's the complete overview: | Feature Area | Admin Access | |--------------|-------------| | Dashboard | Full access with all statistics | | Appointments | Create, edit, cancel any appointment | | Waitlist | Full management | | POS/Transactions | Process sales, view all transactions | | Refunds | Process refunds | | Customers | Full customer management | | Staff | Add, edit, and deactivate staff members | | Staff Accounts | Create and remove login access | | Roster | Full schedule management | | Leave | Approve/reject all staff leave requests | | Services | Create, edit, delete services | | Products | Full inventory management | ",{"title":403,"description":687,"path":404,"section":678,"content":688},"As a Manager in Luminate, you handle day-to-day operations and team supervision. You're the bridge between the administrative team (Owners and Admins) and the front-line staff. Your role includes mana","Tutorial 16.3: Guide for Salon Managers Introduction As a Manager in Luminate, you handle day-to-day operations and team supervision. You're the bridge between the administrative team (Owners and Admins) and the front-line staff. Your role includes managing appointments, approving leave for your team, viewing reports, and ensuring smooth daily operations. This guide explains your complete permission set—what you can do, what you can see, and where your role's boundaries lie. Perfect for senior stylists who've been promoted to a supervisory position or floor managers overseeing daily operations. Who this is for: Team members assigned the Manager role in Luminate. What you'll learn: Your complete access level and permissions Managing appointments and the roster Approving leave for staff members Viewing reports (without export) Processing transactions and refunds Sending deposit payment links to customers Using Lumen, the AI support assistant Understanding your role's limitations Time to complete: 10-12 minutes Prerequisites Before you begin: You should have received a login invitation and completed setup Helpful to have read Tutorial 1.3: Understanding Roles and Permissions Familiarise yourself with the basic navigation (Tutorial 1.1) What Managers Can Do Managers have operational access focused on team supervision and daily management: | Feature Area | Manager Access | |--------------|----------------| | Dashboard | Full access with all statistics | | Appointments | Create, edit, cancel any appointment | | Waitlist | Full management | | POS/Transactions | Process sales, view transactions | | Refunds | Yes - Process refunds | | Customers | Full customer management | | Staff | View only - Cannot add or edit staff | | Staff Accounts | No access - Cannot manage logins | | Roster | Full schedule management | | Leave | Approve Staff and Receptionist requests only | | Services | Create, edit, delete services | | Products | Full inventory management | | Reports | View only -",{"title":407,"description":690,"path":408,"section":678,"content":691},"As a Receptionist in Luminate, you're the front-desk authority. You run the diary, the roster, the catalogue, the till, and the inbox. You greet customers, book and reshape the day's appointments, man","Tutorial 16.4: Guide for Reception Staff Introduction As a Receptionist in Luminate, you're the front-desk authority. You run the diary, the roster, the catalogue, the till, and the inbox. You greet customers, book and reshape the day's appointments, manage shifts, take payments and refunds, void gift vouchers, and handle customer communications end-to-end. Your role is broad on day-to-day operations but excludes staff records, reports, salon settings, and billing — those stay with managers and above. This guide covers everything you need to master the front desk: booking, the roster, the catalogue, payments and refunds, customer management, and the inbox. You'll learn what you can access, what's outside your role, and how to work efficiently within Luminate. Who this is for: Team members assigned the Receptionist role in Luminate. What you'll learn: Your complete access level and permissions Viewing all staff schedules for booking Managing appointments and the waitlist Processing transactions at the POS Sending deposit payment links Customer profile management Handling customer communications Using Lumen, the in-app AI assistant Understanding your role's boundaries Time to complete: 10-12 minutes Prerequisites Before you begin: You should have received a login invitation and completed setup Helpful to have read Tutorial 1.3: Understanding Roles and Permissions Familiarise yourself with the basic navigation (Tutorial 1.1) What Receptionists Can Do Receptionists are focused on front-desk operations with broad viewing access: | Feature Area | Receptionist Access | |--------------|---------------------| | Dashboard | Today's operations view (no full analytics or revenue) | | Appointments | Create, edit, cancel any appointment | | Time blocks | Create, edit, delete time blocks for any staff member | | Deposit Links | Send deposit payment links from appointments | | Waitlist | Full management | | POS/Transactions | Process sales, view transactions | | Refunds | Full acce",{"title":411,"description":693,"path":412,"section":678,"content":694},"As a Staff member (service provider) in Luminate, your focus is on delivering excellent service to customers. Whether you're a stylist, therapist, or technician, Luminate helps you manage your schedul","Tutorial 16.5: Guide for Service Providers (Stylists/Therapists) Introduction As a Staff member (service provider) in Luminate, your focus is on delivering excellent service to customers. Whether you're a stylist, therapist, or technician, Luminate helps you manage your schedule, track your appointments, and process transactions for your work. This guide covers everything you need to work effectively—viewing your schedule, managing your customers, processing payments, and requesting time off. You'll understand exactly what you can access and how to make the most of the system for your daily work. Who this is for: Team members assigned the Staff role in Luminate—stylists, therapists, beauticians, barbers, or any service provider. What you'll learn: Viewing and managing your personal schedule Working with your appointments and customers Processing transactions for your services Sending deposit payment links to customers Requesting and tracking your leave Using the Lumen AI assistant for quick answers Understanding your role's focus and limitations Time to complete: 8-10 minutes Prerequisites Before you begin: You should have received a login invitation and completed setup Helpful to have read Tutorial 1.3: Understanding Roles and Permissions Familiarise yourself with the basic navigation (Tutorial 1.1) What Staff Can Do Staff members have a focused set of permissions centred on your own work: | Feature Area | Staff Access | |--------------|--------------| | Dashboard | Personal stats and leave information | | Appointments | Create, edit, manage appointments | | Your Schedule | View your calendar column | | Other Schedules | View all staff appointments on calendar | | POS/Transactions | Process sales for services | | Refunds | No access | | Customers | View and manage customer profiles | | Roster | View all shifts, edit your own only | | Leave | Request your own leave | | Services | View only | | Products | View only | | Reports | No access | | Salon Settings | No acce",{"title":415,"description":696,"path":416,"section":697,"content":698},"Build consistent routines that keep your salon running smoothly. This section provides practical checklists and procedures for daily, weekly, monthly, and seasonal operations.","Best Practices And Workflows","Section 17: Best Practices & Workflows Build consistent routines that keep your salon running smoothly. This section provides practical checklists and procedures for daily, weekly, monthly, and seasonal operations. Tutorials in This Section 17.1 Daily Opening Procedures Start each day right. This guide provides a recommended opening checklist: opening the cash drawer, reviewing today's appointments, checking for waitlist opportunities, reviewing leave requests, checking messages, and preparing for the day ahead. Build consistent routines. Time: 10-15 minutes 17.2 Daily Closing Procedures Close your day properly. Learn the end-of-day checklist: closing the cash drawer and reconciling, marking no-shows, processing unbilled appointments, reviewing tomorrow's schedule, checking outstanding balances, and backing up data. Ensure nothing falls through the cracks. Time: 15-20 minutes 17.3 Weekly Management Tasks Stay on top of your salon with weekly reviews. This guide covers weekly management routines: reviewing the roster for next week, processing leave requests, checking staff performance, following up on outstanding balances, reviewing gift voucher sales, and planning for the week ahead. Time: 30-45 minutes 17.4 Monthly Reporting and Review Monthly reviews help you understand trends. Learn the monthly checklist: running all reports, comparing to previous month, reviewing staff commission, checking customer retention, analysing revenue trends, processing payroll, and setting goals for the next month. Time: 1-2 hours 17.5 Seasonal Planning and Special Events Christmas, weddings, proms - busy seasons need planning. This guide covers preparing for peak periods: blocking availability for holiday closures, managing increased booking volume, setting up special event packages, adjusting staff schedules, and planning marketing campaigns. Time: Variable (6-8 weeks before peak periods) Recommended Reading Order For best results, read these tutorials in order: 17.1 Daily Opening Pr",{"title":421,"description":700,"path":422,"section":697,"content":701},"A consistent opening routine sets the tone for a successful day at your salon. This guide provides a recommended opening checklist that helps you prepare for the day ahead, ensuring nothing is missed","Tutorial 17.1: Daily Opening Procedures Introduction A consistent opening routine sets the tone for a successful day at your salon. This guide provides a recommended opening checklist that helps you prepare for the day ahead, ensuring nothing is missed before your first client arrives. Following a structured opening procedure helps you identify potential issues early, confirms your team is ready, and ensures all systems are prepared for the day's transactions. Whether you're an owner, manager, or senior staff member responsible for opening, this checklist will help you build reliable routines. Who this is for: Owners, Admins, Managers, and staff members responsible for opening the salon. What you'll learn: How to open and prepare the cash drawer Reviewing today's appointment schedule Checking for waitlist opportunities Managing pending leave requests Checking messages and notifications Preparing for the day ahead Time to complete: 10-15 minutes Prerequisites Before you begin, make sure you have: Access to your Luminate account with appropriate permissions Cash float ready for the day (if handling cash payments) Access to the salon premises Step-by-Step Instructions Step 1: Log In and Check the Dashboard Start your day by logging into Luminate and reviewing your dashboard for an instant overview of the day ahead. Open your web browser and navigate to your Luminate URL Enter your email and password, then click Log in You'll land on the Dashboard - your command centre Quick Stats to Review: Today's Appointments - See how many bookings are scheduled Low Stock - Note any products running low on inventory Birthdays - See upcoming customer birthdays for personalised service Waitlist - Check for high-priority customers waiting for slots SMS Credits - Ensure you have credits for appointment reminders If the dashboard shows alerts (such as skin tests required, low stock warnings, or high-priority waitlist entries), make a note to address these during quieter periods. Step 2: ",{"title":425,"description":703,"path":426,"section":697,"content":704},"A thorough closing routine is just as important as opening properly. End-of-day procedures ensure your cash balances, appointments are properly recorded, and you're prepared for the next business day.","Tutorial 17.2: Daily Closing Procedures Introduction A thorough closing routine is just as important as opening properly. End-of-day procedures ensure your cash balances, appointments are properly recorded, and you're prepared for the next business day. This guide provides a comprehensive closing checklist to help you wrap up each day efficiently. Consistent closing procedures protect your business by catching discrepancies early, ensuring all transactions are properly recorded, and preparing the salon for a smooth start the next morning. Who this is for: Owners, Admins, Managers, and staff members responsible for closing the salon. What you'll learn: How to close and reconcile the cash drawer Marking no-shows and cancellations Processing any unbilled appointments Reviewing tomorrow's schedule Checking outstanding customer balances End-of-day reporting Time to complete: 15-20 minutes Prerequisites Before you begin, make sure you have: Access to your Luminate account with appropriate permissions All customers have left the premises All services for the day have been completed Step-by-Step Instructions Step 1: Process Any Remaining Transactions Before closing, ensure all completed services have been billed. Click Appointments in the sidebar menu Set the view to Today Look for appointments with a Completed status that show Unbilled billing status For each unbilled appointment: Click on the appointment to open it Click Create Transaction to open the POS Process the payment and complete the transaction Identifying unbilled appointments: Appointments display their billing status Look for \"Unbilled\" indicators on completed appointments The customer's profile also shows unbilled appointments in their history Step 2: Mark No-Shows and Late Cancellations Update any appointments where customers didn't arrive or cancelled at the last minute. Still in Appointments > Today view Look for appointments that are still showing as Scheduled but the time has passed For each no-show: Cli",{"title":429,"description":706,"path":430,"section":697,"content":707},"While daily routines keep your salon running smoothly, weekly reviews ensure you stay on top of staffing, performance, and forward planning. This guide covers the essential weekly management tasks tha","Tutorial 17.3: Weekly Management Tasks Introduction While daily routines keep your salon running smoothly, weekly reviews ensure you stay on top of staffing, performance, and forward planning. This guide covers the essential weekly management tasks that help you maintain control of your salon operations. Setting aside dedicated time each week for these tasks prevents problems from accumulating and gives you the visibility needed to make informed decisions about your business. Who this is for: Owners, Admins, and Managers responsible for salon operations. What you'll learn: Reviewing and planning next week's roster Processing pending leave requests Analysing staff performance Following up on outstanding balances Reviewing gift voucher activity Planning for the week ahead Time to complete: 30-45 minutes (recommended: schedule this weekly) Prerequisites Before you begin, make sure you have: Access to Luminate with Manager, Admin, or Owner permissions Dedicated uninterrupted time (ideally at the end of the week or start of the new week) Previous week's notes or issues to follow up on Step-by-Step Instructions Step 1: Review and Plan Next Week's Roster Ensuring adequate staffing is one of the most important weekly tasks. Click Roster in the sidebar menu Navigate to next week using the arrow buttons Review the current state of next week's roster: Are all expected staff members rostered? Do shift times align with anticipated appointment demand? Are there any gaps that need filling? Duplicating from the current week: If your roster follows a consistent pattern: Navigate to the current week (the week with the pattern you want to copy) Click Duplicate In the dialog that appears: Select which staff members to include (or use Select all) Choose your duplication mode: Repeat for weeks or Repeat until date Set the repeat interval (every week, every 2 weeks, etc.) Enter the number of weeks or target end date Optionally tick Overwrite conflicting shifts if you want to replace exist",{"title":433,"description":709,"path":434,"section":697,"content":710},"Monthly reviews provide the bigger picture that daily and weekly tasks can't show. Trends become visible, seasonal patterns emerge, and you can make informed decisions about your salon's direction. Th","Tutorial 17.4: Monthly Reporting and Review Introduction Monthly reviews provide the bigger picture that daily and weekly tasks can't show. Trends become visible, seasonal patterns emerge, and you can make informed decisions about your salon's direction. This guide covers the essential monthly checklist for comprehensive business analysis. Taking time each month to analyse your salon's performance helps you understand what's working, identify areas for improvement, and set meaningful goals for the coming weeks. Who this is for: Owners and Admins responsible for business performance and strategy. What you'll learn: Running and analysing all key reports Comparing performance to previous months Reviewing staff commission and payroll Analysing customer retention trends Tracking revenue patterns Processing monthly payroll Setting goals for the next month Time to complete: 1-2 hours (recommended: schedule at the start of each month) Prerequisites Before you begin, make sure you have: Access to Luminate with Owner or Admin permissions The previous month's data fully entered (all transactions completed, cash drawers closed) Time blocked for uninterrupted analysis Access to any external financial records for comparison Step-by-Step Instructions Step 1: Run the Daily Revenue Report for the Month Start with an overview of your revenue performance. Click Reports in the sidebar menu Select Daily Revenue Set the date range to cover the entire previous month: Start Date: First day of the month End Date: Last day of the month Click Apply to generate the report Review the summary metrics: | Metric | What It Tells You | |--------|-------------------| | Total Revenue | Overall income for the month | | Transactions | How many sales were processed | | Average Transaction | Average sale value | | Total Tips | Additional income from tips | Analyse the revenue trend chart: Look for patterns (busy days vs quiet days) Identify any unusually low or high days Note weekend vs weekday performanc",{"title":437,"description":712,"path":438,"section":697,"content":713},"Every salon experiences peak periods - Christmas, prom season, wedding season, and local events that drive demand. Proper planning for these busy times ensures you can serve more customers while maint","Tutorial 17.5: Seasonal Planning and Special Events Introduction Every salon experiences peak periods - Christmas, prom season, wedding season, and local events that drive demand. Proper planning for these busy times ensures you can serve more customers while maintaining quality and avoiding burnout. This guide covers how to prepare for peak periods and special events using Luminate. Planning ahead for busy seasons helps you maximise revenue, manage staff effectively, set appropriate customer expectations, and maintain the service quality your clients expect. Who this is for: Owners and Managers responsible for business planning and operations. What you'll learn: Identifying and preparing for peak periods Managing increased booking volume Adjusting staff schedules for busy times Handling holiday closures and bank holidays Planning marketing campaigns around events Setting up special event packages Time to complete: Variable (planning should start 6-8 weeks before peak periods) Prerequisites Before you begin, make sure you have: Access to Luminate with Manager, Admin, or Owner permissions Historical data from previous peak periods (if available) Understanding of your local market and key dates Team input on availability during peak periods Step-by-Step Instructions Step 1: Identify Your Peak Periods Start by mapping out the key busy times for your salon. Common peak periods for UK salons: | Period | Typical Dates | Key Events | |--------|---------------|------------| | Christmas | Mid-November to 24 December | Parties, family gatherings | | New Year | 27 December to 31 December | NYE celebrations | | Valentine's Day | First two weeks of February | Romantic occasions | | Easter | 2-3 weeks before Easter weekend | Spring refresh | | Wedding Season | April to September | Bridal parties | | Prom Season | June and July | School leavers | | Back to School | Late August to early September | Fresh starts | | Halloween | Last two weeks of October | Costume events | Local fact",{"title":441,"description":715,"path":442,"section":716,"content":717},"Enable customers to book appointments directly through your website, 24/7. Online booking streamlines your scheduling process and provides customers with a convenient, self-service booking experience.","Online Booking","Section 18: Online Booking Enable customers to book appointments directly through your website, 24/7. Online booking streamlines your scheduling process and provides customers with a convenient, self-service booking experience. Tutorials in This Section 18.1 Setting Up Online Booking for Your Salon Learn how to enable online booking, create your unique booking URL, and get your public booking page live. This tutorial covers the initial setup process from accessing settings to sharing your booking link with customers. Time: 10-15 minutes 18.2 Managing Your Online Booking Settings Fine-tune your online booking system with settings for which services appear on your booking page, minimum lead time, maximum advance booking, buffer time between appointments, and customer self-service options. Learn how to add booking terms and conditions that customers must accept. Time: 10-15 minutes 18.3 The Customer Booking Experience Walk through the complete customer journey from start to finish. Understand what customers see at each step of the 5-step booking process: verifying their identity, selecting a service (or rebooking a previous appointment), choosing a stylist, picking a date and time, and confirming their booking. Covers the conditional skin test screening flow for first-time colour clients and the deposit payment redirect. Time: 10-15 minutes (to read) 18.4 Customer Self-Service - Viewing, Rescheduling, and Cancelling Explore how customers can manage their own bookings after confirmation. Learn about the booking management page, how rescheduling works, the cancellation process, and how these changes appear in your salon's system. Time: 10 minutes (to read) 18.5 Collecting Online Booking Deposits with Stripe Set up automatic deposit collection for online bookings using Stripe Connect. Learn how to connect your Stripe account, configure service deposit requirements, understand the customer payment experience, manage payouts and platform fees, refund deposits, and monitor y",{"title":447,"description":719,"path":448,"section":716,"content":720},"Online booking allows your customers to book appointments directly through a public booking page, available 24/7. Instead of calling during business hours or waiting for a response to an enquiry, cust","Tutorial 18.1: Setting Up Online Booking for Your Salon Introduction Online booking allows your customers to book appointments directly through a public booking page, available 24/7. Instead of calling during business hours or waiting for a response to an enquiry, customers can browse your services, choose their preferred stylist, select an available time slot, and confirm their booking instantly. This tutorial walks you through enabling online booking for your salon, creating your unique booking URL, and understanding the key settings that control how the booking system works. Who this is for: Salon owners and administrators who want to offer online booking to their customers. What you'll learn: How to enable online booking for your salon Creating and customising your booking URL Understanding the booking page settings How to share your booking link with customers How to find deposit collection settings for online bookings Time to complete: 10-15 minutes Prerequisites Before you begin, make sure you have: Owner or Admin access to your salon At least one active service configured (see Tutorial 7.1: Creating and Managing Your Service Menu) At least one active staff member with a roster (see Tutorial 4.1: Adding New Staff Members) Step-by-Step Instructions Step 1: Access Online Booking Settings Click your salon name in the header bar Select Salon Settings from the dropdown menu Click the Online Booking tab at the top of the settings page You'll see the online booking configuration panel with several sections. Step 2: Enable Online Booking Find the Online Booking section at the top Toggle the Enable Online Booking switch to the on position When enabled, the switch will show as active (highlighted) What this does: Makes your public booking page accessible to customers Allows customers to browse services and book appointments The booking URL becomes active and functional Step 3: Set Up Your Booking URL Every salon needs a unique URL slug for their booking page. This crea",{"title":451,"description":722,"path":452,"section":716,"content":723},"Once you've enabled online booking (see Tutorial 18.1), you can fine-tune how the booking system works. Luminate provides several settings that control when customers can book, how far in advance they","Tutorial 18.2: Managing Your Online Booking Settings Introduction Once you've enabled online booking (see Tutorial 18.1), you can fine-tune how the booking system works. Luminate provides several settings that control when customers can book, how far in advance they can schedule appointments, and whether they can manage their own bookings. This tutorial covers all the configurable options