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A-200 · For salons, studios and groomers

Every chair is full when the phone rings, and empty when someone doesn’t show.

Luxarca answers the calls nobody can take with scissors in hand, confirms every appointment, and rebooks clients before they drift. Your team keeps the work, the advice and the client in the chair.

Book a demo Run the Leak Audit
ELEVATION A · THE CALL PATH RESPOND RETAIN ROUTE REIMAGINE CALL AGENT BOOKEDIN YOUR BOOKINGSOFTWARE REMINDED,CONFIRMED SALE LOGGED TOSTAFFIN YOUR BOOKINGSOFTWARE COMMISSIONWORKED OUT NTS ELEVATION A · THE CALL PATH CALL AGENT BOOKEDIN YOUR BOOKINGSOFTWARE REMINDED,CONFIRMED SALE LOGGED TOSTAFFIN YOUR BOOKINGSOFTWARE COMMISSION WORKEDOUT RESPOND RETAIN ROUTE REIMAGINE NTS
From the call to the back office. Hatched steps happen inside the software you already run; it stays where it is.

A-201 · Where it leaks

Six places a salon or studio loses appointments.

None of these take new software to find. They show up in the call log, the booking system and the pay-period spreadsheet. The Schematic measures each one before we build anything.

  1. 01 Front desk

    The phone rings while every chair is full.

    Everyone is mid-cut, mid-class or mid-groom. Nobody puts down the clippers to answer. A new client doesn’t leave a voicemail. They book the next place that picks up.

    Calls missed, by hour and day

  2. 02 Front desk

    No-shows leave a slot nobody fills.

    The client forgot, or cancelled an hour before. The stylist stands idle while someone who wanted that time was told you were full.

    Appointments missed without notice

  3. 03 Front desk

    Clients leave without the next one booked.

    Checkout is busy, the next client is waiting, and nobody asks. They mean to call. Most don’t until they’re overdue.

    Clients who left without the next appointment booked

  4. 04 Front desk

    Regulars drift without anyone noticing.

    Each visit comes a little later than the last, then they stop. Nobody sees it happen, so nobody asks them back until they’ve found someone else.

    Clients past their usual interval

  5. 05 Back office

    Who takes which booking lives at the front desk.

    Which stylist does colour corrections, which groomer handles large dogs, which trainer runs the early class. When the person who knows is off, bookings land with the wrong person or the wrong length.

    How bookings get matched to staff, and who decides

  6. 06 Back office

    Commission is built by hand every pay period.

    Services, retail sales, splits and tips pulled from the booking system into a spreadsheet. It takes the owner an evening, and a mistake is a conversation with someone on the team.

    Hours spent on commission and payroll each pay period

A-202 · How it moves

How a client moves through a salon or studio.

We map the business before we recommend anything. Every client passes through the same four stages, and the schedule sits behind all of them.

Stage 01Booking02The appointment03The next visit04The schedule and the office
Respond
Retain
Resell
Route
Reimagine
  1. 01

    Booking

    First call to a time in the book. Where most new clients are won or lost.

    • Answer. Every call, while every chair is full
    • Match. The right service, length and person
    • Waitlist. Held for the next opening
  2. 02

    The appointment

    Booked to seated.

    • Reminder. Confirmed before the day
    • Deposit. Taken by link, where you ask for one
    • Gaps. A cancellation offered to the waitlist
  3. 03

    The next visit

    Checkout to back in the chair.

    • Rebooking. Asked before they walk out
    • Due. A reminder at their usual interval
    • Review. Asked for while the visit is fresh
  4. 04

    The schedule and the office

    What the client never sees.

    • Staff. Who does what, and when
    • Commission. Services, retail, tips, splits
    • Stock. Colour, product, supplies

A-203 · What we build

Four systems, installed in order.

You start with Respond. Each system runs on the one below it. Respond, Retain and Resell are priced from a rate card; Route is scoped after the Schematic. The back office has its own plate below.

05 Reimagine The back office, on its own plate below
RESPOND · INTAKE AGENT

Respond · Rate card

Respond — the calls you’re losing.

Answers every call, matches the service to the right person, and books it.

  • Every call answered, mid-service and after close
  • Appointments booked by service, length and staff member
  • Patch tests and first-visit forms booked by your rules
  • Clients added to the waitlist when you’re full
  • Prices, hours and parking answered from what you give us
Your client
The call is answered while every chair is full, and they hang up with a time.
You see
Every call logged, and the appointment in your booking system with the right person.
Underneath
Your number forwards to the agent when nobody at the desk picks up.
RETAIN · PIPELINE SOURCE HELD

Retain · Rate card

Retain — the leads you’re dropping.

