Hairdresser Documentation
Appointment reminders and client management for solo stylists and small salons. This guide covers every feature in the hairdresser product.
Getting started
Setup takes about 10 minutes. Here is the recommended order:
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1
Create your account
Go to /register and sign up. When prompted to choose a product, select Hairdresser. Your 14-day trial starts immediately.
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2
Set your payment link & contact phone
Go to Settings and add your Venmo, Square, or payment URL and your contact phone number. These are included in messages automatically.
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3
Add a cancellation policy (optional)
In Settings, add your cancellation or late-fee policy text. This appears at the bottom of every email you send to clients.
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4
Add your first appointment
Go to Appointments and click Add appointment. Fill in the client name, email, phone, service, date and time, stylist, and fee. A confirmation message goes out automatically when you save.
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5
You're done
The system schedules a reminder the day before and another the morning of the appointment. You don't need to send anything manually.
Appointments
The Appointments view is the main screen. It lists all upcoming and past appointments with date/time filters and status filters.
Appointment statuses
Adding an appointment
Click + Add appointment. Required fields: client name, email, date, and time. Recommended fields: phone (for SMS), service name, fee, and stylist. When you save, a booking confirmation is sent to the client immediately.
Completing an appointment
Use the Complete action on a scheduled appointment once the service is done. This marks it completed and — if you have a payment link in Settings — includes it in any follow-up message.
Canceling an appointment
Use the Cancel action to mark an appointment canceled. Any pending reminder messages for that appointment are suppressed so the client does not receive reminders for a canceled booking.
Reminders
Reminders are sent automatically for every scheduled appointment. There is nothing to configure — the default cadence covers the standard flow.
Default reminder cadence
| Stage | When | Purpose |
|---|---|---|
| Confirmation | Immediately on booking | Confirms the appointment details and includes your payment/policy info. |
| Day-before reminder | ~24 hours before | Reminds client of tomorrow's appointment. |
| Same-day reminder | Morning of the appointment | Final reminder on the day of the visit. |
Automatic suppression
If an appointment is canceled, any pending reminders for it are suppressed immediately. Clients won't receive a day-before reminder for an appointment that's already been called off.
Delivery channel
Each appointment can have a preferred channel set when it's created. If the client has a phone number, you can choose SMS or both (email + SMS). Email is the fallback if no phone is provided.
Quiet hours
SMS reminders are never sent between 10 PM and 6 AM regardless of the appointment time.
Payment tracking
The Appointment Payments view shows payment records linked to completed appointments. quietNotify does not process payments directly — you use your own payment processor (Venmo, Square, Stripe, etc.) and the app tracks whether each appointment has been paid.
How to record a payment
Once an appointment is completed and you've received payment through your processor, use the Mark paid action in the Appointments view or the Appointment Payments view to log it. This keeps your records clean and lets you see which completed appointments are still outstanding.
Payment link
If you add a payment link in Settings (e.g. your Venmo or Square URL), it is automatically included in your message templates via the {payment_link} variable. Clients can tap it directly from the reminder to pay you.
Message templates
Go to Settings → Reminder templates to edit the subject and body for each reminder stage. If you leave a template blank, the system uses a sensible default. All templates support the following variables:
| Variable | Replaced with |
|---|---|
| {client_name} | Client's full name |
| {service} | Service name (e.g. "Cut & Color") |
| {appointment_date} | Date and time of the appointment |
| {stylist_name} | Stylist name assigned to the appointment |
| {fee} | Appointment fee (e.g. "$65.00") |
| {payment_link} | Your payment URL with label, or blank if not set |
| {contact_phone} | Your contact phone with label, or blank if not set |
| {business_name} | Your account / salon name |
Cancellation policy / disclaimer
In Settings → Cancellation / disclaimer, add your cancellation policy text (e.g. "Cancellations must be made 24 hours in advance. Late cancellations may be charged 50% of the service fee."). This text is appended to the bottom of every outbound email automatically — you don't need to include it in each template manually.
Settings
Payment link
Your Venmo, Square, Stripe, or any payment URL. Inserted in messages via {payment_link}. Leave blank to omit from all messages.
Contact phone
Your number that clients can call with questions. Inserted via {contact_phone}. Optional.
Cancellation / disclaimer
Plain text that appears at the bottom of every email. Use it for your cancellation window, no-show policy, or late fee notice.
Reminder templates
Edit subject and body per reminder stage. Changes apply to messages sent after saving — already-pending messages use the template at send time.
Billing
Go to Billing in the sidebar to manage your plan. Reminders continue sending as long as your subscription is active or your trial has not expired.
| Plan | Price | Includes |
|---|---|---|
| Solo Stylist | $19/mo | Appointment reminders, email + SMS, payment tracking, templates |
| Small Salon | $39/mo | Everything in Solo + multiple stylists, team access |
All plans include a 14-day free trial. No credit card required to start.
FAQ
Does the system send reminders automatically after I add an appointment?
Yes. A confirmation goes out immediately, and the day-before and same-day reminders are scheduled automatically. You don't need to do anything.
What if I cancel an appointment — will the client still get reminders?
No. Canceling an appointment suppresses all pending reminders for that booking immediately.
Can I track which clients have paid?
Yes. Use the Appointment Payments view to mark each completed appointment as paid. This gives you a clear view of which appointments still have outstanding balances.
How do I handle a no-show?
Use the No-show action on the appointment. It is recorded against the client for your reference. No automated follow-up is sent — if you charge a no-show fee, send the request manually via your payment link.
Is my cancellation policy shown to clients?
Yes. The disclaimer text you add in Settings is automatically appended to the bottom of every email. Clients see it in the confirmation and reminder messages without you needing to include it in each template.
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