for your online booking system, helping you create a booking experience that works for both your salon and your customers. Who this is for: Salon owners and administrators who want to customise their online booking settings. What you'll learn: Choosing which services are available for online booking Setting minimum lead time and maximum advance booking Configuring buffer time between appointments Enabling customer self-service (rescheduling and cancellation) Configuring SMS verification for bookings Adding booking terms and conditions Time to complete: 10-15 minutes Prerequisites Before you begin, make sure you have: Owner or Admin access to your salon Online booking enabled (see Tutorial 18.1) Step-by-Step Instructions Step 1: Access Online Booking Settings Click your salon name in the header bar Select Salon Settings from the dropdown menu Click the Online Booking tab Step 2: Choose Bookable Services The Bookable Services section lets you control which services appear on your public booking page. Understanding the Service Grid Find the Bookable Services card You'll see a grid of all your active services with checkboxes A counter shows how many services are currently selected (e.g., \"6 of 8 selected\") Toggling Services Click a service tile to toggle it on or off Checked (with tick icon): Service appears on the booking page Unchecked (no tick): Service is hidden from online booking When to Use This Launch gradually: Start with your most popular services and add more over time Seasonal services: Disable seasonal services when not offered Staff-only services: Keep consultation-only o",{"title":455,"description":725,"path":456,"section":716,"content":726},"Understanding what your customers see when they book online helps you provide better service and answer their questions. The Luminate online booking portal guides customers through a 5-step process: v","Tutorial 18.3: The Customer Booking Experience Introduction Understanding what your customers see when they book online helps you provide better service and answer their questions. The Luminate online booking portal guides customers through a 5-step process: verifying their identity, choosing a service (or rebooking a previous appointment), selecting a stylist, picking a date and time, and confirming their booking. Customers booking colour services for the first time are also asked to complete a skin test screening questionnaire as an additional step. If your salon requires deposits and has Stripe Connect active, customers also complete a deposit payment step after confirmation. This tutorial walks through the complete customer journey, explaining each step from the customer's perspective. This knowledge helps you guide customers who have questions and ensures your booking settings create the best possible experience. Who this is for: Salon owners, administrators, and staff who want to understand the online booking process from the customer's point of view. What you'll learn: Each step of the online booking process What customers see at each stage How identity verification works for both new and existing clients How returning customers can rebook previous appointments quickly How the skin test screening flow works for first-time colour clients What happens after a booking is confirmed How the deposit payment step works (when applicable) Time to complete: 10-15 minutes to read through Prerequisites Before reviewing this tutorial: Online booking should be enabled for your salon (Tutorial 18.1) Services and staff should be configured Consider opening your booking page in a separate tab to follow along The Booking Journey Overview When customers visit your booking page, they see your salon's business name, logo (if uploaded), and a Book Appointment heading. The booking process has five core steps, shown in a progress bar at the top: Identity - Verify identity via email ",{"title":459,"description":728,"path":460,"section":716,"content":729},"When self-service options are enabled (see Tutorial 18.2), customers can manage their own bookings without calling or emailing your salon. After completing a booking, customers receive a unique link t","Tutorial 18.4: Customer Self-Service - Viewing, Rescheduling, and Cancelling Introduction When self-service options are enabled (see Tutorial 18.2), customers can manage their own bookings without calling or emailing your salon. After completing a booking, customers receive a unique link that lets them view their appointment details, reschedule to a different time, or cancel if needed. This tutorial explains how the customer self-service portal works, what customers can do, and how these actions appear in your salon's system. Who this is for: Salon owners, administrators, and staff who want to understand how customers manage their own bookings. What you'll learn: How customers access their booking management page The process for viewing booking details How customers reschedule appointments How customers cancel appointments What you see when customers make changes Time to complete: 10 minutes to read through Prerequisites Before this feature is available to customers: Online booking must be enabled (Tutorial 18.1) Self-service options must be configured in your settings (Tutorial 18.2): Allow Rescheduling - Enable if you want customers to reschedule online Allow Cancellation - Enable if you want customers to cancel online How Customers Access Their Booking Customers can access their booking management page in several ways: From the Booking Confirmation Page Immediately after completing a booking, customers see a Manage Booking button on the confirmation page. Clicking this opens their booking management page. From Confirmation Emails Both emails Luminate sends in the online booking flow include the customer's booking reference and a View or Manage Booking button: Booking Scheduled - sent as soon as the customer completes the booking. Booking Confirmed - sent when a staff member confirms the appointment (changing its status from scheduled to confirmed) and the equivalent SMS, if enabled, carries the reference + management link too. The link is unique to each booking a",{"title":463,"description":731,"path":464,"section":716,"content":732},"If you require deposits for certain services, Luminate can automatically collect them when customers book online. This uses Stripe Connect to securely process card payments during the booking flow. Cu","Tutorial 18.5: Collecting Online Booking Deposits with Stripe Introduction If you require deposits for certain services, Luminate can automatically collect them when customers book online. This uses Stripe Connect to securely process card payments during the booking flow. Customers are redirected to a Stripe-hosted checkout page after confirming their booking, and the deposit lands directly in your connected Stripe account. This tutorial covers everything you need to set up, manage, and understand online deposit collection for your salon. Who this is for: Salon owners and administrators who want to collect deposits automatically when customers book online. What you'll learn: How online deposit collection works Connecting your Stripe account Ensuring services have deposit requirements configured Testing the deposit flow Understanding the customer payment experience How deposits reach your account Viewing your Stripe Express dashboard Refunding an online deposit Disconnecting Stripe Connect Time to complete: 20-30 minutes Prerequisites Before you begin: Owner or Admin access to your salon Online booking enabled (Tutorial 18.1) At least one service configured with a deposit requirement (Tutorial 7.1, Step 6) A bank account you can connect to Stripe Step-by-Step Instructions Step 1: Understanding How Online Deposit Collection Works Online deposit collection requires two things to be in place: Stripe Connect connected - Your salon must have a connected Stripe Express account Service deposit settings configured - At least one bookable service must require a deposit When both conditions are met, customers who book a service requiring a deposit are redirected to a Stripe Checkout page after confirming their booking. They have 30 minutes to complete payment. If payment is not completed within that window, the booking is automatically cancelled. Key details: A 2.5% platform fee is deducted from each deposit payment Deposits are collected per service - if a customer books mult",{"title":467,"description":734,"path":468,"section":735,"content":736},"Reach your customers with targeted email and SMS marketing campaigns directly from Luminate. Create professional messages, segment your audience with powerful filters, schedule delivery for the perfec","Marketing Campaigns","Section 19: Marketing Campaigns Reach your customers with targeted email and SMS marketing campaigns directly from Luminate. Create professional messages, segment your audience with powerful filters, schedule delivery for the perfect time, and track results — all without leaving your salon management system. Tutorials in This Section Tutorial 19.1: Introduction to Marketing Campaigns Get started with Luminate's Campaigns feature. Learn how to access the campaigns page, understand the campaign lifecycle from draft to sent, and walk through creating and sending your first email campaign step by step. Time: 15-20 minutes Tutorial 19.2: Targeting the Right Customers with Segment Filters Not every message should go to every customer. Learn how to use segment filters to target specific groups — loyal regulars, lapsed customers, VIPs, birthday celebrants, or high-spenders — and build the perfect audience for your campaign. Time: 15-20 minutes Tutorial 19.3: Sending, Scheduling, and Testing Campaigns Before you send a campaign to hundreds of customers, you'll want to test it first. Learn how to send test messages, schedule campaigns for later, send immediately, cancel scheduled campaigns, and duplicate past campaigns for reuse. Time: 10-15 minutes Tutorial 19.4: SMS Campaigns and Credit Management SMS campaigns are a direct way to reach customers on their phones, but they use your SMS credit balance. Understand message segments, character limits, cost estimation, the automatic opt-out footer, and how to check your balance before sending. Time: 10-15 minutes Tutorial 19.5: Campaign Delivery Reports and Tracking After sending a campaign, find out exactly what happened. Learn how to read campaign statistics, understand send statuses (sent, suppressed, failed, queued), filter delivery reports, and troubleshoot common issues. Time: 10-15 minutes Recommended Reading Order Tutorial 19.1 first — understand the Campaigns feature, the campaign lifecycle, and create your first campaig",{"title":473,"description":738,"path":474,"section":735,"content":739},"Luminate's Campaigns feature lets you send targeted email and SMS marketing messages directly to your customers without leaving your salon management system. Whether you're promoting a seasonal offer,","Tutorial 19.1: Introduction to Marketing Campaigns Introduction Luminate's Campaigns feature lets you send targeted email and SMS marketing messages directly to your customers without leaving your salon management system. Whether you're promoting a seasonal offer, announcing a new service, or simply staying in touch with your regulars, campaigns make it easy to reach the right people with the right message. This tutorial introduces the Campaigns page, explains how the campaign lifecycle works, and walks you through creating and sending your first email campaign from start to finish. Who this is for: Salon owners and admins with the Manage Notifications permission. What you'll learn: How to access the Campaigns page What the different campaign statuses mean How to search, filter, and sort your campaigns How to create a new email campaign step by step How the four-step campaign builder works (Details, Audience, Message, Review) Time to complete: 15-20 minutes Prerequisites Before you begin, make sure you have: A Luminate account with the Manage Notifications permission (owners and admins have this by default — see Tutorial 16.1 for role details) At least one active customer with an email address in your salon (see Tutorial 3.1 for adding customers) Familiarity with your salon's notification settings (see Tutorial 10.1 for an overview) Step-by-Step Instructions Step 1: Access the Campaigns Page Log in to Luminate and select your salon Click Campaigns in the sidebar navigation (look for the megaphone icon) You'll see the Campaigns index page with the heading \"Campaigns\" and the subtitle \"Send targeted email and SMS campaigns to your customers\" If this is your first time here, you'll see an empty state message: \"No campaigns yet\" with a description reading \"Create your first campaign to reach customers via email or SMS.\" Step 2: Understand the Campaigns Index Page The campaigns index page is your central hub for managing all campaigns. Here's what you'll find: New Campai",{"title":477,"description":741,"path":478,"section":735,"content":742},"Not every message should go to every customer. A \"We miss you!\" offer makes no sense for someone who visited last week, and a VIP reward shouldn't go to a first-time walk-in. Segment filters let you n","Tutorial 19.2: Targeting the Right Customers with Segment Filters Introduction Not every message should go to every customer. A \"We miss you!\" offer makes no sense for someone who visited last week, and a VIP reward shouldn't go to a first-time walk-in. Segment filters let you narrow down exactly who receives your campaign based on their appointment history, spending, preferences, and more. This tutorial explains every available filter, how filters combine, and how to build targeted audiences for common salon scenarios. Who this is for: Salon owners, admins, and managers creating marketing campaigns. What you'll learn: How segment filters work and how they combine (AND logic) Every available filter type and what it does How the live recipient count estimate works Channel requirements for email and SMS campaigns Practical filter combinations for common marketing scenarios Time to complete: 15-20 minutes Prerequisites Before you begin, make sure you have: Familiarity with creating campaigns (see Tutorial 19.1) Customers in your system with varying appointment history, spending, and consent settings (see Tutorial 3.1 for adding customers) An understanding of marketing consent (see Tutorial 3.3 for customer preferences) Step-by-Step Instructions Step 1: Access the Audience Step Create a new campaign or edit an existing draft (see Tutorial 19.1) Navigate to step 2, Audience, using the step navigation at the top You'll see the Target Audience card with the description: \"Add filters to narrow down who receives this campaign. Leave empty to send to all eligible contacts.\" Step 2: Understand How Filters Combine All segment filters use AND logic — a customer must match every filter you add to be included. For example, if you add \"Last appointment within 30 days\" AND \"Is VIP customer\", only customers who are both VIP and visited within the last 30 days will receive the campaign. The more filters you add, the narrower your audience becomes. Step 3: Understand the Default Consen",{"title":481,"description":744,"path":482,"section":735,"content":745},"Before you send a campaign to hundreds of customers, you'll want to make sure it looks right. Luminate lets you send a test message to yourself, schedule a campaign for the perfect time, or send immed","Tutorial 19.3: Sending, Scheduling, and Testing Campaigns Introduction Before you send a campaign to hundreds of customers, you'll want to make sure it looks right. Luminate lets you send a test message to yourself, schedule a campaign for the perfect time, or send immediately when you're ready. This tutorial covers the full sending workflow — from testing your message to tracking what happens after you press Send. Who this is for: Salon owners, admins, and managers sending marketing campaigns. What you'll learn: How to send a test message to preview your campaign How to send a campaign immediately How to schedule a campaign for a future date and time How to cancel a scheduled campaign How to duplicate a sent campaign for reuse What happens behind the scenes when a campaign is dispatched Time to complete: 10-15 minutes Prerequisites Before you begin, make sure you have: A campaign saved as a draft with a message body (see Tutorial 19.1 for creating campaigns) An audience defined with at least one matching recipient (see Tutorial 19.2 for segment filters) For testing: your own email address (for email campaigns) or phone number (for SMS campaigns) Step-by-Step Instructions Step 1: Navigate to Your Campaign Go to the Campaigns page from the sidebar Click on the campaign you want to send You'll see the campaign detail page showing its name, status, channel, message preview, audience filters, and available actions Step 2: Send a Test Message Before sending to your full audience, test the message with yourself: On the campaign detail page, click the Send Test button (available for Draft and Scheduled campaigns) A dialog appears with the title \"Send Test\" and the description \"Send a test email to preview the campaign\" (or \"Send a test SMS to preview the campaign\" for SMS campaigns) Enter your email address (labelled \"Email address\") or phone number (labelled \"Phone number\") in the input field Note the message at the bottom: \"The message will be prefixed with [TEST] and us",{"title":485,"description":747,"path":486,"section":735,"content":748},"SMS campaigns are a powerful way to reach customers directly on their phones — text messages have far higher open rates than email. However, SMS campaigns use your salon's SMS credit balance and work","Tutorial 19.4: SMS Campaigns and Credit Management Introduction SMS campaigns are a powerful way to reach customers directly on their phones — text messages have far higher open rates than email. However, SMS campaigns use your salon's SMS credit balance and work differently from email in several important ways. Before sending your first SMS campaign, you need to understand message segments, character limits, cost estimation, and the automatic opt-out footer. This tutorial covers everything specific to SMS campaigns so you can send with confidence and avoid unexpected costs. Who this is for: Salon owners, admins, and managers planning to send SMS marketing campaigns. What you'll learn: How SMS credits work with campaigns What message segments are and how longer messages use more credits How the automatic \"Send STOP to opt out\" footer works How to estimate campaign costs before sending What happens if your credit balance is insufficient Key differences between email and SMS campaigns Time to complete: 10-15 minutes Prerequisites Before you begin, make sure you have: Familiarity with creating campaigns (see Tutorial 19.1) An SMS credit balance on your account (see Tutorial 10.5 for purchasing and managing SMS credits) At least one customer with a phone number and SMS marketing consent Step-by-Step Instructions Step 1: Understand How SMS Credits Work with Campaigns Every SMS message your salon sends uses credits from your SMS balance — whether it's an appointment reminder or a marketing campaign. Each message segment costs one credit. A short message (up to 160 characters) uses one segment (one credit). Longer messages are split into multiple segments, each costing one credit. For campaigns, the total cost depends on two things: How many recipients you're sending to How many segments each message requires For example, a 1-segment message sent to 50 customers costs 50 credits. A 2-segment message sent to 50 customers costs 100 credits. See Tutorial 10.5 for full details",{"title":489,"description":750,"path":490,"section":735,"content":751},"After sending a campaign, you need to know how it performed. Did every message get delivered? Were some messages held back because customers were missing contact details? Did any fail because customer","Tutorial 19.5: Campaign Delivery Reports and Tracking Introduction After sending a campaign, you need to know how it performed. Did every message get delivered? Were some messages held back because customers were missing contact details? Did any fail because customers opted out or due to technical issues? Luminate's delivery report gives you a complete breakdown of what happened with every single message — so you can measure success, identify issues, and improve future campaigns. Who this is for: Salon owners, admins, and managers who have sent marketing campaigns. What you'll learn: How to read campaign statistics (total, sent, failed, suppressed) How to access and navigate the delivery report What each send status means and why it occurs How to filter and sort the delivery report How to troubleshoot common delivery issues How to reuse successful campaigns Time to complete: 10-15 minutes Prerequisites Before you begin, make sure you have: At least one campaign that has been sent or is currently sending (see Tutorial 19.3 for sending campaigns) Familiarity with the campaign detail page (see Tutorial 19.1) Step-by-Step Instructions Step 1: View Campaign Statistics After a campaign has been sent (or while it's still sending), its statistics are visible in two places: On the Campaigns index page: The Results column shows a summary: \"X sent\" (in green), and if applicable, \"X failed\" (in red) and \"X queued\" (in muted text) On the campaign detail page: Go to the Campaigns page and click on a sent campaign At the top, you'll see four statistics cards: Total — the total number of recipients the campaign was sent to Sent — the number of messages successfully delivered, with a delivery rate percentage below (e.g., \"95% delivery rate\") Failed — the number of messages that could not be delivered (including customer opt-outs and technical delivery errors) Suppressed — the number of messages that were not sent because the customer was missing contact information or a system setti",{"title":33,"description":753,"path":34,"section":754,"content":755},"Master the day-to-day operations of your salon - from managing the calendar to processing payments.","Daily Operations","Section 2: Daily Operations Master the day-to-day operations of your salon - from managing the calendar to processing payments. Tutorials in This Section 2.1 Managing Your Appointment Calendar The appointment calendar is the central hub of your salon. Learn how to view appointments in Day, Week, and List views, understand staff columns and rostered indicators, and use the Waitlist and Clipboard panels. This tutorial covers reading the calendar - we'll book appointments in the next guide. Time: 10 minutes 2.2 Booking and Managing Appointments Learn how to book appointments for customers, assign staff and services, handle multi-service bookings, and manage appointment status. We'll cover editing appointments, rescheduling with drag-and-drop, cancelling bookings, and tracking appointments from scheduled to completed. Time: 15 minutes 2.3 Working with the Waitlist When you're fully booked, the waitlist keeps track of customers wanting appointments. This guide shows you how to navigate the dedicated Waitlist page, add customers to the waitlist, set priorities, filter and search entries, record preferences for specific staff or services, and convert waitlist entries into confirmed appointments when slots become available. Time: 10 minutes 2.4 Processing Transactions The Point of Sale lets you take payments quickly and easily. This tutorial walks through creating transactions from appointments, adding services and products, applying discounts and tips, processing payments (cash, card, gift voucher), and handling split payments. After payment, you're prompted to rebook the customer's next appointment directly from the transaction page. Time: 15 minutes 2.5 Using the Cash Drawer If you handle cash payments, proper cash drawer management is essential. Learn how to open and close cash drawer sessions, record top-ups, payouts and safe drops, view session history, and reconcile variances at the end of the day. Time: 10 minutes Recommended Reading Order For new users, complete th",{"title":39,"description":757,"path":40,"section":754,"content":758},"The appointment calendar is the central hub of your daily salon operations. It provides a visual overview of all scheduled appointments, allowing you to see at a glance who is booked, when, and with w","Tutorial 2.1: Managing Your Appointment Calendar Introduction The appointment calendar is the central hub of your daily salon operations. It provides a visual overview of all scheduled appointments, allowing you to see at a glance who is booked, when, and with which staff member. This tutorial covers how to navigate the calendar, switch between different views, and understand the visual cues that help you manage your day effectively. Who this is for: Owner, Admin, Manager, Staff, Receptionist What you'll learn: Navigate between dates using the calendar controls Switch between Day, Week, and List views Understand staff columns and rostered indicators Use the Waitlist and Clipboard panels Interpret the \"now\" line and appointment cards Use keyboard shortcuts for faster navigation Time to complete: 10 minutes Prerequisites Access to a salon with at least one staff member configured Permission to view appointments (all roles have this by default) Step-by-Step Instructions Step 1: Access the Appointment Calendar Click Appointments in the sidebar navigation The calendar opens in Day view by default, showing the current date The page header displays \"Appointments\" with the current date formatted below it (e.g., \"Saturday, 28 December 2025\"). Step 2: Navigate Between Dates The date navigation bar appears below the header with these controls: Previous Day - Click to move to the previous day Next Day - Click to move to the next day Select - Opens a calendar picker to jump to any date Jump - Opens the Jump to Week dialog to quickly skip forward or backward by a number of weeks (see Step 5 for details) Today - Returns to the current date The selected date appears between the navigation buttons showing the day name