Admin & Staff Guide
For the salon team. This guide explains who can do what, then walks through
the everyday tasks — bookings, payment, membership sessions, customers, the lead
pipeline, offers, and staff schedules. The internal tool is the admin
portal at
admin.theroyalglow.in (its own subdomain — pages sit at the root,
with no /admin prefix).The six roles
Access is organised into six levels. Each level can do everything the one below it can, plus more. This keeps the front desk focused and sensitive areas (like pricing and reports) limited to the right people.What each role can access
This matrix is the quick answer to “can this person do that?” A ✅ means yes.Receptionists cannot change prices. They take payment and apply offers,
but editing the price list is a Manager-and-above task. This protects pricing
integrity at the front desk.
Daily operations
Approving and assigning bookings
New online bookings arrive as Pending and appear live on the dashboard and the bookings list. To handle one:1
Open the booking
Open it from the dashboard or the Bookings list.
2
Review the details
Review the customer, services, date, and time.
3
Assign staff
Assign a staff member to each service (a dropdown per service).
4
Approve or reject
Click Approve to confirm it, or Reject and give a reason.
Walk-ins
When a customer arrives without booking, create a walk-in:1
Start a walk-in
Click + Walk-in.
2
Find or create the customer
Search for the customer (or create a new one).
3
Pick services & staff
Pick the service type, services, and assign staff.
4
Set the time and save
Set the time (defaults to now) and save.
A no-show on a walk-in never counts against the customer — a walk-in is
only created when they’re physically present, so there’s no slot to miss.
Completing a booking → invoice → gems
When the service is finished, the same checkout flow handles payment, the invoice, and loyalty gems in one go:1
Mark In Progress
On the confirmed booking, mark it In Progress when the customer checks in.
2
Open checkout
When the service is done, click Mark Completed to open checkout.
3
Apply an offer (optional)
Optionally apply one offer (max one per customer per day).
4
Choose payment method
Choose the payment method: Cash, UPI, or Card.
5
Review the invoice
Review the invoice preview (line items, GST split, total).
6
Complete & generate invoice
Click Complete & Generate Invoice.
- Marks the booking Completed
- Creates a GST-compliant invoice (18% GST, shown as CGST 9% + SGST 9%)
- Generates a branded PDF and emails it to the customer
- Awards gems — 1 gem per ₹100 on the bill (rounded down)
- Updates the customer’s visit count, lifetime value, and the day’s revenue
Prices on an invoice are frozen. Each line item stores the service name
and price as they were at the time of sale. Changing a price later never
alters past invoices.
Recording a membership session
When a member comes in for a spa session, you record it against their hours instead of taking payment:1
Open the membership
Open it from Memberships (or the customer’s profile).
2
Record a session
Click Record Session.
3
Select services & duration
Select the service(s) performed and confirm the duration.
4
Save
Save the session.
Managing customers (CRM)
The Customers area is the salon’s memory of every client.- Find anyone by name, phone, or email; sort by lifetime value, visits, or recent activity.
- Each profile shows visit history, invoices, membership, gems, and notes.
- Notes let the team record useful context (preferences, allergies, conversations). Add a note from the customer’s profile.
- Tags group customers. Some are applied automatically (for example
vipfor high spenders,loyalfor frequent visitors,dormantfor those who haven’t visited in a while). Others are manual (for examplebridal,corporate,influencer). Auto tags can’t be removed; manual ones can.
The lead pipeline
Leads are prospects who came from Meta / Instagram ads (via the/book ad
landing page or a Meta lead form). They’re different from bookings — a lead
hasn’t reserved a slot yet, they’ve just expressed interest. The Leads area
shows them as a board you move across stages:
New
New
Just captured. Not yet contacted.
Contacted
Contacted
You’ve reached out (call or WhatsApp).
Follow-up
Follow-up
Interested but not booked yet — needs nurturing.
Booked
Booked
They’ve made a booking linked to this lead.
Won
Won
The booking was completed and paid — revenue attributed.
Lost
Lost
They didn’t convert (record a reason).
A customer who finds you through Google, the in-salon QR code, or by typing
the website directly is a normal booking/customer, not a lead. The lead
pipeline is specifically for paid-ad prospects.
Creating offers
Managers and above create promotions in the Offers area. There are three types:
Offers have start and end dates and activate or expire automatically. The rules:
one offer per customer per day, applied by the receptionist at checkout, can’t
be combined with gems, and they apply to salon services (not spa memberships).
Staff schedules and leave
The Schedule area shows every staff member’s working hours and booked slots as a grid. Bookings only land on staff who are available, so keeping schedules accurate matters. Leave follows a clear request → review → decision flow:1
Submit
A staff member submits a leave request for a future date. It starts as Pending.
2
Review
Receptionists and the manager are notified and review it in Leave.
3
Decide
They Approve (which blocks that staff member’s availability for the date) or
Reject with a reason.
Leave types are Sick, Casual, Personal, and Other. Staff can withdraw a request
while it’s still pending, but an approved leave must be changed by a manager. If
an approved leave clashes with existing confirmed bookings, the system warns the
team to reassign them — it doesn’t block the approval.
The no-show policy
A no-show is a confirmed booking the customer didn’t attend and didn’t cancel. The policy is gentle for occasional misses and firmer for repeat offenders:
Recovery: a customer who completes 3 bookings in a row without a no-show
has the approval requirement and the risk tag removed. Any new no-show resets
that recovery count. As noted above, walk-in no-shows never count toward this
tally.
A day at the front desk, in order
1
Check the dashboard
Pending bookings, today’s appointments, stale leads.
2
Approve or reject
Action pending bookings and assign staff.
3
Create walk-ins
As customers arrive.
4
Mark In Progress
At check-in.
5
Checkout
Completed services — payment, invoice, gems.
6
Record membership sessions
For spa members.
7
Work the lead pipeline
Call and follow up.
8
Update customer notes and tags
As you learn things.
9
Action leave requests
Review and decide.
Where to go next
Business Overview
The big-picture view of the business, its modules, and how it makes money.
Customer Guide
See exactly what your customers experience when they book online.
Features
Deeper reference for any module — billing, memberships, CRM, scheduling, and more.