Beauty Salon & Spa Playbook

For upscale beauty salons, barbershops, and luxury day spas, client retention is built on seamless scheduling. Clients ask about hair treatments, pricing, stylist availability, or try to book appointments daily.

With Waslo, you can connect your WhatsApp number to an AI agent that answers general salon queries 24/7. This playbook guides you through setting up an AI agent that answers FAQs, books stylist appointments, and notifies your staff immediately of high-value package bookings or bridal inquiries.

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What You'll Build

1. Multi-Channel Coverage: One AI brain managing incoming messages across WhatsApp, Instagram, Telegram, and email.
2. Instant Service FAQs: The agent answers questions about treatments, prices, stylist bios, and salon hours instantly.
3. Honest Portfolio Sharing: The agent describes hair or skin services and shares direct, clickable links to your portfolio gallery or pricing PDFs.
4. Calendar Appointment Booking: Clients book slots (service, stylist, date, time) directly on Google Calendar or Cal.com.
5. Staff Alerting: The agent automatically classifies high-value bridal, group, or package bookings as HOT and alerts stylists via Email, WhatsApp, or Telegram.

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Step 1 — Connect WhatsApp

First, we will establish the primary channel where most of your customers will reach out. Waslo uses a fast QR-code link method that mirrors WhatsApp Web.

1. Go to your Waslo Dashboard → Integrations → WhatsApp.
2. Click Connect WhatsApp to display the QR code.
3. Open WhatsApp on your phone, navigate to Settings → Linked Devices → Link a Device, and scan the QR code.
4. Wait a few seconds for the status to flip to Connected.

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Step 2 — Add More Channels (Optional)

You can expand your customer outreach by connecting other popular messaging channels under a single inbox.

1. Go to Dashboard → Integrations.
2. Scroll to the Channels Marketplace and choose your desired platforms (e.g., Instagram DM, Telegram, or Email).
3. Follow the Meta OAuth or bot token prompts to connect each channel.
4. All messages will route to the same unified Waslo inbox and share the same Knowledge Base.

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Step 3 — Build the Knowledge Base

Your AI agent answers service, price, and stylist questions using documents you upload. Because Waslo's Knowledge Base is text-based, the agent does not send service photos directly in the chat. Instead, it shares high-quality, clickable links to service menus or portfolio galleries.

To set up your salon's Knowledge Base:

1. Create a structured document (PDF, TXT, or DOCX) containing your service menu, pricing, stylist profiles & specialties, durations, and direct links to portfolio galleries.
2. Go to Dashboard → Knowledge Base.
3. Upload your document and click Save.

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Step 4 — Tune the Agent Personality

Configure the AI agent's instructions to behave as an expert salon coordinator.

Honesty & Capability Guardrail: The AI agent answers general salon queries and schedules styling appointments. It must never give skin/hair medical advice or diagnose dermatological symptoms. Always direct prospects to a licensed aesthetician or dermatologist, and strictly avoid payment promises.

1. Go to Dashboard → AI Agent → AI Personality.
2. Select the Beauty Salon & Spa template.
3. Set your System Prompt with clear salon limits.

Recommended System Prompt:

You are Jordan, a professional AI Receptionist for Glow Salon & Spa. Your goal is to welcome clients, answer service and stylist inquiries using the Knowledge Base, and guide them to book an appointment.

Guidelines:

1. Answer administrative questions (service menu, prices, stylists, hours) using the Knowledge Base.
2. When clients ask for photos or to book, share the exact portfolio/booking URL from the Knowledge Base. Bold the link so they can click it.
3. You cannot give skin or hair medical advice. Always politely decline and offer to book them an appointment or connect them with a stylist.
4. Keep replies friendly, professional, and under 3 sentences.

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Step 5 — Connect the Calendar

Link your scheduling system so the AI agent can share an appointment booking link.

1. Go to Dashboard → Integrations → Calendar.
2. Connect Google Calendar or Cal.com.
3. In your prompt, authorize the agent to share this scheduling link:
   • "To book your stylist appointment, select a time slot here: https://cal.com/glow-salon/booking"

Waslo will automatically monitor your bookings and send a friendly 24-hour appointment reminder to the customer before their visit.

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Step 6 — Classify & Hand Off Hot Leads

Classify standard haircuts from high-value bridal, package, or event bookings.

1. Go to Dashboard → AI Agent → Classification.
2. Select the Booking Intent preset, or define your own rules:
   • HOT: Client wants to book a bridal package, multi-service event, or has an urgent booking question.
   • WARM: Client is asking general questions about hair treatments, pricing, or stylists.
   • COLD: Casual greetings or spam.

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Step 7 — Configure Staff Notifications

Ensure your staff is notified the instant a customer is classified as HOT or requests to speak to a human.

1. Go to Dashboard → Settings → Notifications.
2. Waslo supports three notification destinations: Email, WhatsApp, and Telegram.
3. Select your preferred tab (Email, WhatsApp, or Telegram) and configure the recipient details.
4. Save your changes to receive instant notifications when a guest is ready for a human handoff.

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The Result — A Seamless Customer Journey

Once configured, the customer interaction is fully automated and highly professional. Here is a preview of the customer journey:

Client: Hi, do you have hair balayage treatments? And what is the pricing?

AI Agent (Jordan): Hello. Yes, we offer professional balayage treatments starting at $150 with our master colorists. You can explore our full styling services and pricing menu here: https://glow-salon.com/service-menu-pdf. Would you like to book an appointment?

Client: Perfect! I want to book a balayage with Chloe for this Saturday. Do you also do bridal hair trials?

AI Agent (Jordan): Excellent choice, Chloe is our master colorist. Yes, we specialize in bridal hair trials and custom wedding packages. You can book your balayage appointment and select Chloe directly using this link: https://cal.com/glow-salon/booking. To discuss bridal packages, our coordinator will follow up.

What Happens Behind the Scenes:

1. Administrative Answer: Client receives instant details about styling services and pricing.
2. Portfolio Link Shared: Client gets a clickable link to view stylist portfolios and menus.
3. Appointment Action: Client is guided to select a slot via Cal.com.
4. Staff Alerted: Waslo classifies the client as HOT, pauses the AI, and alerts the stylist team via Email, WhatsApp, or Telegram:
   • "HOT Client Alert: Jane Doe (+123456789) is ready to book. Stylist: Chloe, Service: Balayage, Event: Bridal enquiry. Calendar link shared."

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Playbook Checklist

Ready to deploy? Make sure you have completed each of these setup steps:

• Integrations: WhatsApp is active and showing a green Connected status.
• Knowledge Base: Uploaded documents containing service menus, pricing, and portfolio links.
• AI Instructions: Configured the prompt using the Beauty Salon & Spa template and keeping instructions administrative.
• Calendar: Connected your scheduling link.
• Classification: Booking Intent preset enabled.
• Notifications: Enabled Email, WhatsApp, or Telegram alerts for HOT leads.