and formatted date. Step 3: Switch Between Calendar Views Three view modes are available via the toggle buttons in the top-right corner: Day - Shows a single day with all staff members as columns Each staff member has their own column Time slots run vertically from top",{"title":43,"description":760,"path":44,"section":754,"content":761},"Learn how to book appointments for customers, assign staff and services, handle multi-service bookings, and manage appointment status. This tutorial covers creating, editing, and rescheduling appointm","Tutorial 2.2: Booking and Managing Appointments Introduction Learn how to book appointments for customers, assign staff and services, handle multi-service bookings, and manage appointment status. This tutorial covers creating, editing, and rescheduling appointments using Luminate's appointment system. Who this is for: Owner, Admin, Manager, Staff, Receptionist What you'll learn: Create new appointments from the calendar Select customers, staff, and services Book multi-service appointments Override service prices Handle skin test warnings for colour services Reschedule using drag-and-drop and cut-and-paste Edit and cancel appointments Understand appointment statuses Group existing appointments together (or split them apart) Time to complete: 15 minutes Prerequisites Complete Tutorial 2.1 (understanding the calendar) At least one active staff member in your salon Services configured in the system Customers added to the system (or you can create a new customer on the fly while booking — see Step 2) Step-by-Step Instructions Step 1: Access the New Appointment Form There are several ways to start booking an appointment: Method 1: Click the New Appointment button Navigate to Appointments in the sidebar Click the New Appointment button in the top-right corner The appointment creation form opens Method 2: Drag on the calendar In Today or Week view, click and drag on an empty time slot A dialog appears asking whether to create an Appointment or Block Time Select Appointment The form opens with the date, time, and staff pre-filled Method 3: From the waitlist Navigate to Waitlist and select an entry Click Convert to Appointment The customer, preferred service, and staff are pre-selected in the form Step 2: Select a Customer The Customer card appears at the top of the form: Click the Customer search field Start typing the customer's name Select the customer from the dropdown results (showing name and email) Customer doesn't exist yet? If the typed name doesn't match anyone in y",{"title":47,"description":763,"path":48,"section":754,"content":764},"When your salon is fully booked, the waitlist helps you track customers who want appointments. This tutorial shows you how to add customers to the waitlist, record their preferences, and convert waitl","Tutorial 2.3: Working with the Waitlist Introduction When your salon is fully booked, the waitlist helps you track customers who want appointments. This tutorial shows you how to add customers to the waitlist, record their preferences, and convert waitlist entries into confirmed appointments when slots become available. Who this is for: Owner, Admin, Manager, Staff, Receptionist What you'll learn: Navigate the dedicated waitlist page Add customers to the waitlist Record service and staff preferences Set priority levels View, filter, and manage waitlist entries Convert waitlist entries to appointments Update entry status and notes Time to complete: 10 minutes Prerequisites Complete Tutorial 2.2 (booking appointments) Customer must exist in the system before adding to the waitlist Understanding of your salon's services and staff Step-by-Step Instructions Step 1: Access the Waitlist The waitlist has its own dedicated section in the sidebar: Click Waitlist in the sidebar navigation (below Appointments) The Waitlist index page displays all entries in a searchable, filterable table Waitlist Index Features: Search by customer name, email, or phone Filter by status (Active, Contacted, Converted, Cancelled, Expired) Filter by priority (High, Normal, Low) Filter by service Click any row to view full entry details Alternative Access: From the Appointments calendar, you can also view active waitlist entries in the left panel's Waitlist tab Click an entry to select it, then click on the calendar to place it as a new appointment Step 2: Add a Customer to the Waitlist When a customer requests an appointment but no slots are available: Click Add to Waitlist button on the Waitlist index page The waitlist form opens with three sections Section 1: Customer & Service | Field | Required | Description | |-------|----------|-------------| | Customer | Yes | Search and select the customer | | Service | No | The service they're requesting | | Preferred Staff | No | If they want a specific t",{"title":51,"description":766,"path":52,"section":754,"content":767},"The Point of Sale (POS) system lets you process payments for services and products. This tutorial covers creating transactions from appointments, processing walk-in sales, accepting different payment","Tutorial 2.4: Processing Transactions Introduction The Point of Sale (POS) system lets you process payments for services and products. This tutorial covers creating transactions from appointments, processing walk-in sales, accepting different payment methods, and completing transactions. Who this is for: Owner, Admin, Manager, Staff, Receptionist What you'll learn: Access the Point of Sale Create transactions from appointments Add services and products to a sale Apply discounts and tips Process payments (cash, card, gift voucher) Handle split payments Select the correct till for cash payments View gift voucher details after purchase Rebook the customer's next appointment after payment Time to complete: 15 minutes Note: Transactions are created and edited in Quick POS only (no separate create/edit screen). Prerequisites Services configured in the system Products configured (if selling retail) Cash drawer opened (if accepting cash payments - see Tutorial 2.5) Staff assigned to the transaction items Step-by-Step Instructions Step 1: Access the Point of Sale Using the keyboard shortcut (quickest): Press t on your keyboard from any page (when not typing in a form field) The Quick POS interface opens immediately From the header: Click the New Sale button in the top-right corner of the app header (visible on every page) The Quick POS interface opens immediately From the navigation: Click Transactions in the sidebar The transaction list appears Click New Sale in the top-right corner The Quick POS interface opens From an appointment: Click on an appointment in the calendar Click Create Transaction in the sidebar (or on the appointment detail page) Quick POS opens with the customer and service pre-filled From a linked appointment (multi-service booking): If the appointment is part of a linked group (e.g., a cut and colour booked together), a Linked Appointments dialog appears when you click Create Transaction: The dialog tells you the appointment is part of a group of X linke",{"title":55,"description":769,"path":56,"section":754,"content":770},"The cash drawer system tracks physical cash in your salon. This tutorial covers opening and closing cash drawer sessions, recording cash movements, and reconciling balances at the end of the day.","Tutorial 2.5: Using the Cash Drawer Introduction The cash drawer system tracks physical cash in your salon. This tutorial covers opening and closing cash drawer sessions, recording cash movements, and reconciling balances at the end of the day. Who this is for: Owner, Admin, Manager What you'll learn: Create and manage cash drawers Open a cash drawer session with an opening float Record top-ups, payouts, and safe drops View session history Close the drawer and reconcile variances Time to complete: 10 minutes Prerequisites Manager, Admin, or Owner permissions A cash drawer configured in the system Understanding the Cash Drawer System | Term | Definition | |------|------------| | Cash Drawer | A named till location in your salon | | Session | The period when a drawer is open for business | | Opening Float | The starting cash amount | | Top Up | Adding cash to the drawer | | Payout | Removing cash for expenses | | Safe Drop | Removing excess cash to a safe | | Expected Closing | Calculated balance based on activity | | Variance | Difference between counted cash and expected | Step-by-Step Instructions Step 1: Access the Cash Drawer Click Cash Drawers in the sidebar The Cash Drawers page displays all configured drawers Each drawer shows its name and current status Drawer Status: Active badge (green) - Drawer has an open session Inactive badge - Drawer is closed or not in use Step 2: Create a Cash Drawer (First Time Setup) If no drawers exist: Click Add Drawer in the top-right corner In the Create Cash Drawer dialog, enter a Drawer Name (e.g., \"Main Register\", \"Front Desk\") Click Create Drawer to save Repeat for additional drawers if needed Step 3: Open a Cash Drawer Session At the start of each business day: Find the drawer you want to open Click Open Drawer A dialog appears asking for the Opening Float Opening Float Options: If there's a previous closing balance, you'll see: Last Closing Balance displayed (e.g., \"£150.00\") A Use This button to apply the last balance as",{"title":493,"description":772,"path":494,"section":773,"content":774},"Everything colour-related in Luminate — from the first settings decision all the way to the stylist weighing bowls on the iPad scale. Structured colour formulas replace freeform Colour consultation no","Colour Management","Section 20: Colour Management Everything colour-related in Luminate — from the first settings decision all the way to the stylist weighing bowls on the iPad scale. Structured colour formulas replace freeform Colour consultation notes with precise gram-level recipes, and (in Full mode) automatically bill customers when they exceed the grams included in their service price. The Colour Bar is the tablet-based counterpart for live mixing against a Bluetooth scale. Tutorials in This Section 20.1 Getting Started with Colour Management A one-page orientation to the whole feature: the three modes (Notes, Formulas, Full), what turns on at each level, and how to decide which is right for your salon. Read this before any of the others. Time: 5-10 minutes 20.2 Configuring Colour Settings & Charge Rules Owners configure the salon's colour mode, set the default colour charge rule, and define any additional rules here. Covers `applies_to`, markup types (flat / percentage / per-gram), minimum charge, minimum overage, and the live preview. Time: 15 minutes 20.3 Brands and Your Colour Catalogue Brands are their own catalogue now. Learn how to create, edit, and delete brands, what the three brand types (Product / Colour / Both) mean, and how to reassign products when you retire a brand. Time: 10 minutes 20.4 Setting Up Colour Products Gram-tracked colour products live on the Products page's new Colour tab. Walk through the Add Colour Product dialog, understand net weight and cost per gram, and set initial stock. Time: 10-15 minutes 20.5 Colour Stock Take How to run a physical stock take using the inline-edit Colour tab or the dedicated stock take page. Covers reading the stock movement audit log and reconciling discrepancies. Time: 15-20 minutes 20.6 Creating a Colour Formula Deep dive on the unified formula dialog: bowls, products, barcode scanning, Plan-only, Save draft, Finalise, Revert. Used on customer profiles, the appointment sidebar, and the appointment detail page. Time: 15 m",{"title":499,"description":776,"path":500,"section":773,"content":777},"Luminate offers three ways to record colour work, from a simple notes field all the way through to structured formulas with automatic overage billing. This tutorial is the orientation: read it first,","Tutorial 20.1: Getting Started with Colour Management Introduction Luminate offers three ways to record colour work, from a simple notes field all the way through to structured formulas with automatic overage billing. This tutorial is the orientation: read it first, decide which mode suits your salon, then follow the rest of Section 20 to configure it. Who this is for: Owner, Admin What you'll learn: The three colour modes: Notes, Formulas, Full What turns on in each mode The key benefits and trade-offs A decision guide for picking the right mode Time to complete: 5-10 minutes Prerequisites Logged in as Owner or Admin (changing the colour mode sits under salon settings) Your salon has at least one colour service (or you can add one — see Tutorial 7.1) The Three Modes Notes mode (default) Freeform colour notes on customer profiles. The Colour consultation note type is available, and you type your formulas in natural language: ``` Root: 6N/6A 40g + 20 vol 60g Ends: 8A + violet pre-lift, process 35 min ``` Pros: Zero setup. Works from day one. Matches how many salons already work. Cons: No structure, no reporting, no stock deductions, no billing — you're still trusting each colourist's handwriting and memory. Pick Notes mode if: you're new to Luminate, colour work is a small part of your services, or you want a light-touch rollout before committing to structured formulas. Formulas mode Structured formulas: bowls, product rows, gram targets and actuals. Formulas are tied to customers (and optionally to appointments) so the next colourist can reproduce the recipe exactly. Customer profile gains a Colour Formulas tab Appointment detail page and calendar sidebar show any formulas for the booking The Products page gains a Colour tab for gram-tracked products Services gain a This is a colour service toggle The Colour Bar tablet flow becomes available for weighing and mixing No automatic overage billing Pros: Predictable, searchable, gram-accurate. Great foundation before fli",{"title":503,"description":779,"path":504,"section":773,"content":780},"This is the stylist's daily companion to the Colour Bar — how to use the Today list, pick between appointments, and move through the filter chips. It assumes the iPad is already set up and on Colour B","Tutorial 20.10: Colour Bar: Day-to-Day Use Introduction This is the stylist's daily companion to the Colour Bar — how to use the Today list, pick between appointments, and move through the filter chips. It assumes the iPad is already set up and on Colour Bar mode (Tutorial 20.9). Who this is for: Stylists / colourists working at a Colour Bar station What you'll learn: Navigate the header: stylist picker, date picker, scale status Use the status filter chips (Mine / All / Pending / In mix / Applied / Reweigh due) Read appointment rows Move between Today and individual appointments Time to complete: 10 minutes Prerequisites Colour Bar mode selected on the iPad (Tutorial 20.9) Logged in as a staff member The Colour Bar layout Every Colour Bar screen shares the same layout: Top header — logo (returns to main app), Stylist picker, Date picker, Scale status badge Main content — screen-specific (Today, Appointment, Edit, Mix, Reweigh) Bottom footer — Switch mode (native only) or Back to Luminate (browser), and a dev scale simulator in development builds The header stays across every page so you always know which stylist and which date you're working on. Step-by-Step Instructions Step 1: Pick your stylist Tap the Stylist picker dropdown in the header Select yourself (the active staff member) Your choice is remembered for the rest of the session (stored on this iPad) If you're working with an assistant or covering for someone, pick the colourist whose appointments you want to see. All stylists shows the whole salon's colour schedule. Step 2: Pick the date Tap the Date picker next to the stylist Select today (default) or any other date The Today list refreshes for that date Date defaults to today when you open the Colour Bar. Step 3: Read the Today list Each row on the Today list shows: Customer name + service name Start time on the left, with a short meta line underneath for appointments starting within the next hour (e.g. \"in 12 min\") or for formulas in the reweigh window (",{"title":506,"description":782,"path":507,"section":773,"content":783},"This tutorial covers the Colour Bar's Edit screen — where stylists define the formula before mixing. You land here from the appointment hub via three entry paths: Start fresh, Copy & edit, or Edit for","Tutorial 20.11: Colour Bar: Planning a Formula Introduction This tutorial covers the Colour Bar's Edit screen — where stylists define the formula before mixing. You land here from the appointment hub via three entry paths: Start fresh, Copy & edit, or Edit formula (when a plan already exists on this appointment). Who this is for: Stylists / colourists at the Colour Bar station What you'll learn: Three ways to reach the Edit screen Add bowls, products, and target grams Per-bowl barcode scanning Set formula name, developer volume, and notes Save and move to Mix Time to complete: 10-15 minutes Prerequisites Colour Bar set up and a colour appointment visible on Today (Tutorial 20.10) Colour products in your catalogue (Tutorial 20.4) Three ways to reach the Edit screen On the appointment hub (what you see after tapping a row on Today), the available entry points depend on what already exists: | Path | When shown | What it does | |------|-----------|--------------| | Start fresh | When there is no formula in progress on this appointment | Creates an empty formula and opens it on Edit | | Copy & edit | When the customer has a finalised formula on a previous appointment | Duplicates the most recent formula onto this appointment and opens it on Edit | | Use this formula | When the customer has a finalised formula on a previous appointment | Duplicates and goes straight to Mix (no changes) | | Edit formula | When an unfinalised formula already exists on this appointment (status \"in mix\") | Reopens the existing formula on Edit | Once a formula has been finalised on the appointment (status \"applied\" or \"reweigh due\"), the hub shows Reweigh now instead of Edit — the plan is locked by then. Step-by-Step Instructions Step 1: Land on Edit Tap Start fresh, Copy & edit, or Edit formula from the appointment hub. The Edit screen opens with the formula's current content (or empty for Start fresh). Step 2: Set the formula name and developer At the top of the screen: Formula name (optiona",{"title":510,"description":785,"path":511,"section":773,"content":786},"The Mix screen is where the stylist weighs each product live against the plan's targets. It's the beating heart of the Colour Bar — a big weight readout, Tare and Capture buttons, and a running recipe","Tutorial 20.12: Colour Bar: Mixing with the Scale Introduction The Mix screen is where the stylist weighs each product live against the plan's targets. It's the beating heart of the Colour Bar — a big weight readout, Tare and Capture buttons, and a running recipe that ticks off as you go. Who this is for: Stylists / colourists at the Colour Bar station What you'll learn: Read the LiveWeightCard (weight, stable indicator, battery, target) Tare the scale Capture weights and advance through bowls Finalise the mix and hand off to the till Time to complete: 10-15 minutes Prerequisites A formula planned on the Edit screen (Tutorial 20.11) or a Copy & edit template Scale paired (Tutorial 20.14 — DRAFT) or the mock driver active for planning-only work Heads up — BLE driver still landing. The native Acaia Pearl driver is in Phase 3c, still to ship. Until it's released, live-weighing claims below describe the intended flow; on current builds you'll either see the mock driver (dev/staging) or the flow described in Tutorial 20.6 (web app formula dialog) for production weighing. The Mix screen layout From top to bottom: Active item card — a small \"Bowl N — Step X of Y\" label with the product name underneath; on the right, a \"Bowl N of M\" label, the step indicator (one dot per bowl), and the current item's target grams LiveWeightCard — large weight readout, target line, progress bar, status strip (Stable / Reading / Scale disconnected + optional battery), and Tare and Capture buttons. A small hint line appears under the buttons when Capture is disabled Recipe so far — bowl N — every item in the current bowl, with a tick next to captured rows and the remaining rows showing `target Xg` \"All bowls mixed\" card — emerald card that appears once every item has a captured weight, with a Done — apply colour button Step-by-Step Instructions Step 1: Place the empty bowl on the scale and Tare Put the empty bowl on the scale Tap Tare on the LiveWeightCard The weight readout resets to `0 g` Ta",{"title":514,"description":788,"path":515,"section":773,"content":789},"After the colour is on the client, there's often product left over in each bowl. Reweighing leftovers gives you a true \"grams used\" number per product — which means more honest overage calculations, t","Tutorial 20.13: Colour Bar: Reweighing Leftovers Introduction After the colour is on the client, there's often product left over in each bowl. Reweighing leftovers gives you a true \"grams used\" number per product — which means more honest overage calculations, tighter stock reconciliation, and better margin reports. Reweigh is optional. The Colour Bar assumes you used everything dispensed unless you tell it otherwise. Who this is for: Stylists / colourists at the Colour Bar station What you'll learn: When the Reweigh screen appears Weighing leftovers bowl-by-bowl What to do when you've thrown the leftover away (Skip reweigh) The \"used more than dispensed\" warning How to finalise the reweigh Time to complete: 10 minutes Prerequisites A formula finalised via the Mix screen (Tutorial 20.12) The appointment shows Applied or Reweigh due status on Today (Tutorial 20.10) When does Reweigh appear? Once a formula is finalised, the appointment's status on Today moves through three phases based on time since finalise: 0–5 minutes: Applied — colour on. Short buffer while the colour starts processing. The \"Reweigh now\" button is already available on the appointment, but the status label hasn't flipped yet. 5 minutes – 4 hours: Reweigh due. Today surfaces the appointment in the Reweigh due filter and the appointment card shows \"Applied — reweigh due\". After 4 hours: Done (auto). The appointment auto-marks as Done, leaving actuals as they were at finalisation (i.e. assumes you used what you dispensed). No manual action needed. You reach the Reweigh screen from Today → tap the appointment → Reweigh now. The Reweigh screen layout Active item card — \"Place leftover from bowl N on the scale\" plus the product name and the grams that were originally dispensed LiveWeightCard — the same Tare / Capture controls as the Mix screen (see Tutorial 20.12) Bowl actuals summary — every item listed in order with checked / unchecked state and the leftover weights captured so far Skip reweigh and Fin",{"title":518,"description":791,"path":519,"section":773,"content":792},"The Colour Bar's live weighing depends on a Bluetooth scale. Luminate's validated hardware is the Acaia Pearl 2021 (flat, water-resistant). This tutorial will walk through pairing the scale to your iP","Tutorial 20.14: Pairing Your Acaia Pearl Scale ⚠️ DRAFT — this tutorial is a placeholder. The in-app Bluetooth pairing UI is in development (Phase 3c). The live Colour Bar currently runs against a mock scale driver for UI testing, not a real BLE connection. When the Acaia Pearl driver lands, this tutorial will be rewritten with exact screenshots, permission prompt copy, and verified step-by-step instructions. Treat everything below as a structural outline only — do not rely on any specific UI detail until the feature ships. Introduction The Colour Bar's live weighing depends on a Bluetooth scale. Luminate's validated hardware is the Acaia Pearl 2021 (flat, water-resistant). This tutorial will walk through pairing the scale to your iPad, verifying the connection, and handling drop-outs. Who this is for: Owner, Manager, or whoever is setting up the mixing station What you'll learn (when published): Bluetooth / Location permissions you'll grant How to put the Acaia Pearl into pairing mode The in-app pairing flow in the Colour Bar Verifying the scale is connected Re-pairing if the connection drops Time to complete: TBC (likely 5–10 minutes first time) Prerequisites (provisional) Colour Bar mode selected on the iPad (Tutorial 20.9) Acaia Pearl 2021 charged and awake iPad Bluetooth enabled Step-by-Step Instructions (placeholder) Step 1: Grant Bluetooth permissions (placeholder) The first time the Colour Bar needs to pair a scale, iPadOS will prompt for Bluetooth permission. Tap Allow. If you previously denied, re-enable Bluetooth access from Settings > Luminate > Bluetooth before returning to the app. Step 2: Put the scale into pairing mode (placeholder) To be confirmed against real driver: the Acaia Pearl enters pairing mode automatically when switched on if it's not already bonded to another device. If you see a blinking indicator light, you're ready. Step 3: Discover and pair from the Colour Bar (placeholder) UI to be confirmed. The pairing entry point, dialog layout, ",{"title":522,"description":794,"path":523,"section":773,"content":795},"When the Colour Bar or scale misbehaves mid-appointment, you need a quick fix — not a long debugging session. This tutorial collects the common issues and their solutions in one place.","Tutorial 20.15: Troubleshooting the Colour Bar & Scale ⚠️ DRAFT — this tutorial is partly a placeholder. The battery and LiveWeightCard sections reflect live behaviour. The connection / pairing sections depend on the BLE pairing UI which hasn't shipped yet (Phase 3c). Sections marked DRAFT will be filled in once the Acaia Pearl driver is live. Introduction When the Colour Bar or scale misbehaves mid-appointment, you need a quick fix — not a long debugging session. This tutorial collects the common issues and their solutions in one place. Who this is for: Anyone using the Colour Bar What you'll learn: Common scale connection issues Battery warnings and what they mean LiveWeightCard state messages The Capture-disabled reasons When to fall back to the