The quick answer
Before launching virtual reception, prepare one approved information pack and test how a request moves from the caller to your salon. Clear ownership of the menu, calendar access and escalation process matters as much as the greeting script.
Build the information pack
- Business details: public name, location, phone, time zone, regular hours and holiday changes.
- Menu: service names, starting prices, approximate durations and add-ons needing a quote.
- Booking rules: lead time, preferred technicians, group requests and the point at which a slot becomes confirmed.
- Policies: approved wording for cancellations, deposits, late arrivals and service concerns.
- Contacts: primary and backup people, with the situations each may resolve.
Put a review date and owner on the pack. A screenshot of an old menu is not a dependable source after prices change.
Define access and decision rights
Separate viewing availability, creating a tentative request and confirming a booking. Give reception only the access necessary for the agreed work, using named accounts where the booking system supports them. Decide who removes access when the arrangement ends.
Confirm the call-routing method with your phone provider and test it before changing normal operations. Document what happens when the internet, booking tool or designated manager is unavailable. Keep customer information in the approved workspace instead of personal chats.
Run a practical acceptance checklist
| Test | Pass condition |
|---|---|
| Routine appointment | Correct service, location and next step reach the calendar or queue. |
| Price needing consultation | Reception explains what is known and routes the quote request. |
| Unavailable time | No false confirmation; an approved alternative is offered. |
| Complaint | The designated manager receives a complete, discreet handoff. |
| Outside coverage hours | The caller receives the right message and response window. |
Use fictional customer details. Fix failed tests before expanding the volume routed to the service.
Give the first week an owner
Choose a salon contact to review unresolved requests daily during launch. Keep a short issue log: what happened, the correct response, who updated the instructions and when the fix was tested. Review repeat questions and add approved answers to the pack.
Ask Slotify to confirm the selected plan’s actual coverage, supported channels and setup requirements. Launch timing depends on complete information and working access; it should not be promised before those dependencies are checked.
Common questions
Who should approve menu or policy changes?
The salon owner or a named manager. Send one approved change to the reception team and record when it takes effect.
Can setup start without booking-system access?
Some message-taking tasks may be planned first, but booking permissions and the actual confirmation process must be tested before staff promise appointments.
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