main web app Time to complete: Reference only — skim on demand Scale won't pair (DRAFT) Placeholder — see Tutorial 20.14 for the full pairing flow (DRAFT). Provisional debug checklist when pairing fails: Is the scale charged? Low battery can block pairing Is the scale already paired to another device? Disconnect it first Has iPadOS granted Bluetooth permission to Luminate? Settings > Luminate > Bluetooth Restart the Colour Bar app (close, reopen) Restart the scale (off, on) Restart the iPad's Bluetooth (Settings > Bluetooth, toggle off / on) Report persistent failures to support (hello@luminate.salon) with the iPad's iPadOS version and the scale's serial number. Scale keeps disconnecting (DRAFT) Placeholder — specific guidance pending the BLE driver. Common factors: Range — most BLE scales want the device within 2–3 metres line-of-sight Interference — microwave ovens, strong wi-fi routers, and other Bluetooth devices can disrupt BLE Battery — below ~20%, scales become unreliable before fully dying Idle sleep — the scale may sleep after inactivity; placing a bowl on it typically wakes it The battery indicator is amber The battery indicator in the header turns amber at 20% or less. At this level: Pairing typically still wor",{"title":526,"description":797,"path":527,"section":773,"content":798},"Everything that makes colour management tick — the mode, the default charge rule, the overage pricing — lives on the Colour settings tab inside your salon settings. This tutorial covers the settings s","Tutorial 20.2: Configuring Colour Settings & Charge Rules Introduction Everything that makes colour management tick — the mode, the default charge rule, the overage pricing — lives on the Colour settings tab inside your salon settings. This tutorial covers the settings screen itself and walks through building a charge rule that reflects how your salon prices colour. Who this is for: Owner, Admin What you'll learn: Change the salon's colour formula mode Create, edit, deactivate and delete colour charge rules Understand Applies to, markup types, minimum charge, and minimum overage Use the live charge preview Time to complete: 10–15 minutes Prerequisites Logged in as Owner or Admin (both roles hold the manage salon settings permission) Read Tutorial 20.1 to understand the three modes For Full mode: at least one colour service with Colour grams included in service price set (Tutorial 7.1) Step-by-Step Instructions Step 1: Open the Colour settings tab Click Settings in the sidebar (or your avatar → Salon Settings) Open the Colour tab The tab has two sections: Colour Formula Mode — three radio cards for Notes / Formulas / Full Colour Charge Rules — appears below the radio cards only when mode is Full Step 2: Choose the colour formula mode Under Colour Formula Mode, click one of the three cards: Notes — freeform colour notes only Formulas — structured formulas, no stock, no billing Full — formulas plus stock tracking and automatic overage billing Scroll to the bottom of the salon settings page and click Save Salon The mode is saved alongside the rest of the salon settings — there isn't a separate Save button on the Colour tab itself. If you select Full, the Charge Rules section appears straight away once the page reloads. Heads up: moving from Notes to Formulas/Full is non-destructive. Moving from Full back to Formulas/Notes pauses automatic billing — existing overage line items stay on their transactions but no new ones will be staged. Step 3: Add your first charge rule (",{"title":530,"description":800,"path":531,"section":773,"content":801},"Brands used to be free-text on each product. They're now a proper catalogue with a consistent pick-list across Products, Colour products, and the Colour Bar. Each brand is tagged as a product brand, a","Tutorial 20.3: Brands and Your Colour Catalogue Introduction Brands used to be free-text on each product. They're now a proper catalogue with a consistent pick-list across Products, Colour products, and the Colour Bar. Each brand is tagged as a product brand, a colour brand, or both, so the right options appear in the right places. Who this is for: Owner, Admin, Manager What you'll learn: Create and edit brands Understand the three brand types (Product / Colour / Both) Reassign products when you delete a brand Create brands inline from the product and colour-product forms Time to complete: 5 minutes Prerequisites Logged in with the `manage-products` permission (Owner, Admin, or Manager) Useful but not required: at least one retail or colour product already in your catalogue Step-by-Step Instructions Step 1: Open the Brands page Click Products in the sidebar Click Manage Brands at the top-right of the Products page The Brands page lists every brand in your salon, grouped into three tabs — Product, Colour, and Both — with a count next to each tab. Each row shows the brand name and how many products use it (e.g. \"3 products\" or \"Not used\"). Step 2: Create a brand Click Add Brand at the top-right Enter a Name (required — e.g. \"Wella\", \"Olaplex\") Pick a Type: Product only — appears in the brand picker on retail/professional products Colour only — appears in the brand picker on colour products and the Colour Bar Both products and colour — appears in both pickers Click Create New brands default to the type of the tab you're currently on, so opening Add Brand from the Colour tab pre-selects Colour only. Step 3: Edit a brand Click Edit on the brand's row Change the name or type Click Update Changing a brand's type moves it between the Product / Colour / Both tabs and updates where it appears in pickers. Existing products stay on the brand — changing the type doesn't move them between catalogues. Step 4: Create a brand inline (from a product form) You don't have to visit the ",{"title":534,"description":803,"path":535,"section":773,"content":804},"Colour products live on a dedicated Colour tab of the Products page. Unlike regular retail products — counted by unit — colour products are tracked in grams so formulas can deduct exact amounts, calcu","Tutorial 20.4: Setting Up Colour Products Introduction Colour products live on a dedicated Colour tab of the Products page. Unlike regular retail products — counted by unit — colour products are tracked in grams so formulas can deduct exact amounts, calculate cost per gram, and bill overage accurately. Who this is for: Owner, Admin, Manager with `manage-products` permission What you'll learn: Open the Colour tab Add a colour product with tube weight and initial stock Understand cost-per-gram calculation Edit or deactivate existing colour products Time to complete: 10-15 minutes Prerequisites Salon colour formula mode set to Formulas or Full (Tutorial 20.2) — the Colour tab is only visible in these modes Brands configured (Tutorial 20.3) — you can also create brands inline from the Add dialog Logged in with `manage-products` permission Step-by-Step Instructions Step 1: Open the Colour tab Click Products in the sidebar Click the Colour tab at the top of the page (icon: a pipette) If you don't see the Colour tab, your salon is in Notes mode. Switch to Formulas or Full via Settings > Colour (Tutorial 20.2). Step 2: Add a colour product Click Add Colour Product in the top-right Fill in the dialog: | Field | Required | Notes | |-------|----------|-------| | Product name | Yes | Full product name — e.g. \"Wella Koleston 6/0\" | | Brand | No | Pick an existing brand or type a new name and click Create \"{name}\" to add inline (type defaults to Colour) | | Barcode | No | Scan with a connected USB scanner or type manually. Used by the Colour Bar's per-bowl scanning | | SKU | No | Useful if you already track internal codes | | Tube weight (g) | Yes | The full container weight — `60` for a 60g tube, `1000` for a 1-litre developer bottle | | Cost price | Yes | What you pay for one full container | | Initial stock (g) | Yes | Current grams on hand right now. Enter `0` if the container is empty, or the full tube weight if it's unopened | Click Add Product — the product is created and ",{"title":538,"description":806,"path":539,"section":773,"content":807},"A colour stock take is a physical count of gram balances across your colour catalogue. In Luminate, the stock take happens on the Products > Colour tab: every row has an inline gram field you can edit","Tutorial 20.5: Colour Stock Take Introduction A colour stock take is a physical count of gram balances across your colour catalogue. In Luminate, the stock take happens on the Products > Colour tab: every row has an inline gram field you can edit, and every change writes a row to an append-only audit trail behind the scenes so nothing is ever lost. There isn't a separate \"stock take page\" — the Colour tab is the stock take page. Whether you're doing a full quarterly count or a one-off \"I just opened a new tube\" adjustment, it's the same control. Who this is for: Manager, Admin, Owner (Staff and Receptionist cannot adjust colour stock) What you'll learn: Use the Colour tab for a full physical count Inline-edit stock for quick touch-ups Understand how the audit trail records your adjustments Reconcile discrepancies (waste, theft, receiving errors) Time to complete: 15-20 minutes (plus your physical count time) Prerequisites Salon colour formula mode set to Formulas or Full (Tutorial 20.2) Colour products already in your catalogue (Tutorial 20.4) Scales set up and accurate (a kitchen scale accurate to 1 g is ideal for part-used tubes) About an hour set aside for a full count Step-by-Step Instructions Step 1: Open the Colour tab Go to Products in the left navigation Click the Colour tab at the top of the page (the tab only appears when colour mode is Formulas or Full) You'll see every gram-tracked colour product with its current Stock (g) value Step 2: Narrow down the list (optional) Search by product name or brand using the search box Filter by brand using the brand dropdown — recommended for a full count so you can work through one brand at a time Sort by Product, Brand, Tube Size, Cost/g, or Stock (g) using the column headers Counting by brand (rather than alphabetically across brands) means you pick up and put down the same shelf fewer times. Step 3: Work through the count Weigh each container (subtract the known empty weight if your scale doesn't tare) Click the St",{"title":542,"description":809,"path":543,"section":773,"content":810},"Structured colour formulas replace freeform Colour consultation notes with recipes you can reproduce. Every formula is tied to a customer (and optionally to an appointment), lists the products and gra","Tutorial 20.6: Creating a Colour Formula Introduction Structured colour formulas replace freeform Colour consultation notes with recipes you can reproduce. Every formula is tied to a customer (and optionally to an appointment), lists the products and grams used per bowl, and — in Full mode — stages an overage charge on the till automatically if it exceeds the service's included grams. This tutorial is the deep dive on the unified formula dialog used across the main web app. For the tablet-based Colour Bar flow see Tutorials 20.9–20.13. Who this is for: Staff and above What you'll learn: Where the formula dialog opens from Create a formula \"weigh as you mix\" Save a plan for a future appointment Record actuals later in mixing mode Finalise, Revert, and duplicate Permissions for each action Time to complete: 15 minutes Prerequisites Salon colour formula mode set to Formulas or Full (Tutorial 20.2) At least one colour product in your catalogue (Tutorial 20.4) Logged in as Staff, Receptionist, Manager, Admin, or Owner Where the dialog opens The same dialog opens from five places so you can start wherever you are: | Entry point | Opens in | Tied to | |-------------|----------|---------| | Customer profile → Colour Formulas tab | Blank (create or edit) | Customer only | | Customer profile → Colour Formulas list page | Blank (create or edit) | Customer only | | Appointment detail page → Colour Formulas panel | Blank for new; Mixing when opening an existing formula | Customer + appointment | | Calendar → Appointment sidebar | Blank for new; Mixing when opening an existing formula | Customer + appointment | | Formula detail page (existing formula) | Blank (edit) | Whatever the formula is tied to | A formula saved on a customer profile (no appointment) can later be attached to a booking — open the appointment's Colour Formulas panel, find the formula under Previous formulas, and click Use this to create an appointment-linked duplicate. Step-by-Step Instructions Step 1: Open th",{"title":546,"description":812,"path":547,"section":773,"content":813},"This tutorial is the appointment's eye view of colour formulas — how formulas appear alongside the booking, how the mixing flow feels in practice, and how a finalised formula cleanly reaches the till.","Tutorial 20.7: Mixing Colour at Appointments Introduction This tutorial is the appointment's eye view of colour formulas — how formulas appear alongside the booking, how the mixing flow feels in practice, and how a finalised formula cleanly reaches the till. It's short, practical, and geared at colourists and receptionists. For the deep dive on the formula dialog itself see Tutorial 20.6. For the tablet-based Colour Bar flow see Tutorials 20.9–20.13. Who this is for: Staff, Receptionist, Manager, Admin, Owner What you'll learn: When and where Colour Formulas panels appear around an appointment The mid-service mixing workflow How the finalised formula stages overage billing automatically What to do when things change mid-appointment (add a bowl, revert, swap a product) Time to complete: 10 minutes Prerequisites Salon colour formula mode set to Formulas or Full (Tutorial 20.2) Service flagged as a colour service with Colour grams included set (Tutorial 7.1) Complete Tutorial 20.6 so you know the dialog Where the Colour Formulas panel appears Three appointment-centric surfaces show formulas for the booking: Calendar → appointment sidebar — click the appointment in the calendar. On colour services the sidebar shows a collapsible Colour Formulas section with a New button. This section replaces the Appointment Notes summary that would otherwise appear — Client Notes (customer + internal) and Badges stay as their own sections below. Appointment detail page → Colour Formulas panel — the full-page version, with a New Formula button and a card for each formula on this booking plus a Previous formulas list to duplicate one in. Customer profile → Colour Formulas tab — same customer, all formulas across all appointments. All three gate the same way: the salon must be in Formulas or Full mode, the appointment must have a customer, and the service must be flagged as a colour service. Any of the three can spawn the same formula dialog — the data is identical. Step-by-Step Instructi",{"title":550,"description":815,"path":551,"section":773,"content":816},"In Full mode, a finalised colour formula that uses more grams than the service's Colour grams included threshold automatically stages a Colour overage line on the appointment's transaction. This tutor","Tutorial 20.8: Overage Billing Explained Introduction In Full mode, a finalised colour formula that uses more grams than the service's Colour grams included threshold automatically stages a Colour overage line on the appointment's transaction. This tutorial walks through every stage of that line's life — from the formula finalising to the transaction completing — and what happens when edits, reverts, or refunds hit. Who this is for: Owner, Admin, Manager — anyone responsible for how colour revenue reaches the till What you'll learn: What makes a formula produce an overage line How the line reaches the draft transaction How edits and Revert ripple through How completion locks everything How refund / modify reopens the flow Time to complete: 15 minutes Prerequisites Salon colour formula mode set to Full (Tutorial 20.2) At least one default Colour Charge Rule configured (Tutorial 20.2) Services have Colour grams included set where overage should apply (Tutorial 7.1) Read Tutorial 20.6 for the formula dialog Step-by-Step Instructions Step 1: Understand when a line is staged An overage line is staged automatically when all of these are true: Salon mode is Full Service on the appointment is flagged as a colour service and has Colour grams included set A colour formula on the appointment is finalised (not draft, not plan) An applicable charge rule is active — either the formula's chosen rule, or the salon's default The calculated charge is non-zero — qualifying grams are at or above the rule's Minimum overage grams, AND the calculated amount is at or above the rule's Minimum charge If any condition fails, no line is staged and no charge appears. Three rule types — how the threshold applies Conditions 4–5 hide a subtlety. Only the Overage only rule type uses Colour grams included as a deductible. Full usage and Per gram rules ignore the threshold entirely and qualify every gram. See Tutorial 20.2 for the rule type comparison. Step 2: The lifecycle — where the charge lives E",{"title":554,"description":818,"path":555,"section":773,"content":819},"The Colour Bar is Luminate's tablet-based companion for the colour mixing station. It's a full-screen, dark-themed, glove-friendly interface that sits on an iPad next to your scale and walks stylists","Tutorial 20.9: Colour Bar Overview and Setup Introduction The Colour Bar is Luminate's tablet-based companion for the colour mixing station. It's a full-screen, dark-themed, glove-friendly interface that sits on an iPad next to your scale and walks stylists through planning a formula, weighing bowls live, and reconciling leftover product after application. This tutorial is the introduction. It covers what the Colour Bar is, what hardware you need, and how to get the iPad into Colour Bar mode. Day-to-day use and the individual screens have their own tutorials (20.10–20.13). Who this is for: Owner, Manager, or whoever is setting up the mixing station What you'll learn: What the Colour Bar is and when to use it Hardware you'll need (iPad, scale, mount) How to install the native app and switch it into Colour Bar mode How the Colour Bar relates to the main web app Time to complete: 10 minutes Prerequisites Salon colour formula mode set to Formulas or Full (Tutorial 20.2) — the Colour Bar is hidden on Notes mode Services flagged as colour services (Tutorial 7.1) so they appear on the Today list Colour products in your catalogue (Tutorial 20.4) For Full mode only: Colour grams included set on the service (Tutorial 7.1) and stock counts reconciled (Tutorial 20.5) — required for auto-charge, not for the Colour Bar itself What is the Colour Bar? The Colour Bar is a tablet-optimised alternative to the formula dialog covered in Tutorial 20.6. It's the same data — formulas, bowls, grams, actuals — but the UI is tuned for the mixing station itself: big touch targets, live scale readout, barcode scanning per bowl, and a linear Today → Appointment → Edit → Mix → Reweigh path. You don't have to use the Colour Bar. The main web app's formula dialog works just as well — especially if your stylists are comfortable at a laptop or regular workstation. Use the Colour Bar when you want: A dedicated device at the mixing station that doesn't double as a laptop Live weighing against a Bluetoo",{"title":59,"description":821,"path":60,"section":822,"content":823},"Build and manage your customer database effectively.","Customer Management","Section 3: Customer Management Build and manage your customer database effectively. Tutorials in This Section 3.1 Adding and Managing Customer Profiles Learn how to create comprehensive customer profiles, record contact details, track allergies and preferences, and manage customer information. This tutorial covers the five form sections: basic information, address, preferences and notes, settings, and communication preferences. Time: 15 minutes 3.2 Understanding Customer History and Analytics Discover how to view a customer's complete history using the seven profile tabs: Appointments, Details, Transactions, Products, Skin Tests, Appointment Notes, and Messages. Learn to understand visit insights, service frequencies, and identify at-risk customers. Time: 10 minutes 3.3 Customer Preferences and Communication Consent Understand how to manage the two communication categories: Appointment Information (transactional) and Promotions & Offers (marketing). Configure Email, SMS, and WhatsApp preferences for each category and ensure GDPR compliance. Time: 15 minutes 3.4 Organising Customers Learn how to keep your customer database organised using active/inactive status, search, and advanced filters. Filter customers by visit history (recent visitors, lapsed customers), spending levels, and services booked. Understand how to identify and manage at-risk customers. Time: 12 minutes 3.5 Using Customer Badges Understand how to use customer badges for quick visual recognition. Learn the six built-in badges (VIP, Prefers Silence, Often Late, Often Early, Frequent Visitor, New Customer), how to toggle them, and how Owners can configure custom badges. Time: 8 minutes 3.6 Merging Duplicate Customer Records Learn how to find and merge duplicate customer records. Understand match types (email, phone, similar names) and confidence levels, review duplicate groups using the two-step merge dialog, resolve field conflicts, and dismiss false positives like family members sharing contact detai",{"title":65,"description":825,"path":66,"section":822,"content":826},"Your customer database is the foundation of your salon's operations. This tutorial shows you how to create comprehensive customer profiles, record essential contact details, track allergies and prefer","Tutorial 3.1: Adding and Managing Customer Profiles Introduction Your customer database is the foundation of your salon's operations. This tutorial shows you how to create comprehensive customer profiles, record essential contact details, track allergies and preferences, and manage customer information effectively. Who this is for: Owner, Admin, Manager, Staff, Receptionist What you'll learn: Add a new customer to the database Complete all profile sections (basic info, address, preferences, settings, communication) Record allergies and sensitivities safely Search, filter, and manage your customer list Edit and update customer information Deactivate customers and handle GDPR requests Time to complete: 15 minutes Prerequisites Logged in with at least Staff permissions Access to the Customers section Step-by-Step Instructions Step 1: Access the Customer Section Click Customers in the sidebar The customer list appears showing existing customers Click the Add Customer button in the top-right corner The Create Customer form opens with five sections. Step 2: Enter Basic Information The first section captures contact details. Required Fields: | Field | Description | |-------|-------------| | First Name | Customer's given name | | Last Name | Customer's surname | Optional Fields: | Field | Description | |-------|-------------| | Email | For confirmations and receipts | | Mobile Number | Phone with country code selector | | Date of Birth | For birthday reminders | | How did they hear about us? | Free text referral source | Entering Mobile Numbers: The country flag shows the selected country code Click the flag to change the country Enter the phone number without the leading zero Example: ``` First Name: Sarah Last Name: Thompson Email: sarah.thompson@example.com Mobile: United Kingdom (+44) 7700 900123 Date of Birth: 15/03/1985 How did they hear about us?: Instagram recommendation ``` Step 3: Add Address Information (Optional) The Address section captures the customer's locat",{"title":69,"description":828,"path":70,"section":822,"content":829},"Every customer interaction tells a story. This tutorial shows you how to view a customer's complete history including appointments, transactions, visit patterns, and spending. You'll learn to understa","Tutorial 3.2: Understanding Customer History and Analytics Introduction Every customer interaction tells a story. This tutorial shows you how to view a customer's complete history including appointments, transactions, visit patterns, and spending. You'll learn to understand customer behaviour and use insights to improve service and retention. Who this is for: Owner, Admin, Manager, Staff, Receptionist What you'll learn: View account summary cards (spending, balance, visits) Navigate customer profile tabs Understand visit insights and service frequencies Filter and search appointment and transaction history View product purchase history Identify overdue customers and outstanding balances Use dashboard skin test alerts to proactively contact customers Time to complete: 10 minutes Prerequisites Logged in with at least Staff permissions Complete Tutorial 3.1 (Adding and Managing Customer Profiles) Customer data in the system to view Step-by-Step Instructions Step 1: Access a Customer Profile Click Customers in the sidebar Search for or select a customer Click on the customer row to open their profile Step 2: Understanding the Account Summary Cards At the top of the customer profile, four summary cards display key metrics: | Card | What It Shows | |------|---------------| | Total Spend | Lifetime spend from completed transactions | | Outstanding Balance | Amount owed across unpaid/partial transactions | | Total Visits | Count of completed transactions | | Last Visit | Date of most recent transaction | Outstanding Balance Alert: If a customer has an outstanding balance, the card is highlighted with an orange ring. An alert message shows the total owed and number of transactions. Potential Duplicate Warning: If this customer shares an email address, phone number, or similar name with another customer, an amber warning panel appears below the summary cards. You can click Review & Merge to open the merge dialog, or Dismiss if they are genuinely separate people (e.g., family ",{"title":73,"description":831,"path":74,"section":822,"content":832},"Managing customer preferences and communication consent is essential for excellent service and legal compliance. This tutorial explains the communication preference system in Luminate, how to record c","Tutorial 3.3: Customer Preferences and Communication Consent Introduction Managing customer preferences and communication consent is essential for excellent service and legal compliance. This tutorial explains the communication preference system in Luminate, how to record customer preferences, and how to ensure you're communicating appropriately. Who this is for: Owner, Admin, Manager, Staff, Receptionist What you'll learn: Understand the two communication categories (appointment information vs. marketing) Configure channel preferences (Email, SMS, WhatsApp) Record allergies and sensitivities Handle opt-out and data removal requests Understand GDPR requirements for consent Request customers to update their own profile information Time to complete: 15 minutes Prerequisites Logged in with at least Staff permissions Complete Tutorial 3.1 (Adding and Managing Customer Profiles) Step-by-Step Instructions Step 1: Understanding Communication Categories Luminate divides customer communications into two categories: Appointment Information (Transactional): These are service-related messages: Appointment confirmations Appointment reminders Cancellation notifications Rescheduling confirmations Promotions & Offers (Marketing): These require explicit consent: Special offers and discounts New service announcements Birthday greetings with offers Seasonal promotions Newsletter content Step 2: Access Communication Preferences Communication preferences are set per customer: Navigate to Customers in the sidebar Select a customer or click Add Customer Scroll to the Communication Preferences section The section displays two rows of toggle switches. Step 3: Configure Appointment Information The first row controls transactional messages: | Channel | Default | Purpose | |---------|---------|---------| | Email | Enabled | Confirmation emails, reminder emails | | SMS | Enabled | Text message reminders | | WhatsApp | Enabled | WhatsApp message reminders | To change a setting: Click the toggle ",{"title":77,"description":834,"path":78,"section":822,"content":835},"Luminate provides several ways to organise and categorise your customers: status (active/inactive), badges for quick identification, and search and filtering tools. This tutorial covers how to use the","Tutorial 3.4: Organising Customers Introduction Luminate provides several ways to organise and categorise your customers: status (active/inactive), badges for quick identification, and search and filtering tools. This tutorial covers how to use these features to keep your customer database organised and easy to navigate. Who this is for: Owner, Admin, Manager, Staff, Receptionist What you'll learn: Filter customers by status, visit history, spending, and services booked Use search to find customers quickly Understand how badges help identify customers Use the customer list effectively Identify and re-engage lapsed customers Keep your customer database organised Time to complete: 12 minutes Prerequisites Logged in with at least Staff permissions Complete Tutorial 3.1 (Adding and Managing Customer Profiles) Some customer profiles in the system Step-by-Step Instructions Step 1: Understanding Customer Organisation Tools Luminate offers these methods for organising customers: | Tool | Purpose | |------|---------| | Active/Inactive Status | Archive customers who no longer visit | | Badges | Visual indicators for quick identification (VIP, allergies, etc.) | | Search | Find customers by name, email, or phone | | Filters | Filter by status, visit history, spending, services booked, birthdays, or skin test requirements | | Preferences/Notes | Record information for reference when viewing profiles | Step 2: Using Customer List Filters The customer list includes several filters to help you find customers: Navigate to Customers in the sidebar Use the filter dropdowns to narrow results: Status Filter: All Customers - Shows everyone Active Only - Shows active customers (default) Inactive Only - Shows deactivated customers Visit History Filter: All Visits - No visit filtering Last 30 Days - Customers who visited in the past month Last 90 Days - Customers who visited in the past three months Not in 6+ Months - Lapsed customers who haven't visited recently Never Visited - Customers ",{"title":81,"description":837,"path":82,"section":822,"content":838},"Customer badges are visual indicators that help staff identify important customer traits at a glance. Badges appear on customer profiles and help personalise the service experience by highlighting thi","Tutorial 3.5: Using Customer Badges Introduction Customer badges are visual indicators that help staff identify important customer traits at a glance. Badges appear on customer profiles and help personalise the service experience by highlighting things like VIP status, preferences, and behavioural patterns. Who this is for: Owner, Admin, Manager, Staff, Receptionist What you'll learn: Understand the available built-in badges Toggle badges on and off for customers View badges on customer profiles Configure badge settings (Owners/Admins) Create custom badges for your salon Time to complete: 8 minutes Prerequisites Logged in with at least Staff permissions Complete Tutorial 3.1 (Adding and Managing Customer Profiles) Owners/Admins should complete this to configure salon badge settings Step-by-Step Instructions Step 1: Understanding Built-in Badges Luminate includes these built-in customer badges: | Badge | Colour | When to Use | |-------|--------|-------------| | VIP | Amber | High-value customers deserving special treatment | | Prefers Silence | Blue | Customer prefers quiet during appointments | | Often Late | Red | Customer has a pattern of arriving late | | Often Early | Green | Customer tends to arrive early | | Frequent Visitor | Indigo | Regular customer who visits often | | New Customer | Teal | Recently added to your salon | Each badge can be enabled or disabled by salon Owners/Admins. Step 2: View Badges on a Customer Profile Navigate to Customers in the sidebar Click on a customer to open their profile Click the Details tab Find the Badges section The Badges section displays all available badges for your salon. Selected badges appear coloured with a checkmark; unselected badges appear grey. Step 3: Toggle Badges On and Off To add or remove a badge: Open the customer profile Go to the Details tab In the Badges section, click any badge to toggle it How it works: Click an unselected (grey) badge to apply it Click a selected (coloured) badge to remove it Changes",{"title":85,"description":840,"path":86,"section":822,"content":841},"Duplicate customer records happen in any busy salon. The same customer might book online with their email one time and give their phone number the next, or a receptionist might accidentally create a n","Tutorial 3.6: Merging Duplicate Customer Records Introduction Duplicate customer records happen in any busy salon. The same customer might book online with their email one time and give their phone number the next, or a receptionist might accidentally create a new profile instead of finding an existing one. Luminate helps you find and merge these duplicates so each customer has one complete profile with all their history. This tutorial shows you how to review potential duplicate groups, decide which records are genuinely the same person, and merge them into a single consolidated profile. Who this is for: Owner, Admin, Manager What you'll learn: Recognise the duplicate warning panel on customer profiles Access the Potential Duplicates page Understand match types (email, phone, similar names) Understand confidence levels (high, low) Review a duplicate group using the two-step dialog Resolve field conflicts when merging Dismiss false positives (families sharing contact details) What happens to appointments, transactions, and messages when you merge Time to complete: 15 minutes Prerequisites Logged in with Owner, Admin, or Manager permissions Complete Tutorial 3.1 (Adding and Managing Customer Profiles) Have existing customer data in your salon Step-by-Step Instructions Duplicate Warning on Customer Profiles When you view a customer's profile, you may see an amber warning panel near the top of the page. It displays the heading \"Potential Duplicate\" followed by a description such as: \"1 other customer shares the same email address.\" The message adapts to the match type (email address, phone number, or name) and the number of matching customers. This panel appears automatically when the customer you're viewing is part of a duplicate group. This is a convenient way to discover and resolve duplicates while you're already working with a customer's record. Actions from the warning panel: | Button | What It Does | |--------|--------------| | Review & Merge | Opens the same two",{"title":89,"description":843,"path":90,"section":822,"content":844},"Notes help you maintain a detailed record of every client interaction. Whether it's a colour formula, a mixing ratio, a preference, or something raised during a consultation, notes keep everything in","Tutorial 3.7: Recording and Managing Notes Introduction Notes help you maintain a detailed record of every client interaction. Whether it's a colour formula, a mixing ratio, a preference, or something raised during a consultation, notes keep everything in one place so your team always has the information they need. Notes can be added against a customer directly, or against a specific appointment. Either way they share a single underlying timeline — a note added from the appointment sidebar appears on the customer profile (and vice versa), with the linked appointment surfaced as a service pill so the context is preserved. There is no separate \"customer notes\" field on the customer form; every note flows through the same timeline. Using structured colour formulas instead? If your salon's colour formula mode is set to Formulas or Full (see Tutorial 20.2), structured colour formulas — a separate tool with bowls, grams, and (in Full mode) automatic overage billing — are the recommended way to record colour work. The Colour note type remains available in every mode, so existing notes keep working and nothing is forced on you, but on Formulas or Full you should record new colour work via Tutorial 20.6 (Creating a Colour Formula) and keep Colour notes for freeform detail only. Who this is for: Owner, Admin, Manager, Staff, Receptionist What you'll learn: Understand the two note types (General and Colour) Add notes from the customer profile Add notes from the appointment sidebar and detail page Link notes to specific appointments Pin important notes for quick access Filter, edit, and delete notes Time to complete: 10 minutes Prerequisites Logged in with at least Staff permissions Complete Tutorial 3.1 (Adding and Managing Customer Profiles) Customer records in the system Step-by-Step Instructions Step 1: Access Notes from a Customer Profile Click Customers in the sidebar Search for or select a customer Click on the customer row to open their profile Click the Notes tab The N",{"title":93,"description":846,"path":94,"section":847,"content":848},"Manage your team from onboarding to performance tracking.","Staff Management","Section 4: Staff Management Manage your team from onboarding to performance tracking. Tutorials in This Section 4.1 Adding New Staff Members Learn how to create staff profiles with contact details, assign roles and permissions, configure compensation types (hourly, salary, commission), set staff levels, and complete the onboarding process. This tutorial covers the complete staff creation form with its nine sections. Time: 10 minutes 4.2 Managing Staff Login Accounts Understand the difference between staff profiles and user accounts. Learn how to create login accounts, send invitation emails, resend invitations when links expire, and remove access when staff leave. This tutorial covers the Login Account section on staff profiles. Time: 10 minutes 4.3 Staff Levels and Experience Tiers Configure staff levels (Junior, Senior, Director) to organise your team by experience. Learn how to add custom levels, assign staff to levels, and set level-specific service pricing. Staff levels allow different prices and commission rates based on who performs the service. Time: 10 minutes 4.4 Tracking Staff Performance and Commission Use the Staff Performance report to track revenue, tips, and commission for each team member. Learn how to filter by date range, sort by different metrics, export for payroll, and understand how commission and tips are calculated. Time: 10 minutes 4.5 Viewing Staff Hours Worked Use the Hours Worked report to track rostered hours for each staff member. Learn how scheduled hours differ from working hours, how approved leave affects calculations, and how to export data for payroll and pension reporting. Time: 10 minutes 4.6 Setting Staff Display Order Use the up and down arrows to control the order staff appear in the calendar week view, transactions, reports, and the public booking portal. The default is seniority order; this tutorial covers overriding it and resetting back. Time: 3 minutes Recommended Reading Order For new users, complete these tutorials in",{"title":99,"description":850,"path":100,"section":847,"content":851},"Adding staff members to Luminate allows you to manage your team, track their appointments and transactions, assign them to the roster, and calculate their compensation. This tutorial walks you through","Tutorial 4.1: Adding New Staff Members Introduction Adding staff members to Luminate allows you to manage your team, track their appointments and transactions, assign them to the roster, and calculate their compensation. This tutorial walks you through creating a complete staff profile with contact details, role assignment, staff level, and compensation settings. Who this is for: Owner, Admin What you'll learn: Create a new staff profile Set contact details and employment information Assign a role (Admin, Manager, Staff, Receptionist) Configure compensation type (Hourly, Salary Only, Commission Only, Salary + Commission) Set staff level for tiered pricing Configure leave allowance and working days Control roster and appointment visibility Time to complete: 10 minutes Prerequisites Logged in as Owner or Admin Have the new staff member's details ready (name, email, phone) Know their role and compensation structure Step-by-Step Instructions Step 1: Access Staff Management Click Staff in the sidebar The staff list displays current team members Click the Add Staff Member button in the top-right corner The \"Add Staff Member\" form opens with nine sections. Step 2: Enter Personal Information The first section captures contact details: | Field | Required | Description | |-------|----------|-------------| | First Name | Yes | Given name | | Last Name | Yes | Surname | | Email | Yes | Work email address | | Mobile Number | No | Phone with country code selector | Entering Mobile Numbers: Click the country flag to select the correct country code Enter the phone number without leading zero Example: For UK number 07700 900123, select UK (+44) and enter \"7700900123\" Step 3: Assign a Role The Role section determines system permissions: | Role | Description | |------|-------------| | Admin | Full system access except billing management | | Manager | Operations access - roster, appointments, reports | | Staff | Own schedule, assigned appointments, transactions | | Receptionist | All s",{"title":103,"description":853,"path":104,"section":847,"content":854},"Staff login accounts give team members access to Luminate based on their role. Not every staff member needs a login account - you may manage some staff's appointments and roster for them. This tutoria","Tutorial 4.2: Managing Staff Login Accounts Introduction Staff login accounts give team members access to Luminate based on their role. Not every staff member needs a login account - you may manage some staff's appointments and roster for them. This tutorial covers creating login accounts, resending invitations, and removing access when staff leave. Who this is for: Owner, Admin What you'll learn: Understand the difference between staff profiles and user accounts Create a login account for a staff member Resend invitation emails Remove login access Handle the account setup process Time to complete: 10 minutes Prerequisites Logged in as Owner or Admin with `manage-staff-accounts` permission Complete Tutorial 4.1 (Adding New Staff Members) Staff member profile already exists in the system Step-by-Step Instructions Step 1: Understand Staff Profiles vs User Accounts | Type | Purpose | Required? | |------|---------|-----------| | Staff Profile | Work record - name, role, compensation, schedule | Yes, for all team members | | User Account | Login credentials - allows signing into Luminate | Optional | Key points: Every staff member has a profile Not every staff member needs a login account One staff member = one profile + zero or one user account Login access is based on the staff member's role Who needs login accounts: | Scenario | Needs Login? | |----------|-------------| | Stylists managing their own schedule | Yes | | Receptionists booking appointments | Yes | | Managers viewing reports | Yes | | Contractors whose bookings you manage | No | | Staff on long-term leave | Consider removing temporarily | Step 2: Create a Login Account To give a staff member system access: Navigate to Staff in the sidebar Click on the staff member's name to open their profile Scroll to the Login Account section Click Create Login Account What happens: A user account is created linked to the staff profile An invitation email is sent to the staff member's email address The email contains a l",{"title":107,"description":856,"path":108,"section":847,"content":857},"Staff levels allow you to organise team members by experience and set different prices for services based on who performs them. A haircut with a Junior stylist might cost £35, while the same service w","Tutorial 4.3: Staff Levels and Experience Tiers Introduction Staff levels allow you to organise team members by experience and set different prices for services based on who performs them. A haircut with a Junior stylist might cost £35, while the same service with a Director costs £60. This tutorial shows you how to configure staff levels and set level-based service pricing. Who this is for: Owner, Admin What you'll learn: Configure staff levels in salon settings Add custom staff levels Assign staff members to levels Set level-specific service pricing Reorder and manage levels Time to complete: 10 minutes Prerequisites Logged in as Owner or Admin Complete Tutorial 4.1 (Adding New Staff Members) Some services already created (see Section 7 tutorials) Step-by-Step Instructions Step 1: Access Staff Level Settings Staff levels are configured in your salon settings: Click the salon name in the header to open the salon dropdown Click Salon Settings to open salon settings Click the Staff tab Click the Levels sub-tab You'll see a list of existing staff levels, ordered from lowest to highest experience. Step 2: Understand System Levels Luminate includes three default system levels: | Level | Colour | Typical Use | |-------|--------|-------------| | Junior | Green | Entry-level staff, trainees, newly qualified | | Senior | Blue | Experienced staff, 3+ years qualified | | Director | Purple | Most experienced, master stylists, salon leaders | System levels: Cannot be deleted Can be renamed Can have their colour changed Can be deactivated if not needed Step 3: Add a Custom Level If the default three levels don't suit your salon structure: Click Add Custom Level below the existing levels Enter a Level Name (e.g., \"Apprentice\", \"Master\", \"Art Director\") Choose a Color from the colour picker Click Add Level The new level appears at the bottom of the list. You can reorder it afterwards. Example custom structures: Two-tier salon: Stylist (rename Senior) Senior Stylist (rename Directo",{"title":111,"description":859,"path":112,"section":847,"content":860},"Understanding how your team performs helps you make informed business decisions, run fair payroll, and identify coaching opportunities. This tutorial shows you how to use the Staff Performance report","Tutorial 4.4: Tracking Staff Performance and Commission Introduction Understanding how your team performs helps you make informed business decisions, run fair payroll, and identify coaching opportunities. This tutorial shows you how to use the Staff Performance report to track revenue, tips, and commission for each team member. Who this is for: Owner, Admin, Manager What you'll learn: Access the Staff Performance report Understand the metrics displayed Filter and sort performance data Export reports for payroll Interpret commission calculations Time to complete: 10 minutes Prerequisites Logged in as Owner, Admin, or Manager Some completed transactions in the system Staff members configured with commission rates (see Tutorial 4.1) Step-by-Step Instructions Step 1: Access the Staff Performance Report Click Reports in the sidebar Find Staff Reports section Click Staff Performance The report opens showing performance data for your team. Step 2: Understand the Date Range Filter The report defaults to the last 30 days. To adjust: Click the Date Range field to open the date picker Select your start and end dates Click Apply to update the report Click the reset icon (circular arrow) to return to the default date range Quick date presets: Below the date range, you'll find preset buttons for common periods: Today, This week, Last week, Last 7 days Last 30 days, Last 90 days This month, Last month, This year, Last year Common date ranges: Current month for ongoing tracking Previous month for payroll calculations Custom range for specific periods Step 3: Read the Summary Cards At the top of the report, four summary cards display: | Card | What It Shows | |------|---------------| | Total Revenue | Combined revenue from all staff in the period | | Avg per Staff | Average revenue per staff member (staff with revenue only) | | Total Tips | Combined tips received by all staff | | Total Commission | Combined commission earned by all staff | These give you a quick snapshot of team per",{"title":115,"description":862,"path":116,"section":847,"content":863},"Tracking staff working hours is essential for payroll processing, pension reports, and understanding workforce utilisation. The Hours Worked report shows rostered hours for each staff member, broken d","Tutorial 4.5: Viewing Staff Hours Worked Introduction Tracking staff working hours is essential for payroll processing, pension reports, and understanding workforce utilisation. The Hours Worked report shows rostered hours for each staff member, broken down by scheduled time and actual working time (excluding breaks). This tutorial shows you how to use this report effectively. Who this is for: Owner, Admin, Manager What you'll learn: Access the Hours Worked report Understand scheduled vs working hours Filter by date range Export data for payroll and pension reporting Identify staff hour patterns Time to complete: 10 minutes Prerequisites Logged in as Owner, Admin, or Manager Staff members with rostered shifts in the system (see Tutorial 5.1) Roster configured for your salon Step-by-Step Instructions Step 1: Access the Hours Worked Report Click Reports in the sidebar Find Staff Reports section Click Hours Worked The report opens showing rostered hours for your team. Step 2: Understand the Date Range Filter The report defaults to the last 30 days. To adjust: Click the Date Range picker to open the calendar Select your start and end dates Click Apply to update the report Click the reset button (circular arrow icon) to return to the default date range Quick date presets: Below the date range, you'll find preset buttons for common periods: Today, This week, Last week, Last 7 days Last 30 days, Last 90 days This month, Last month, This year, Last year Common date ranges: Last 30 days for ongoing tracking Last month for payroll calculations Custom quarters for pension reporting Step 3: Read the Summary Cards At the top of the report, four summary cards display: | Card | What It Shows | |------|---------------| | Total Working Hours | Combined working hours for all staff (excludes breaks) | | Staff Members | Number of staff with shifts in the period | | Avg Hours/Staff | Average working hours per staff member | | Total Shifts | Combined number of shifts across all staff | T",{"title":119,"description":865,"path":120,"section":847,"content":866},"By default Luminate lists your staff in seniority order — the order set by their staff levels (Director, Senior, Junior). If you want a different running order in the calendar (for example, front-of-h","Tutorial 4.6: Setting Staff Display Order Introduction By default Luminate lists your staff in seniority order — the order set by their staff levels (Director, Senior, Junior). If you want a different running order in the calendar (for example, front-of-house staff first, or sorted by who's most often booked), you can nudge staff up and down with the arrow buttons in Salon Settings → Staff → Display Order. The new order applies everywhere staff are listed: the calendar week view, the appointments grid, transactions, reports, and the public booking portal. Who this is for: Owner, Admin What you'll learn: Set a custom display order for your staff Understand where the order applies Add new staff and have them fall in at the bottom Reset back to seniority order if you change your mind Time to complete: 3 minutes Prerequisites Logged in as Owner or Admin At least two staff members in your salon Step-by-Step Instructions Step 1: Open the Display Order tab Click the salon name in the header to open the salon dropdown Click Salon Settings Click the Staff tab Click the Display Order sub-tab You'll see every active staff member as a row with up and down arrows on the left. Staff who don't appear on the calendar (for example a receptionist) are still shown here, with a small \"not on calendar\" label — keeping them in the list means the order stays consistent in places like the transactions screen. Step 2: Move staff up and down Click the up arrow to move a staff member up one position, or the down arrow to move them down. Each click is saved immediately — there's no separate \"save\" button. You can refresh the page and the order will stick. Step 3: Confirm the new order on the calendar Open Appointments or Roster from the sidebar The columns now appear in the order you set in Step 2 The same order is used in the public booking portal staff picker, the transactions staff dropdown, and any report that lists staff. Step 4: When you add a new staff member When you add a new staff me",{"title":123,"description":868,"path":124,"section":869,"content":870},"Control when your salon operates and manage staff availability.","Scheduling And Roster Management","Section 5: Scheduling and Roster Management Control when your salon operates and manage staff availability. Tutorials in This Section 5.1 Setting Up Your Weekly Roster Learn how to create shifts that define when staff are available for appointments. Navigate the weekly roster view, add and edit shifts with start/end times and breaks, and review weekly hours. Understand how the roster controls appointment availability. Time: 10 minutes 5.2 Managing Public Holidays and Bank Holidays Configure public holidays for your salon. Understand fixed vs floating holiday rules, add regional holidays, and see how holiday indicators appear on the roster. Learn to handle shift creation warnings on holiday dates. Time: 10 minutes 5.3 Duplicating and Managing Roster Patterns Save time by copying successful roster weeks into the future. Select which staff to include, choose duplication intervals, handle overwrite options, and manage bank holiday warnings during duplication. Time: 10 minutes 5.4 Time Blocks and Availability Management Block time for non-appointment activities like lunch breaks, meetings, and training. Create time blocks from the calendar, choose categories, and understand how blocked time affects appointment availability. Time: 8 minutes Recommended Reading Order For new users, complete these tutorials in order: 5.1 Setting Up Your Weekly Roster - Create staff shifts first 5.2 Managing Public Holidays - Configure holidays before planning rosters 5.3 Duplicating Roster Patterns - Efficiently copy rosters week to week 5.4 Time Blocks - Block time for non-appointment activities Quick Reference Essential Scheduling Tasks | Task | Tutorial | When | |------|----------|------| | Create shifts for new staff | 5.1 | When staff profile is created | | Configure salon holidays | 5.2 | During initial setup | | Plan next week's roster | 5.1 or 5.3 | Weekly | | Block lunch breaks | 5.4 | Weekly or as needed | | Duplicate roster forward | 5.3 | Weekly or fortnightly | | Review weekly ",{"title":129,"description":872,"path":130,"section":869,"content":873},"The roster defines when staff are available to take appointments. A shift tells the system that a staff member is working during specific hours. Without shifts, staff won't appear as available on the","Tutorial 5.1: Setting Up Your Weekly Roster Introduction The roster defines when staff are available to take appointments. A shift tells the system that a staff member is working during specific hours. Without shifts, staff won't appear as available on the appointment calendar. This tutorial shows you how to create and manage shifts for your team. Who this is for: Owner, Admin, Manager What you'll learn: Navigate the weekly roster view Create shifts for staff members Configure shift times and breaks Edit and delete shifts Understand weekly hours calculations Time to complete: 10 minutes Prerequisites Logged in as Owner, Admin, or Manager with `manage-roster` permission At least one active staff member with Show on roster enabled exists (see Tutorial 4.1) Understand your salon's opening hours and staffing needs Step-by-Step Instructions Step 1: Access the Roster Click Roster in the sidebar The roster displays the current week by default You'll see a grid with days across the top and staff members down the left side Understanding the roster layout: | Element | Description | |---------|-------------| | Week navigation | Buttons to move between weeks | | Day columns | Monday through Sunday with date numbers | | Staff rows | Each bookable staff member has a row | | Shift blocks | Coloured rectangles showing scheduled shifts | | Total Hours column | Weekly hours for each staff member | Note: Only staff with the Show on roster setting enabled appear on the roster. This setting is found on each staff member's profile (see Tutorial 4.1). Staff hidden from the roster cannot have shifts created for them, even if they're active. Step 2: Navigate Between Weeks The roster displays one week at a time: Navigation buttons: Previous Week - View the week before Next Week - View the following week This Week - Jump to the current week Select - Open a date picker to jump to any week Click the date picker (Select) to navigate to a specific date. The roster shows the week containing that d",{"title":133,"description":875,"path":134,"section":869,"content":876},"Public holidays affect your salon's scheduling. When configured, Luminate shows visual indicators on the roster and warns you before creating shifts on holiday dates. This helps prevent accidentally s","Tutorial 5.2: Managing Public Holidays and Bank Holidays Introduction Public holidays affect your salon's scheduling. When configured, Luminate shows visual indicators on the roster and warns you before creating shifts on holiday dates. This helps prevent accidentally scheduling staff when the salon is closed. This tutorial shows you how to configure holidays for your salon. Who this is for: Owner, Admin What you'll learn: Access public holiday settings Understand fixed vs floating holiday rules Add custom holidays for your region See holiday indicators on the roster Handle the shift creation warning Time to complete: 10 minutes Prerequisites Logged in as Owner or Admin Access to salon settings Step-by-Step Instructions Step 1: Access Public Holiday Settings Public holidays are managed in your salon settings: Click on your salon name in the header (the dropdown button showing your current salon) Select Salon Settings from the dropdown menu Click the Staff tab Click the Public Holidays sub-tab You'll see a list of holidays configured for your salon, divided into \"Standard Bank Holidays\" and \"Custom Holidays\". Step 2: Review Standard Holidays New salons come with UK bank holidays pre-configured: | Holiday | Rule Type | Date | |---------|-----------|------| | New Year's Day | Fixed | 1st January | | Good Friday | Floating | Friday before Easter | | Easter Monday | Floating | Monday after Easter | | Early May bank holiday | Floating | First Monday in May | | Spring bank holiday | Floating | Last Monday in May | | Summer bank holiday | Floating | Last Monday in August | | Christmas Day | Fixed | 25th December | | Boxing Day | Fixed | 26th December | These standard holidays are read-only and cannot be edited or deleted. They are automatically seeded for UK-based salons. Step 3: Understand Rule Types Luminate supports two types of holiday date rules: Fixed Holidays: Occur on the same date every year Example: Christmas Day is always 25th December You select the month and da",{"title":137,"description":878,"path":138,"section":869,"content":879},"Creating the same roster week after week is time-consuming. The duplication feature lets you copy an entire week's shifts to future weeks with one click. This tutorial shows you how to use roster dupl","Tutorial 5.3: Duplicating and Managing Roster Patterns Introduction Creating the same roster week after week is time-consuming. The duplication feature lets you copy an entire week's shifts to future weeks with one click. This tutorial shows you how to use roster duplication efficiently and avoid common pitfalls. Who this is for: Owner, Admin, Manager What you'll learn: Access the roster duplication feature Select staff to include in duplication Choose duplication mode and interval Handle overwrite options Manage bank holiday warnings Time to complete: 10 minutes Prerequisites Logged in as Owner, Admin, or Manager with `manage-roster` permission At least one week's roster already created (see Tutorial 5.1) Review Tutorial 5.2 if your salon observes public holidays Step-by-Step Instructions Step 1: Access Roster Duplication Navigate to Roster in the sidebar Navigate to the week you want to duplicate (the source week) Click the Duplicate button in the roster header The duplication dialog opens, titled \"Duplicate roster\". Step 2: Understand the Duplication Summary At the top of the dialog, you'll see a summary panel: ``` Week commencing 19/01/2026 · 6 staff selected · Target 4 weeks ``` This updates dynamically as you change settings, showing: The source week being copied (week commencing date) How many staff members are selected The target duration based on your mode and interval settings Step 3: Select Staff to Include The Staff to duplicate section shows checkboxes for each active, rosterable staff member: To select staff: Check individual staff members to include them Uncheck staff members to exclude them Click Select all to include everyone Click Clear to deselect all staff By default, all staff are selected when you open the dialog. When to exclude staff: Staff member is leaving soon Staff member has different hours in target weeks New staff not yet rostered Staff on extended leave Example: ``` ☑ Carroll Morissette (staff) ☑ Madelynn Marquardt (staff) ☐ Tom Brown",{"title":141,"description":881,"path":142,"section":869,"content":882},"Time blocks reserve time on the calendar for non-appointment activities. Use them for lunch breaks, team meetings, training sessions, or personal appointments. When time is blocked, appointments canno","Tutorial 5.4: Time Blocks and Availability Management Introduction Time blocks reserve time on the calendar for non-appointment activities. Use them for lunch breaks, team meetings, training sessions, or personal appointments. When time is blocked, appointments cannot be booked during that period. This tutorial shows you how to create and manage time blocks. Who this is for: Owner, Admin, Manager, Staff What you'll learn: Understand the difference between shifts and time blocks Create time blocks from the calendar Choose time block categories Adjust time blocks using drag and resize Edit a time block on the dedicated Edit page (including from mobile) Delete time blocks Understand conflict checking Time to complete: 10 minutes Prerequisites Logged in with at least Staff permissions Understanding of the appointment calendar (see Tutorial 2.1) Staff shifts already created (see Tutorial 5.1) Step-by-Step Instructions Step 1: Understand Shifts vs Time Blocks | Type | Purpose | Where Created | |------|---------|---------------| | Shift | Define when staff are working and available | Roster page | | Time Block | Block time for non-appointment activities | Calendar page | Key differences: Shifts make staff available for appointments Time blocks make staff unavailable during specific times Shifts appear on the roster; time blocks appear on the calendar Time blocks don't require shifts to exist first Step 2: Access Time Block Creation Time blocks are created from the appointment calendar: Click Appointments in the sidebar Navigate to the desired date using the calendar navigation Click the Block Time button in the page header (next to \"New Appointment\") The Block Time page opens with a form to create the time block. Step 3: Complete the Time Block Form The form is organised into sections. Fill in the time block details: Staff Member Section: | Field | Required | Description | |-------|----------|-------------| | Staff Member | Yes | Select who the time block is for from the d",{"title":145,"description":884,"path":146,"section":885,"content":886},"Manage staff time off with leave requests, approvals, and reporting.","Leave Management","Section 6: Leave Management Manage staff time off with leave requests, approvals, and reporting. Tutorials in This Section 6.1 Understanding Staff Leave Allowances Learn how leave allowances work in Luminate. Configure salon-wide leave settings including default allowance, carryover policy, and leave year start. Understand which leave types deduct from allowance and how to set individual staff overrides. Time: 10 minutes 6.2 Requesting and Managing Leave Submit leave requests with dates, leave types, and half-day periods (AM/PM). Check your allowance balance before requesting, and manage pending requests by editing or cancelling them. Time: 10 minutes 6.3 Approving and Rejecting Leave Requests Review pending leave requests as a manager. Check for conflicting appointments, approve requests with confirmation, or reject with a required reason. Request leave on behalf of staff members. Time: 10 minutes 6.4 Leave Reports and Year-End Management Access the Leave Report to view team-wide allowance summaries. Export data for payroll or records, and understand how year-end carryover is calculated automatically. Time: 8 minutes Recommended Reading Order For new users, complete these tutorials in order: 6.1 Understanding Staff Leave Allowances - Configure leave settings first 6.2 Requesting and Managing Leave - Learn the staff workflow 6.3 Approving and Rejecting Leave Requests - Learn the manager workflow 6.4 Leave Reports and Year-End Management - Team-wide reporting Quick Reference Leave Types | Type | Colour | Deducts from Allowance | |------|--------|------------------------| | Holiday | Green | Yes | | Sick | Red | No | | Unpaid | Grey | No | | Compassionate | Purple | No | | Maternity | Pink | No | | Paternity | Blue | No | | Other | Amber | No | Request Status Flow | Status | Description | |--------|-------------| | Pending | Awaiting manager review | | Approved | Leave confirmed | | Rejected | Request declined (reason provided) | | Cancelled | Withdrawn by requester |",{"title":151,"description":888,"path":152,"section":885,"content":889},"Leave allowances define how many days of annual leave each staff member can take per year. Luminate tracks leave allowances automatically, calculating remaining balances as leave requests are approved","Tutorial 6.1: Understanding Staff Leave Allowances Introduction Leave allowances define how many days of annual leave each staff member can take per year. Luminate tracks leave allowances automatically, calculating remaining balances as leave requests are approved. This tutorial explains how leave allowances work, how to configure salon-wide settings, and how to view staff balances. Who this is for: Owner, Admin What you'll learn: Understand how leave allowances work Configure salon leave settings (default allowance, year start, carryover) Understand leave types and which deduct from allowance Understand how working days affect leave calculations View leave allowance summaries Set individual staff allowance overrides Time to complete: 10 minutes Prerequisites Logged in as Owner or Admin Have staff members created (see Tutorial 4.1) Step-by-Step Instructions Step 1: Understand Leave Allowance Structure Each staff member has a yearly leave allowance that tracks: | Field | Description | |-------|-------------| | Base Allowance | Annual leave days allocated (from salon default or staff override) | | Carried Over | Days carried forward from the previous year (if carryover enabled) | | Total Allowance | Base + Carried Over = total available days | | Used | Days from approved leave requests (for types that deduct) | | Pending | Days from pending leave requests awaiting approval | | Remaining | Total - Used - Pending = days still available | Step 2: Configure Salon Leave Settings Configure default leave settings for all staff: Click your salon name in the header and select Salon Settings from the dropdown Click the Staff tab Click the Leave sub-tab Default Leave Days: Enter the number of annual leave days for staff. The default is 28 days (UK statutory minimum including bank holidays). Leave Year Start: Enter when your leave year begins in MM-DD format: `01-01` = January 1st (calendar year, default) `04-06` = April 6th (UK tax year) `07-01` = July 1st (financial year) Allow",{"title":155,"description":891,"path":156,"section":885,"content":892},"Staff can submit leave requests through Luminate for manager approval. This tutorial covers how to create leave requests, check your allowance balance, and manage pending requests. Managers can also r","Tutorial 6.2: Requesting and Managing Leave Introduction Staff can submit leave requests through Luminate for manager approval. This tutorial covers how to create leave requests, check your allowance balance, and manage pending requests. Managers can also request leave on behalf of staff members. Who this is for: Owner, Admin, Manager, Staff, Receptionist What you'll learn: Submit a new leave request Choose the correct leave type Use half-day periods (AM/PM) View your allowance and remaining balance Edit or cancel pending requests Time to complete: 10 minutes Prerequisites Logged in to Luminate Staff profile exists in the system Complete Tutorial 6.1 (Understanding Staff Leave Allowances) Step-by-Step Instructions Step 1: Access Leave Management Click Leave in the sidebar The Leave page displays: Your leave allowance summary card (if you're staff), showing Base, Carried Over, Total, Used, Pending, and Remaining days Filters for Status, Staff, and Year A table of leave requests Click Request Leave in the top-right corner Step 2: Select Staff Member (Managers Only) If you have permission to manage leave for other staff: The Staff Member section appears at the top of the form Search for and select the staff member The allowance summary updates to show their balance If you're requesting leave for yourself, this section doesn't appear (or shows only your name). Step 3: Choose Leave Type Click the Leave Type dropdown Search for or select the appropriate type: | Leave Type | Use For | Deducts from Allowance? | |------------|---------|------------------------| | Holiday | Annual leave, holidays, time off | Yes | | Sick | Illness, medical appointments | No | | Unpaid | Extended time off without pay | No | | Compassionate | Bereavement, family emergencies | No | | Maternity | Maternity leave | No | | Paternity | Paternity leave | No | | Other | Any other absence type | No | Each leave type shows whether it deducts from the allowance beneath the type name. Step 4: Select Leave",{"title":159,"description":894,"path":160,"section":885,"content":895},"Managers review pending leave requests and decide whether to approve or reject them. This tutorial covers the approval workflow, including checking for conflicting appointments, adding rejection reaso","Tutorial 6.3: Approving and Rejecting Leave Requests Introduction Managers review pending leave requests and decide whether to approve or reject them. This tutorial covers the approval workflow, including checking for conflicting appointments, adding rejection reasons, and managing requests on behalf of staff. Who this is for: Owner, Admin, Manager What you'll learn: View and review pending leave requests Approve requests with confirmation Reject requests with a required reason Handle conflicting appointments Request leave on behalf of staff members Time to complete: 10 minutes Prerequisites Logged in as Owner, Admin, or Manager At least one staff member with a pending leave request Complete Tutorial 6.1 (Understanding Staff Leave Allowances) Step-by-Step Instructions Step 1: Access Pending Leave Requests Click Leave in the sidebar The default view shows all leave requests for the current year Use the Status filter to select Pending to see only requests awaiting review If you can manage leave for multiple staff, use the Staff filter to narrow results The table shows: Staff: Who submitted the request Type: Leave type (Holiday, Sick, etc.) Dates: Start and end dates with period indicators (AM/PM) Days: Calculated working days Status: Pending, Approved, Rejected, or Cancelled Step 2: Open a Leave Request Click on any row in the table, or click View The leave request detail page opens The detail page shows two main cards: Request Details: Staff Member name Leave Type (with colour indicator) Dates (formatted as range) Period (Full Days, or AM/PM start/end) Working Days (calculated) Reason (if provided) Status & Timeline: Current status badge Requested date and time If requested on behalf of staff by a manager, shows who submitted it Approved/Rejected date and by whom (if applicable) Rejection reason displayed in a highlighted box (if rejected) Step 3: Check for Conflicting Appointments If the staff member has appointments scheduled during the requested leave period, a Co",{"title":163,"description":897,"path":164,"section":885,"content":898},"The Leave Report provides a team-wide view of leave allowances and usage. This tutorial covers accessing leave reports, understanding the summary data, and how year-end carryover is handled automatica","Tutorial 6.4: Leave Reports and Year-End Management Introduction The Leave Report provides a team-wide view of leave allowances and usage. This tutorial covers accessing leave reports, understanding the summary data, and how year-end carryover is handled automatically based on your salon's settings. Who this is for: Owner, Admin, Manager What you'll learn: Access and interpret the Leave Report View team-wide allowance summaries Export leave data for payroll or records Understand how year-end carryover works automatically Time to complete: 8 minutes Prerequisites Logged in as Owner, Admin, or Manager Staff members with leave data to report on Complete Tutorial 6.1 (Understanding Staff Leave Allowances) Step-by-Step Instructions Step 1: Access the Leave Report Click Reports in the sidebar Under Staff Reports, click Leave Report The Leave Report page opens Step 2: Filter by Year The report defaults to the current year. To view a different year: Use the Year dropdown at the top Select the desired year The report updates to show data for that year Step 3: Review Summary Cards At the top of the report, four summary cards display: | Card | Description | |------|-------------| | Total Staff | Number of staff members included in the report | | Total Days Taken | Combined approved leave days across all staff (for types that deduct from allowance) | | Avg per Staff | Average days taken per staff member | | Pending Requests | Number of pending leave requests awaiting approval | Note: If \"Pending Requests\" shows a number greater than 0, there are requests waiting for manager review. Step 4: Review the Staff Leave Table The main table shows leave data for each staff member: | Column | Description | |--------|-------------| | Staff Member | Name (links to staff profile) | | Role | Staff role badge | | Allowance | Total allowance for the year (Base + Carried Over) | | Used | Days taken from approved leave requests | | Pending | Days from pending requests | | Remaining | Allowance -",{"title":167,"description":900,"path":168,"section":901,"content":902},"Build and manage your service menu and product catalogue.","Services And Products","Section 7: Services and Products Build and manage your service menu and product catalogue. Tutorials in This Section 7.1 Creating and Managing Your Service Menu Create services with pricing, duration, and staff level overrides. Set processing time for colour services, configure consultation and skin test requirements, and assign categories to organise your menu. Time: 15 minutes 7.2 Product Catalog and Inventory Management Add retail and professional products to your catalogue. Track stock levels with low stock alerts, adjust inventory for deliveries and discrepancies, and set up pricing with profit margin calculations. Time: 15 minutes 7.3 Using Categories to Organise Services and Products Create categories to group services and products. Choose between Product, Service, and Both types. Use categories to filter lists and organise your catalogue effectively. Time: 10 minutes Recommended Reading Order For new users, complete these tutorials in order: 7.1 Creating and Managing Your Service Menu - Set up your core services 7.3 Using Categories to Organise Services and Products - Plan your category structure 7.2 Product Catalog and Inventory Management - Add retail products (if applicable) Quick Reference Essential Service Tasks | Task | Tutorial | When | |------|----------|------| | Create a new service | 7.1 | Initial setup, adding offerings | | Set staff level pricing | 7.1 | Different prices per experience level | | Add processing time | 7.1 | Colour services with development time | | Deactivate a service | 7.1 | Discontinuing a service | | Create service categories | 7.3 | Organising service menu | Essential Product Tasks | Task | Tutorial | When | |------|----------|------| | Add a product | 7.2 | Initial setup, new stock | | Set low stock alert | 7.2 | Prevent running out | | Adjust stock levels | 7.2 | Deliveries, stock takes, damage | | Check low stock items | 7.2 | Regular inventory review | | Create product categories | 7.3 | Organising product catalogue | Se",{"title":173,"description":904,"path":174,"section":901,"content":905},"Your service menu is the foundation of your salon's booking system. Every appointment requires selecting a service, so having an accurate menu with correct pricing and durations is essential for smoot","Tutorial 7.1: Creating and Managing Your Service Menu Introduction Your service menu is the foundation of your salon's booking system. Every appointment requires selecting a service, so having an accurate menu with correct pricing and durations is essential for smooth operations. This tutorial covers creating services, setting prices with staff level overrides, and managing your service list. Who this is for: Owner, Admin What you'll learn: Create services with pricing and duration Set up staff level pricing overrides Configure processing time for colour services Mark a service as a colour service and set the included colour grams Configure deposit requirements for services Assign categories to organise services Control which services are available for online booking Activate and deactivate services Time to complete: 15 minutes Prerequisites Logged in as Owner or Admin with `manage-services` permission Complete Tutorial 1.2 (Setting Up Your Salon Profile) Optionally: Staff levels configured (Tutorial 4.3) Optionally: Colour formula mode set to Formulas or Full (Tutorial 20.2) — required before the Colour Service card appears Step-by-Step Instructions Step 1: Access Service Management Click Services in the sidebar The Services page displays your current services To manage your service categories, click Manage Categories in the top-right corner (see Tutorial 7.3) Click Add Service in the top-right corner to create a new service Step 2: Enter Basic Information The Basic Information section captures core service details: Service Name (required): Enter a clear, descriptive name customers will recognise. Example: \"Cut & Blow Dry\" rather than \"CBD\" Be specific: \"Ladies Cut\" vs \"Gents Cut\" Categories: Type to search existing categories or create new ones. Categories help organise your service menu. See Tutorial 7.3 for category management. Description (optional): Add details about what's included in the service. ``` Example: \"Includes consultation, wash, precision cut, and ",{"title":177,"description":907,"path":178,"section":901,"content":908},"Managing product inventory helps you track retail items sold to clients and professional supplies used in services. Luminate's inventory system tracks stock levels, displays low stock alerts, calculat","Tutorial 7.2: Product Catalog and Inventory Management Introduction Managing product inventory helps you track retail items sold to clients and professional supplies used in services. Luminate's inventory system tracks stock levels, displays low stock alerts, calculates profit margins, and records adjustments when stock changes. Who this is for: Owner, Admin What you'll learn: Add products to your catalogue Assign a brand to each product Set up pricing, SKUs, and barcodes Track stock levels and low stock alerts Adjust stock for deliveries and discrepancies Use the Colour tab to add and stock-take gram-tracked colour products Activate and deactivate products Time to complete: 15-20 minutes Prerequisites Logged in as Owner or Admin with `manage-products` permission Complete Tutorial 1.1 (Initial Salon Setup) List of products with pricing information Optional: colour formula mode set to Formulas or Full (Tutorial 20.2) — required before the Colour tab appears Step-by-Step Instructions Step 1: Access Product Management Click Products in the sidebar The Products page displays your current inventory Click Add Product in the top-right corner Page header buttons: The Products tab also exposes Manage Categories and Manage Brands in the top-right, so you can jump straight to those catalogues without leaving the Products area. Low Stock Alert: If any products are below their low stock threshold, a yellow alert card appears above the filter section. Click View Low Stock to filter to those products. Step 2: Enter Basic Information The first form section captures product identification: Product Name (required): Enter the full product name as it appears on packaging. ``` Example: \"Olaplex No. 3 Hair Perfector 100ml\" ``` SKU (optional): Enter a unique stock keeping unit code. ``` Example: \"OLAP-003-100\" ``` Barcode (optional): Enter the product barcode from packaging. If you have a barcode scanner connected, scan the product to auto-fill this field. Categories: Type to search exist",{"title":181,"description":910,"path":182,"section":901,"content":911},"Categories (also called tags) help you organise your services and products into logical groups. You can create categories for service types, product lines, brands, or any other grouping that makes sen","Tutorial 7.3: Using Categories to Organise Services and Products Introduction Categories (also called tags) help you organise your services and products into logical groups. You can create categories for service types, product lines, brands, or any other grouping that makes sense for your salon. Categories appear as filters on the Services and Products pages, making it easy to find specific items. Who this is for: Owner, Admin What you'll learn: Create and manage categories Assign categories to services and products Choose between Product, Service, and Both types Merge and delete categories Time to complete: 10 minutes Prerequisites Logged in as Owner or Admin with `manage-services` or `manage-products` permission Complete Tutorial 7.1 (Creating Services) or 7.2 (Product Catalog) Step-by-Step Instructions Step 1: Access Category Management From the Services or Products page: Click Manage Categories in the top-right area The Categories page opens with three tabs: Product: Categories for products only Service: Categories for services only Both: Categories that apply to both products and services The tab you see first depends on which page you came from. If you navigated from Services, the Service tab is selected; from Products, the Product tab is selected. Otherwise, the Product tab is shown by default. Step 2: Create a Category Click Add Category in the top-right corner A dialog opens with the following fields: Name (required): Enter a descriptive category name. ``` Example: \"Hair Cutting\", \"Colour Services\", \"Styling Products\", \"Olaplex\" ``` Type (required): Select where this category can be used: | Type | Use For | |------|---------| | Product only | Categories for products (e.g., \"Hair Care\", \"Retail\") | | Service only | Categories for services (e.g., \"Colour Services\", \"Styling\") | | Both products and services | Categories that span both (e.g., \"Premium\", \"Vegan\") | Colour (optional): Click a colour from the 12-colour palette to visually identify the category. Cl",{"title":185,"description":913,"path":186,"section":914,"content":915},"Manage transactions, payments, refunds, and track outstanding balances.","Financial Management","Section 8: Financial Management Manage transactions, payments, refunds, and track outstanding balances. Tutorials in This Section 8.1 Understanding Transactions and Payment Status Learn what transactions contain, how status transitions work, and the difference between transaction status (pending, completed, refunded, cancelled) and payment status (unpaid, partial, paid). Understand how transactions link to appointments. Time: 15 minutes 8.2 Handling Refunds and Cancellations Process refunds for completed transactions and cancel pending ones. Understand who can process refunds (Owners, Admins, and Managers), how stock is restored, and refund method selection. Time: 10 minutes 8.3 Gift Vouchers - Selling and Redeeming Sell gift vouchers through Quick POS with preset or custom amounts. Redeem vouchers as payment, handle partial redemptions, and check voucher balances. Time: 10 minutes 8.4 Deposits and Pre-Payments Set deposit amounts on appointments to reduce no-shows. Collect deposits via Quick POS, track deposit status, and understand how deposits apply to final bills. Time: 10 minutes 8.5 Managing Outstanding Balances Use the Accounts Receivable report to track customers with outstanding balances. View days overdue, export for follow-up, and record late payments. Time: 10 minutes Recommended Reading Order For new users, complete these tutorials in order: 8.1 Understanding Transactions and Payment Status - Core concepts 8.3 Gift Vouchers - Selling and accepting voucher payments 8.4 Deposits and Pre-Payments - Taking deposits for appointments 8.2 Handling Refunds and Cancellations - Reversing transactions 8.5 Managing Outstanding Balances - Tracking unpaid amounts Quick Reference Transaction Statuses | Status | Description | |--------|-------------| | Pending | Transaction created but not finalised | | Completed | Finalised and counted in revenue | | Refunded | Reversed - money returned | | Cancelled | Voided before completion | Payment Statuses | Status | Description",{"title":191,"description":917,"path":192,"section":914,"content":918},"Every time money changes hands in your salon - whether for a haircut, product sale, or gift voucher - Luminate creates a transaction. Understanding how transactions work, their lifecycle, and payment","Tutorial 8.1: Understanding Transactions and Payment Status Introduction Every time money changes hands in your salon - whether for a haircut, product sale, or gift voucher - Luminate creates a transaction. Understanding how transactions work, their lifecycle, and payment statuses is fundamental to managing your salon's finances accurately. This tutorial explains transaction anatomy, status transitions, payment tracking, and how appointments link to billing. Who this is for: All salon staff, especially those processing payments and managing finances. What you'll learn: What a transaction is and what it contains Transaction statuses (draft, pending, completed, refunded, cancelled) Payment statuses (unpaid, partial, paid, overpaid) How transactions link to appointments Reading transaction details and history Transaction numbering and tracking Time to complete: 15 minutes Prerequisites Before you begin: You should understand basic appointment and customer concepts You should have processed at least one transaction to see examples Step-by-Step Instructions Step 1: What Is a Transaction? A transaction is a financial record of goods or services sold to a customer. Every transaction in Luminate contains: | Component | Description | Example | |-----------|-------------|---------| | Transaction Number | Unique identifier | TXN-20241210-0001 | | Customer | Who purchased (or Walk-in) | Sarah Johnson | | Date & Time | When it occurred | 10 Dec 2024, 14:30 | | Items | Services/Products sold | Women's Cut, Styling Product | | Amounts | Financial breakdown | Subtotal, Tax, Discounts, Tip, Total | | Payments | How customer paid | £50 Card, £10 Cash | | Staff | Who served (per item) | Jane (service), Tom (product) | | Status | Transaction state | Completed | | Payment Status | Payment state | Paid | Transactions vs Appointments: An appointment is a booking for future service A transaction is the financial record when payment happens One appointment can generate one transaction (most",{"title":195,"description":920,"path":196,"section":914,"content":921},"Even in the best-run salons, situations arise requiring refunds - unhappy customers, service errors, incorrect charges, or cancellations after payment. Processing refunds correctly protects your finan","Tutorial 8.2: Handling Refunds and Cancellations Introduction Even in the best-run salons, situations arise requiring refunds - unhappy customers, service errors, incorrect charges, or cancellations after payment. Processing refunds correctly protects your financial records, maintains customer trust, and ensures accurate reporting. This tutorial covers the complete refund process, permissions required, and the crucial difference between refunds and cancellations. Who this is for: Owners, Admins, and Managers who handle customer complaints and financial corrections. What you'll learn: When to issue refunds vs cancellations Processing refunds Permission requirements for refunds How refunds affect stock and reports Cancelling pending transactions Time to complete: 10 minutes Prerequisites Before you begin: You must be logged in as an Owner, Admin, or Manager (Staff and Receptionists cannot process refunds) Managers have the `refund-transactions` permission and can process refunds Complete Tutorial 8.1 (Understanding Transactions and Payment Status) The transaction you want to refund must be completed Step-by-Step Instructions Step 1: Understanding Refunds vs Cancellations Refund: Reversing a completed transaction after money has been exchanged. | Characteristic | Details | |---------------|---------| | Original transaction | Completed and counted in revenue | | Timing | After payment processed | | Financial impact | Revenue recorded then subtracted | | Stock impact | Products returned to inventory | | Who can do it | Owners, Admins, and Managers | Cancellation: Voiding a pending transaction before completion. | Characteristic | Details | |---------------|---------| | Original transaction | Never completed, no revenue recorded | | Timing | Before payment finalised | | Financial impact | No revenue impact | | Stock impact | No stock change (never decremented) | | Who can do it | Most roles can cancel pending transactions | Decision tree: ``` Transaction completed? ├─ No ",{"title":199,"description":923,"path":200,"section":914,"content":924},"Gift vouchers are a brilliant way to attract new customers and increase revenue. Luminate's voucher system handles selling vouchers through the Quick POS, generating unique codes, redeeming vouchers a","Tutorial 8.3: Gift Vouchers - Selling and Redeeming Introduction Gift vouchers are a brilliant way to attract new customers and increase revenue. Luminate's voucher system handles selling vouchers through the Quick POS, generating unique codes, redeeming vouchers as payment, and tracking balances. This tutorial covers everything from configuring voucher settings to selling, redemption, and reporting. Who this is for: All staff who process sales and payments. What you'll learn: Configuring gift voucher settings Selling vouchers through Quick POS Entering recipient details Viewing voucher details and redemption history Redeeming vouchers as payment method Handling partial redemptions Checking voucher balances Voiding vouchers Using the Gift Voucher report Time to complete: 15 minutes Prerequisites Before you begin: Complete Tutorial 8.1 (Understanding Transactions and Payment Status) Familiarity with creating transactions via Quick POS Admin or Owner access for configuring gift voucher settings Step-by-Step Instructions Step 1: Understanding Gift Vouchers in Luminate A gift voucher represents prepaid credit that can be redeemed against future purchases. Voucher properties: | Property | Description | Example | |----------|-------------|---------| | Code | Unique identifier | GVAB12CD34 | | Initial Value | Original voucher amount | £50.00 | | Current Balance | Remaining credit | £50.00 (or less after use) | | Status | Active, Redeemed, Expired, Voided | Active | | Recipient | Who can use it | Emma Wilson | | Issued Date | When sold | 10 Dec 2024 | | Expiry Date | When it expires (if set) | 10 Dec 2025 | Voucher lifecycle: ``` Created (sold) ↓ Active (can be used) ↓ Redeemed (fully used) OR Expired (past expiry date) OR Voided (cancelled) ``` Step 2: Configuring Gift Voucher Settings Before selling vouchers, an Admin or Owner should configure gift voucher settings for the salon. Navigate to Salon Settings Select the Gift Vouchers tab Configure the following settings: Vou",{"title":203,"description":926,"path":204,"section":914,"content":927},"Taking deposits for appointments protects your salon from no-shows and last-minute cancellations, particularly for high-value services like bridal hair, colour corrections, or group bookings. Luminate","Tutorial 8.4: Deposits and Pre-Payments Introduction Taking deposits for appointments protects your salon from no-shows and last-minute cancellations, particularly for high-value services like bridal hair, colour corrections, or group bookings. Luminate allows you to set deposit amounts when booking appointments and track their payment status. This tutorial covers setting deposit requirements and collecting deposit payments. Who this is for: All staff who take bookings and process payments. What you'll learn: When to require deposits Setting deposit amounts on appointments Collecting deposit payments (in-salon and via payment links) Tracking deposit status Applying deposits to final bills Time to complete: 10 minutes Prerequisites Before you begin: Complete Tutorial 2.2 (Booking and Managing Appointments) Complete Tutorial 8.1 (Understanding Transactions and Payment Status) Familiarity with Quick POS Step-by-Step Instructions Note: This tutorial covers manual deposits collected in-salon through the Point of Sale, as well as deposit payment links you can send to customers for remote payment via Stripe. If you want to collect deposits automatically when customers book online, see Tutorial 18.5: Collecting Online Booking Deposits with Stripe. All deposit types are tracked on the appointment and work with the same final billing flow. Step 1: Understanding Deposits in Luminate A deposit is a partial payment taken in advance to secure a booking. | Characteristic | Details | |---------------|---------| | Manual POS Deposits | Collected in-salon via Quick POS (this tutorial) | | Deposit Payment Links | Sent to customers via email/SMS for remote Stripe payment (this tutorial) | | Online Stripe Deposits | Collected automatically during online booking (Tutorial 18.5) | | Set on | Individual appointments | | Amount | Any value you choose (manual), auto-calculated from service settings, or configured per service (online) | | Tracking | Deposit Paid (yes/no) on appointment | | Ap",{"title":207,"description":929,"path":208,"section":914,"content":930},"Not every customer pays in full at checkout. Some salons allow partial payments, customer accounts, or encounter situations where full payment isn't collected. Managing outstanding balances properly e","Tutorial 8.5: Managing Outstanding Balances Introduction Not every customer pays in full at checkout. Some salons allow partial payments, customer accounts, or encounter situations where full payment isn't collected. Managing outstanding balances properly ensures you track money owed and follow up systematically. This tutorial covers tracking unpaid amounts, using the Accounts Receivable report, and recording late payments. Who this is for: Owners, Admins, and Managers who handle payments and follow-up on outstanding balances. What you'll learn: Understanding partial payments and unpaid transactions Viewing outstanding balances by customer Using the Accounts Receivable report Recording payments on existing transactions Following up on unpaid amounts Time to complete: 10 minutes Prerequisites Before you begin: Complete Tutorial 8.1 (Understanding Transactions and Payment Status) Understand your salon's payment terms Step-by-Step Instructions Step 1: Understanding Outstanding Balances An outstanding balance exists when transaction total exceeds payments received. Payment status recap: | Status | Total Paid | Outstanding Balance | |--------|-----------|-------------------| | Unpaid | £0.00 of £100.00 | £100.00 | | Partial | £30.00 of £100.00 | £70.00 | | Paid | £100.00 of £100.00 | £0.00 | Common scenarios creating outstanding balances: | Scenario | Example | |----------|---------| | Customer tab/account | Regular customer, pays monthly | | Partial payment at checkout | Customer pays £50 of £100, promises rest later | | Deposit only paid | Deposit recorded but full balance not yet collected | | Payment plan | Agreement to pay in instalments | Step 2: Accessing the Accounts Receivable Report The Accounts Receivable report shows all customers with outstanding balances. To access: Navigate to Reports in the sidebar Under Financial Reports, click Accounts Receivable Report summary shows: Total Outstanding - Sum of all unpaid amounts Customers with Balance - Number of custo",{"title":211,"description":932,"path":212,"section":933,"content":934},"Understand your salon's performance with comprehensive reports. This section covers the dashboard overview, revenue reports, staff performance tracking, customer analytics, accounts receivable, VAT/ta","Reporting And Analytics","Section 9: Reporting & Analytics Understand your salon's performance with comprehensive reports. This section covers the dashboard overview, revenue reports, staff performance tracking, customer analytics, accounts receivable, VAT/tax reporting, and payroll processing. Tutorials in This Section 9.1 Understanding Your Dashboard The dashboard gives you a quick overview of your salon's performance. Learn how to read the key metrics (appointments, revenue, customers, transactions), switch between time periods (today, week, month, custom), compare to previous periods, and understand the visual charts showing trends and staff performance. Time: 10-15 minutes 9.2 Running Revenue Reports The revenue report shows your daily income broken down by source. This tutorial explains how to view revenue by date, understand the breakdown (services, products, tips, tax), filter by date range, compare periods, and export data to Excel for accounting. Perfect for tracking financial performance. Time: 10-15 minutes 9.3 Staff Performance and Commission Reports See which team members are your top performers. Learn how to run staff performance reports, view revenue and commission by staff member, understand how commission is calculated on services and products, track appointment counts, and export data for payroll processing. Time: 15-20 minutes 9.4 Customer Analytics - Top Customers and Retention Know your best customers. This guide shows you how to run the top customers report, see who spends the most, track visit frequency, calculate average ticket size, monitor customer retention, and identify VIPs worth extra attention. Use this data to reward loyal customers and improve retention. Time: 10-15 minutes 9.5 Accounts Receivable and Outstanding Balance Reports Track money owed to your salon. Learn how to view the accounts receivable report, see which customers have unpaid balances, understand aging of debts, send payment reminders, and monitor collection rates. Essential for maintaining he",{"title":217,"description":936,"path":218,"section":933,"content":937},"The dashboard gives you a quick overview of your salon's performance. It's organised into two main sections: Right Now (today's real-time information) and Analytics (period-based performance metrics).","Tutorial 9.1: Understanding Your Dashboard Introduction The dashboard gives you a quick overview of your salon's performance. It's organised into two main sections: Right Now (today's real-time information) and Analytics (period-based performance metrics). Learn how to read the key metrics, switch between time periods, compare to previous periods, and understand the visual charts showing trends and staff performance. Who this is for: All Luminate users. Owners, admins, and managers see the full dashboard with salon-wide analytics. Staff and receptionists see today's information and their personal performance metrics. What you'll learn: Recognising the onboarding checklist (for new salons still being set up) Understanding the \"Right Now\" section with today's appointments and alerts Reading the quick stats bar Switching between time periods and navigating with period arrows Understanding the operators leaderboard (owners, admins, managers) Interpreting sales breakdowns and comparisons (owners, admins, managers) Using the rebooking rate and revenue trend charts (owners, admins, managers) Reading your personal performance card (staff, receptionists) Reading your leave allowance card Time to complete: 10-15 minutes Prerequisites Before you begin, make sure you have: A Luminate account (any role) At least a few completed appointments and transactions (for meaningful data) Access to the Dashboard (visible in the sidebar) Step-by-Step Instructions Step 1: Navigate to the Dashboard Log in to Luminate Click Dashboard in the sidebar menu (it's usually the first item) The dashboard loads showing your salon's performance overview The dashboard is your command centre - it's designed to give you the most important information without needing to run individual reports. Note: If your salon is still being set up, you'll see a Getting Started checklist at the top of the dashboard. This guides you through essential setup steps like adding staff, configuring services, and setting your o",{"title":221,"description":939,"path":222,"section":933,"content":940},"The revenue report shows your daily income broken down by source. This tutorial explains how to view revenue by date, understand the breakdown (services, products, discounts, tax, tips, and refunds),","Tutorial 9.2: Running Revenue Reports Introduction The revenue report shows your daily income broken down by source. This tutorial explains how to view revenue by date, understand the breakdown (services, products, discounts, tax, tips, and refunds), filter by date range, read the trend chart, and export data for accounting. Perfect for tracking financial performance. Who this is for: Salon owners, admins, and managers responsible for financial tracking and accounting. What you'll learn: Navigating to the Daily Revenue report Understanding the summary cards Filtering by date range Reading the revenue table Understanding the revenue trend chart Exporting data for accounting Time to complete: 10-15 minutes Prerequisites Before you begin, make sure you have: A Luminate account with Owner, Admin, or Manager role At least some completed transactions in your salon For exporting: Owner or Admin role (Managers can view but not export) Step-by-Step Instructions Step 1: Navigate to the Reports Section Log in to Luminate Click Reports in the sidebar menu You'll see the Reports index page with categories: Financial Reports, Customer Reports, Staff Reports, Messaging Reports, Appointment Reports, and Inventory Reports Step 2: Open the Daily Revenue Report In the Financial Reports category, find Daily Revenue Click on it to open the report The report loads showing revenue for the current period Step 3: Understanding the Summary Cards At the top of the report, you'll see seven summary cards: | Card | What It Shows | |------|---------------| | Gross Revenue | Sum of all completed transaction revenue | | Refunds | Total value of refunded transactions | | Net Revenue | Gross revenue minus refunds — your actual earnings | | Service Revenue | Revenue from services only | | Product Revenue | Revenue from product sales only | | Transactions | Total number of transactions | | Total Tips | Sum of all tips received | These cards give you a quick overview of your salon's financial performanc",{"title":225,"description":942,"path":226,"section":933,"content":943},"See which team members are your top performers. Learn how to run staff performance reports, view revenue and commission by staff member, understand how commission is calculated on services and product","Tutorial 9.3: Staff Performance and Commission Reports Introduction See which team members are your top performers. Learn how to run staff performance reports, view revenue and commission by staff member, understand how commission is calculated on services and products, track transaction counts, and export data for payroll processing. Who this is for: Salon owners, admins, and managers who need to track team productivity and calculate commissions. What you'll learn: Running the staff performance report Understanding revenue by staff member How commission is calculated Reading the performance chart Exporting data for payroll Time to complete: 15-20 minutes Prerequisites Before you begin, make sure you have: A Luminate account with Owner, Admin, or Manager role Staff members set up with commission rates (see Tutorial 4.1) Completed transactions attributed to staff members For exporting: Owner or Admin role Step-by-Step Instructions Step 1: Navigate to the Staff Performance Report Log in to Luminate Click Reports in the sidebar menu In the Staff Reports category, click Staff Performance The report loads showing performance for the current period Step 2: Understanding the Summary Cards At the top of the report, you'll see four summary cards: | Card | What It Shows | |------|---------------| | Total Revenue | Combined revenue from all staff | | Avg per Staff | Average revenue per staff member (only counting those with revenue) | | Total Tips | Combined tips attributed to all staff | | Total Commission | Combined commission earned by all staff | These give you a quick overview before diving into individual staff figures. Step 3: Using the Date Range Filter The date filter controls which period you're viewing: Quick Preset Buttons: Today – Current day only This week – Current week (Monday to Sunday) Last week – Previous full week Last 7 days – Rolling 7-day period Last 30 days – Rolling 30-day period Last 90 days – Rolling 90-day period This month – Current calendar month ",{"title":229,"description":945,"path":230,"section":933,"content":946},"Know your best customers. This guide shows you how to run the top customers report, see who spends the most, track visit frequency, calculate average ticket size, monitor customer retention, and ident","Tutorial 9.4: Customer Analytics - Top Customers and Retention Introduction Know your best customers. This guide shows you how to run the top customers report, see who spends the most, track visit frequency, calculate average ticket size, monitor customer retention, and identify VIPs worth extra attention. Use this data to reward loyal customers and improve retention. Who this is for: Salon owners, admins, and managers who want to understand their customer base and improve retention. What you'll learn: Running the top customers report Understanding customer value metrics Identifying VIP customers Tracking visit frequency and retention Exporting customer data for marketing Time to complete: 10-15 minutes Prerequisites Before you begin, make sure you have: A Luminate account with Owner, Admin, or Manager role Customers in your database with transaction history For exporting: Owner or Admin role Step-by-Step Instructions Step 1: Navigate to the Top Customers Report Log in to Luminate Click Reports in the sidebar menu In the Customer category, click Top Customers The report loads showing your highest-value customers Step 2: Understanding the Summary Cards At the top of the report, you'll see summary metrics: | Card | What It Shows | |------|---------------| | Customers | Number of unique customers with transactions in the selected period | | Total Revenue | Combined spending from all customers | | Avg per Customer | Average revenue per customer (Total Revenue ÷ Customers) | | Avg Visits | Average number of transactions per customer | These headline figures help you understand overall customer engagement. Step 3: Using the Date Range Filter Control which period the report analyses: Preset Options: Today - Current day only This week - Current Monday to Sunday Last week - Previous Monday to Sunday Last 7 days - Rolling 7-day period Last 30 days - Rolling 30-day period Last 90 days - Rolling 90-day period This month - Current calendar month Last month - Previous calendar mo",{"title":233,"description":948,"path":234,"section":933,"content":949},"Track money owed to your salon. Learn how to view the accounts receivable report, see which customers have unpaid balances, understand aging of debts, send payment reminders, and monitor collection ra","Tutorial 9.5: Accounts Receivable and Outstanding Balance Reports Introduction Track money owed to your salon. Learn how to view the accounts receivable report, see which customers have unpaid balances, understand aging of debts, send payment reminders, and monitor collection rates. Essential for maintaining healthy cash flow. Who this is for: Salon owners, admins, and managers responsible for collecting payments and managing cash flow. What you'll learn: Running the accounts receivable report Understanding outstanding balances Identifying overdue accounts Following up on unpaid invoices Exporting data for bookkeeping Time to complete: 10-15 minutes Prerequisites Before you begin, make sure you have: A Luminate account with Owner, Admin, or Manager role Transactions in your system (some may have outstanding balances) For exporting: Owner or Admin role Step-by-Step Instructions Step 1: Navigate to the Accounts Receivable Report Log in to Luminate Click Reports in the sidebar menu In the Financial Reports category, click Accounts Receivable The report loads showing all customers with outstanding balances Step 2: Understanding the Summary Cards At the top of the report, you'll see key metrics: | Card | What It Shows | |------|---------------| | Total Outstanding | Total amount owed across all customers | | Customers with Balance | Number of customers with unpaid amounts | | Average Balance | Average amount owed per customer | | Oldest Overdue | Days since the oldest unpaid transaction | What to look for: High total outstanding may indicate collection issues Large number of accounts might suggest payment policy review needed Old debts are harder to collect - prioritise recent ones first Step 3: Reading the Accounts Receivable Table The main table lists all customers with outstanding balances: | Column | Description | |--------|-------------| | Customer | Customer name (click to view outstanding transactions) | | Email | Customer's email address | | Phone | Customer's ph",{"title":237,"description":951,"path":238,"section":933,"content":952},"Processing payroll? Luminate calculates base pay, commission, and tips for your team. This guide covers running payroll reports, viewing the full pay breakdown for each staff member, verifying calcula","Tutorial 9.6: Payroll Processing and Reports Introduction Processing payroll? Luminate calculates base pay, commission, and tips for your team. This guide covers running payroll reports, viewing the full pay breakdown for each staff member, verifying calculations, finalising payroll periods, and exporting data for your payroll provider. Who this is for: Salon owners and admins responsible for paying staff. What you'll learn: Navigating the payroll report Understanding pay type calculations Reading the payroll breakdown (hours, revenue, base pay, commission, tips) Verifying payroll entries Recalculating payroll when needed Finalising and exporting payroll data Time to complete: 20-25 minutes Prerequisites Before you begin, make sure you have: A Luminate account with Owner or Admin role Staff members set up with compensation types and rates (see Tutorial 4.1) Commission rates configured for service and product sales Completed transactions for the payroll period Step-by-Step Instructions Step 1: Navigate to the Payroll Report Log in to Luminate Click Reports in the sidebar menu In the Staff Reports category, click Payroll The report loads showing the current payroll period Step 2: Understanding Payroll Periods Payroll in Luminate works on a monthly basis: Each month is a separate payroll period Periods start on the 1st and end on the last day of the month You can view past periods using the month selector Period Status: | Status | Meaning | |--------|---------| | Draft | Period is open, figures are still being calculated and can change | | Finalised | Period is closed, figures are locked and cannot be changed | | Paid | Period has been finalised and marked as paid | The current month is always in Draft status until you finalise it at month end. Step 3: Selecting a Payroll Period To change which month you're viewing: Click the month selector at the top of the report Choose the month and year you want to view The report updates to show that period The selector shows the ",{"title":241,"description":954,"path":242,"section":933,"content":955},"Track how many hours your team is scheduled to work. This report shows rostered hours, working hours (after breaks), and break time for each staff member. Learn how to run the hours worked report, fil","Tutorial 9.7: Staff Hours Worked Report Introduction Track how many hours your team is scheduled to work. This report shows rostered hours, working hours (after breaks), and break time for each staff member. Learn how to run the hours worked report, filter by date range, understand the hours breakdown, sort by different columns, and export data for payroll or compliance purposes. Who this is for: Salon owners, admins, and managers who need to track staff time for payroll or compliance. What you'll learn: Running the hours worked report Understanding scheduled hours vs working hours Tracking break time and shift counts Sorting and filtering the data Exporting for payroll processing Time to complete: 10-15 minutes Prerequisites Before you begin, make sure you have: A Luminate account with Owner, Admin, or Manager role Staff members set up with their roster (see Tutorial 5.1) At least a week of roster history to view Step-by-Step Instructions Step 1: Navigate to the Hours Worked Report Log in to Luminate Click Reports in the sidebar menu In the Staff Reports category, click Hours Worked The report loads showing hours for the last 30 days by default Step 2: Understanding the Summary Cards At the top of the report, you'll see four summary cards: | Card | What It Shows | |------|---------------| | Total Working Hours | Sum of all working hours (scheduled minus breaks) | | Staff Members | Number of staff with hours in the selected period | | Avg Hours/Staff | Average working hours per staff member | | Total Shifts | Total number of shifts worked across all staff | These help you quickly see overall time across your team. Step 3: Using the Date Range Filter Control which period you're viewing: Quick Preset Buttons: Today - Current day only This week - Current week (Monday to Sunday) Last week - Previous full week Last 7 days - Rolling 7-day period Last 30 days - Rolling 30-day period (default) Last 90 days - Rolling 90-day period This month - Current calendar month Last mon",{"title":245,"description":957,"path":246,"section":933,"content":958},"The VAT/Tax Report helps you track all tax collected on completed transactions, broken down by day, month, or quarter. The report automatically uses your salon's tax label (VAT, GST, Sales Tax, etc.)","Tutorial 9.8: VAT/Tax Report Introduction The VAT/Tax Report helps you track all tax collected on completed transactions, broken down by day, month, or quarter. The report automatically uses your salon's tax label (VAT, GST, Sales Tax, etc.) based on your regional settings, making it essential for accurate tax returns regardless of your location. Who this is for: Salon owners and administrators responsible for tax compliance and reporting. What you'll learn: Navigating to the VAT/Tax Report Understanding the summary cards Filtering by date range Choosing grouping options (daily, monthly, quarterly) Reading the tax breakdown table How refunds and account transactions are handled Exporting data for your accountant or tax return Time to complete: 10-15 minutes Prerequisites Before you begin, make sure you have: A Luminate account with Owner, Admin, or Manager role At least some completed transactions in your salon For exporting: Owner or Admin role (Managers can view but not export) Tax settings configured in Salon Settings (tax rate and tax label) Step-by-Step Instructions Step 1: Navigate to the Reports Section Log in to Luminate Click Reports in the sidebar menu You'll see the Reports index page with categories: Financial Reports, Customer Reports, Staff Reports, and Messaging Reports Step 2: Open the VAT/Tax Report In the Financial Reports category, find VAT Report Click on it to open the report The report loads showing tax data for the current period Note: The report title and labels throughout will reflect your salon's tax label. If you've configured \"GST\" as your tax label, you'll see \"GST Report\" instead of \"VAT Report\". The same applies to other tax labels like \"Sales Tax\". Step 3: Understanding the Summary Cards At the top of the report, you'll see four summary cards: | Card | What It Shows | |------|---------------| | Total [Tax Label] Collected | Sum of all tax collected on completed transactions | | Net Sales (Taxable) | Total sales excluding tax | | Gross",{"title":249,"description":960,"path":250,"section":933,"content":961},"The Revenue by Payment Type report splits your takings across the four payment methods Luminate supports — Cash, Card, Gift Voucher, and Other — for any date range you choose. It shows what you collec","Tutorial 9.9: Revenue by Payment Type Report Introduction The Revenue by Payment Type report splits your takings across the four payment methods Luminate supports — Cash, Card, Gift Voucher, and Other — for any date range you choose. It shows what you collected, what you refunded, the net amount, and each method's share of total revenue. This is the report to reach for when you're reconciling banking, comparing card vs cash mix month-on-month, or spotting an unexpected drop in voucher redemptions. Who this is for: Owner, Admin, Manager What you'll learn: Open the Revenue by Payment Type report Read the four summary cards at the top Interpret the Net Revenue by Payment Method bar chart Read the breakdown table (Collected, Refunded, Net Amount, % of Total) Sort the table and adjust the date range Export the data as a CSV Time to complete: 5–10 minutes Prerequisites Logged in as Owner, Admin, or Manager At least one completed transaction in the date range you want to view (otherwise the report shows zeros) For exporting: Owner or Admin role Step-by-Step Instructions Step 1: Open the Report Click Reports in the sidebar Under Financial Reports, click Revenue by Payment Type The report opens with a default date range applied The page header reads \"Revenue by Payment Type\" with the subtitle \"Revenue and refunds split by payment method\". Step 2: Adjust the Date Range Use the Date Range card below the header to change the period: Click the start date and end date pickers Click Apply to update the report Click the reset button (circular arrow icon) to return to the default range The same preset buttons available on other reports work here — Today, This week, Last week, Last 7 / 30 / 90 days, This month, Last month, This year, Last year. Click any preset to apply it instantly. Tip: Use Last month at the start of each month to reconcile the previous month's takings against your bank statements and card terminal reports. Step 3: Read the Summary Cards Four summary cards appear a","\u003Ch1>Tutorial 20.10: Colour Bar: Day-to-Day Use\u003C/h1>\n\u003Ch2>Introduction\u003C/h2>\n\u003Cp>This is the stylist's daily companion to the Colour Bar — how to use the Today list, pick between appointments, and move through the filter chips. It assumes the iPad is already set up and on Colour Bar mode (Tutorial 20.9).\u003C/p>\n\u003Cp>\u003Cstrong>Who this is for:\u003C/strong> Stylists / colourists working at a Colour Bar station\n\u003Cstrong>What you'll learn:\u003C/strong>\u003C/p>\n\u003Cul>\n\u003Cli>Navigate the header: stylist picker, date picker, scale status\u003C/li>\n\u003Cli>Use the status filter chips (Mine / All / Pending / In mix / Applied / Reweigh due)\u003C/li>\n\u003Cli>Read appointment rows\u003C/li>\n\u003Cli>Move between Today and individual appointments\u003C/li>\n\u003C/ul>\n\u003Cp>\u003Cstrong>Time to complete:\u003C/strong> 10 minutes\u003C/p>\n\u003Chr>\n\u003Ch2>Prerequisites\u003C/h2>\n\u003Cul>\n\u003Cli>Colour Bar mode selected on the iPad (Tutorial 20.9)\u003C/li>\n\u003Cli>Logged in as a staff member\u003C/li>\n\u003C/ul>\n\u003Chr>\n\u003Ch2>The Colour Bar layout\u003C/h2>\n\u003Cp>Every Colour Bar screen shares the same layout:\u003C/p>\n\u003Cul>\n\u003Cli>\u003Cstrong>Top header\u003C/strong> — logo (returns to main app), \u003Cstrong>Stylist picker\u003C/strong>, \u003Cstrong>Date picker\u003C/strong>, \u003Cstrong>Scale status badge\u003C/strong>\u003C/li>\n\u003Cli>\u003Cstrong>Main content\u003C/strong> — screen-specific (Today, Appointment, Edit, Mix, Reweigh)\u003C/li>\n\u003Cli>\u003Cstrong>Bottom footer\u003C/strong> — \u003Cstrong>Switch mode\u003C/strong> (native only) or \u003Cstrong>Back to Luminate\u003C/strong> (browser), and a dev scale simulator in development builds\u003C/li>\n\u003C/ul>\n\u003Cp>The header stays across every page so you always know which stylist and which date you're working on.\u003C/p>\n\u003Chr>\n\u003Ch2>Step-by-Step Instructions\u003C/h2>\n\u003Ch3>Step 1: Pick your stylist\u003C/h3>\n\u003Col>\n\u003Cli>Tap the \u003Cstrong>Stylist picker\u003C/strong> dropdown in the header\u003C/li>\n\u003Cli>Select yourself (the active staff member)\u003C/li>\n\u003Cli>Your choice is remembered for the rest of the session (stored on this iPad)\u003C/li>\n\u003C/ol>\n\u003Cp>If you're working with an assistant or covering for someone, pick the colourist whose appointments you want to see. \u003Cstrong>All stylists\u003C/strong> shows the whole salon's colour schedule.\u003C/p>\n\u003Ch3>Step 2: Pick the date\u003C/h3>\n\u003Col>\n\u003Cli>Tap the \u003Cstrong>Date picker\u003C/strong> next to the stylist\u003C/li>\n\u003Cli>Select today (default) or any other date\u003C/li>\n\u003Cli>The Today list refreshes for that date\u003C/li>\n\u003C/ol>\n\u003Cp>Date defaults to today when you open the Colour Bar.\u003C/p>\n\u003Ch3>Step 3: Read the Today list\u003C/h3>\n\u003Cp>Each row on the Today list shows:\u003C/p>\n\u003Cul>\n\u003Cli>\u003Cstrong>Customer name\u003C/strong> + \u003Cstrong>service name\u003C/strong>\u003C/li>\n\u003Cli>\u003Cstrong>Start time\u003C/strong> on the left, with a short meta line underneath for appointments starting within the next hour (e.g. "in 12 min") or for formulas in the reweigh window (e.g. "applied 18 min ago")\u003C/li>\n\u003Cli>A \u003Cstrong>status badge\u003C/strong> that tells you where the formula is in its lifecycle:\u003Cul>\n\u003Cli>\u003Cstrong>Pending\u003C/strong> — no formula planned yet; tap to plan one\u003C/li>\n\u003Cli>\u003Cstrong>In mix\u003C/strong> — formula planned or in progress; tap to continue\u003C/li>\n\u003Cli>\u003Cstrong>Applied\u003C/strong> — formula just finalised (first few minutes); tap to check in\u003C/li>\n\u003Cli>\u003Cstrong>Reweigh due\u003C/strong> — within the 4-hour reweigh window; a gentle prompt to finish\u003C/li>\n\u003Cli>\u003Cstrong>Done\u003C/strong> — fully reweighed (or past the 4-hour window); no further action needed\u003C/li>\n\u003C/ul>\n\u003C/li>\n\u003C/ul>\n\u003Cp>Tap a row to open that appointment.\u003C/p>\n\u003Ch3>Step 4: Use the filter chips\u003C/h3>\n\u003Cp>Above the list, filter chips narrow what you see:\u003C/p>\n\u003Ctable>\n\u003Cthead>\n\u003Ctr>\n\u003Cth>Chip\u003C/th>\n\u003Cth>What it shows\u003C/th>\n\u003C/tr>\n\u003C/thead>\n\u003Ctbody>\u003Ctr>\n\u003Ctd>\u003Cstrong>Mine\u003C/strong>\u003C/td>\n\u003Ctd>Only appointments assigned to the selected stylist\u003C/td>\n\u003C/tr>\n\u003Ctr>\n\u003Ctd>\u003Cstrong>All\u003C/strong>\u003C/td>\n\u003Ctd>Every colour appointment on this date\u003C/td>\n\u003C/tr>\n\u003Ctr>\n\u003Ctd>\u003Cstrong>Pending\u003C/strong>\u003C/td>\n\u003Ctd>No formula planned yet\u003C/td>\n\u003C/tr>\n\u003Ctr>\n\u003Ctd>\u003Cstrong>In mix\u003C/strong>\u003C/td>\n\u003Ctd>Actively mixing (plan saved, not finalised)\u003C/td>\n\u003C/tr>\n\u003Ctr>\n\u003Ctd>\u003Cstrong>Applied\u003C/strong>\u003C/td>\n\u003Ctd>Just finalised (first 5 minutes)\u003C/td>\n\u003C/tr>\n\u003Ctr>\n\u003Ctd>\u003Cstrong>Reweigh due\u003C/strong>\u003C/td>\n\u003Ctd>In the 4-hour reweigh window right now\u003C/td>\n\u003C/tr>\n\u003C/tbody>\u003C/table>\n\u003Cp>Only one chip can be active at a time — picking a new chip replaces the current one. \u003Cstrong>Mine\u003C/strong> uses the Stylist picker to narrow the list; the status chips (Pending, In mix, Applied, Reweigh due) ignore the stylist picker and show every matching appointment for the selected date.\u003C/p>\n\u003Ch3>Step 5: Open an appointment\u003C/h3>\n\u003Cp>Tap any row to open that appointment's hub. From there you'll Plan, Edit, Mix, or Reweigh depending on state (Tutorials 20.11–20.13).\u003C/p>\n\u003Ch3>Step 6: Check the scale status\u003C/h3>\n\u003Cp>The header's \u003Cstrong>Scale status\u003C/strong> badges tell you whether a scale is paired:\u003C/p>\n\u003Cul>\n\u003Cli>\u003Cstrong>Scale connected\u003C/strong> (Bluetooth icon) plus a separate \u003Cstrong>battery %\u003C/strong> badge — ready to weigh\u003C/li>\n\u003Cli>\u003Cstrong>Scale not paired\u003C/strong> (BluetoothOff icon) — weighing is disabled; either pair the scale (Tutorial 20.14) or work manually\u003C/li>\n\u003C/ul>\n\u003Cp>The battery badge turns amber at or below 20% — recharge the scale before your next appointment.\u003C/p>\n\u003Ch3>Step 7: Return to the main app\u003C/h3>\n\u003Cp>When you need to switch contexts (check a customer profile, run POS, look at reports), tap \u003Cstrong>Back to Luminate\u003C/strong> in the footer (browser) or \u003Cstrong>Switch mode\u003C/strong> (native iPad). Your Colour Bar position is not preserved — you'll come back to the Today list next time.\u003C/p>\n\u003Chr>\n\u003Ch2>Common Pitfalls\u003C/h2>\n\u003Ch3>"I can't see today's appointments"\u003C/h3>\n\u003Cp>Check three things: (1) the date picker is on today, (2) the \u003Cstrong>Mine\u003C/strong> chip is active and the correct stylist is picked (or switch to \u003Cstrong>All\u003C/strong>), (3) the service is flagged as a colour service (Tutorial 7.1).\u003C/p>\n\u003Ch3>"My assistant's appointments aren't showing"\u003C/h3>\n\u003Cp>The stylist picker filters one stylist at a time (and only when the \u003Cstrong>Mine\u003C/strong> chip is active). Either switch the picker to the assistant's stylist record, choose \u003Cstrong>All stylists\u003C/strong>, or tap \u003Cstrong>All\u003C/strong> to see everyone.\u003C/p>\n\u003Ch3>"The scale status says 'not paired' but I paired it earlier"\u003C/h3>\n\u003Cp>Pairing can drop if the iPad was asleep or the scale went to sleep. See Tutorial 20.14 for the pairing flow (when the BLE driver ships) and Tutorial 20.15 for troubleshooting.\u003C/p>\n\u003Ch3>"I accidentally tapped an appointment — how do I go back?"\u003C/h3>\n\u003Cp>Every screen has a back affordance in the top-left. The browser/iPad back gesture also works.\u003C/p>\n\u003Chr>\n\u003Ch2>Tips and Best Practices\u003C/h2>\n\u003Col>\n\u003Cli>\u003Cstrong>Set the stylist picker once at the start of your shift\u003C/strong> — it persists through the day.\u003C/li>\n\u003Cli>\u003Cstrong>Use the Mine chip by default\u003C/strong> — less clutter, fewer mis-taps.\u003C/li>\n\u003Cli>\u003Cstrong>Glance at the scale status badge before you start mixing\u003C/strong> — catching a disconnect before you pour saves a minute of frustration.\u003C/li>\n\u003Cli>\u003Cstrong>Check Reweigh due between appointments\u003C/strong> — the 4-hour window means leftovers drift if you wait too long.\u003C/li>\n\u003C/ol>\n\u003Chr>\n\u003Ch2>Related Tutorials\u003C/h2>\n\u003Cul>\n\u003Cli>\u003Cstrong>Tutorial 20.9:\u003C/strong> Colour Bar Overview and Setup\u003C/li>\n\u003Cli>\u003Cstrong>Tutorial 20.11:\u003C/strong> Colour Bar: Planning a Formula\u003C/li>\n\u003Cli>\u003Cstrong>Tutorial 20.12:\u003C/strong> Colour Bar: Mixing with the Scale\u003C/li>\n\u003Cli>\u003Cstrong>Tutorial 20.13:\u003C/strong> Colour Bar: Reweighing Leftovers\u003C/li>\n\u003Cli>\u003Cstrong>Tutorial 20.14:\u003C/strong> Pairing Your Acaia Pearl Scale (DRAFT)\u003C/li>\n\u003Cli>\u003Cstrong>Tutorial 20.15:\u003C/strong> Troubleshooting the Colour Bar & Scale\u003C/li>\n\u003C/ul>\n\u003Chr>\n\u003Ch2>Frequently Asked Questions\u003C/h2>\n\u003Ch3>Does changing the stylist picker affect anything other than the list filter?\u003C/h3>\n\u003Cp>No. It's purely a client-side filter. Your login identity doesn't change.\u003C/p>\n\u003Ch3>Can I see tomorrow's colour appointments?\u003C/h3>\n\u003Cp>Yes — use the date picker. Useful for pre-planning formulas the evening before (Tutorial 20.11).\u003C/p>\n\u003Ch3>What does the dev scale simulator do?\u003C/h3>\n\u003Cp>It's a development tool for the Luminate team and appears only in development builds. Stylists will not see it in production.\u003C/p>\n\u003Ch3>Why is my appointment not showing on the Today list at all?\u003C/h3>\n\u003Cp>Either the service isn't a colour service (Tutorial 7.1), the appointment was booked after you opened the Colour Bar (refresh the page), or it's for a different date.\u003C/p>\n\u003Chr>\n\u003Cp>\u003Cem>Last Updated: April 2026\u003C/em>\u003C/p>\n",{"title":503,"description":779,"order":501,"section":496,"sectionTitle":493,"isSection":15,"readTime":964,"path":504,"breadcrumb":965},"10 minutes",[966,969,970],{"label":967,"path":968},"Docs","/docs",{"label":493,"path":494},{"label":503,"path":504},{"prev":972,"next":973},{"title":499,"path":500,"order":501,"isSection":15},{"title":506,"path":507,"order":508,"isSection":15},1780593570482]