Keeps the book full between the booking and the visit.

  • Reminders and confirmations before every appointment
  • Deposit links, where your policy asks for one
  • Cancellations offered to the waitlist by text
  • No-show follow-up to rebook
  • Review requests after the visit
Your client
A reminder the day before, and a text offering an earlier slot when one opens.
You see
Who has confirmed, who hasn’t, and which gaps were refilled.
Underneath
Messages set off by appointments and cancellations in your booking system.
RESELL · CYCLE

Resell · Rate card

Resell — the clients you already have.

Brings clients back at their usual interval.

  • Rebooking reminders timed to each client’s usual visit
  • Lapsed clients invited back
  • Packages and memberships offered where they fit
  • Referral requests to regulars
Your client
A message when they’re due, with times from their usual person.
You see
Clients contacted, and the appointments they booked.
Underneath
Your client list, sorted by last visit and usual interval.
ROUTE · DECISION LEAD PROFILE SCORE FIT INTAKE NURTURE ARCHIVE ONE PATH TAKEN

Route · Scoped after the Schematic

Route — who goes where, decided by your rules.

Carries the booking to the right person and the sale to the right record.

  • Staff matching: services assigned by skill, schedule and client preference
  • Your booking rules written down and run the same way every day
  • One number for several locations, each call to the right one
  • Connected to your booking software
Your client
The right person, and enough time booked for the service.
You see
Each booking with the staff member who does that service.
Underneath
Bookings and sales written into your booking software, by your rules.

A-204 · Back office · Reimagine

Commissions and payroll worked out, and next week’s schedule drafted from real bookings.

The first four systems work at your front door and along the path from the call to the chair. Reimagine is the workspace behind them: you, your managers and your team working alongside agents on the work nobody has written down. None starts until the Schematic says it should.

REIMAGINE · STRUCTURE
Loose tools and one person holding them together, then the same work in one structure.
  1. 01

    Commission reports

    Services, retail sales, tips and splits worked out per staff member from the booking system, for you to check before pay day.

  2. 02

    Payroll prep

    Hours, commission and tips put together for your payroll software. Nobody rebuilds the spreadsheet each pay period.

  3. 03

    Schedule against demand

    Staff schedules drafted against the bookings and the waitlist you actually have, for a manager to approve.

  4. 04

    Product and supplies

    Colour, retail product and supplies tracked against what was used and sold, reorders drafted before something runs out.

  5. 05

    Client notes

    Formulas, preferences and history kept on the client record, so any stylist or groomer can pick up where the last one left off.

  6. 06

    The house standards

    How your team does each service, written down from the people who know it, so a new hire works the way the business does.

A-205 · Human in the loop

A person steps in when it’s needed, not by default.

The calls, the confirmations and the rebooking run start to finish without anyone putting down the scissors. A person is brought in when the client needs one: an allergy, an injury, an animal’s condition, a question about the work. Not by default. Your team keeps the work and the client in the chair.

AI handles

The work that repeats.

  • Answering. Every call, mid-service and after close respond
  • Booking. Service, length and staff, into your book respond
  • Waitlists. Cancellations offered to the next client retain
  • Reminding. Confirmations, deposits, no-show follow-up retain
  • Rebooking. Clients due by their usual interval resell
  • Staff matching. By skill, schedule and client preference route
  • Commission reports. Services, retail and tips by staff reimagine

Brought to your people

The work that needs a professional.

  • The work. The cut, the colour, the class, the groom
  • The consultation. What’s right for this client
  • A reaction or an injury. The agent flags it; a person calls back
  • Fees and exceptions. Waiving a deposit or a late fee
  • An unhappy client. A person calls them back
  • The team. Hiring, training, who works when

The agent books the service the client asks for. It never advises on their hair, their body or their pet’s health.

A question about an allergy, an injury or an animal’s condition goes to a person.

A-206 · Works with what you run

Built into the software you already run.

Nobody at the front desk learns new software. The systems work inside the tools your team already uses.

Schedule A · Integrations

Software you already run

  • 01

    Salon, spa and barber booking

    08
    • Vagaro
    • Fresha
    • Booksy
    • Square Appointments
    • Boulevard
    • GlossGenius
    • Phorest
    • Rosy
  • 02

    Studios and memberships

    07
    • Mindbody
    • Glofox
    • Mariana Tek
    • Zen Planner
    • Wodify
    • PushPress
    • ClassPass
  • 03

    Pet grooming

    06
    • MoeGo
    • Gingr
    • PetExec
    • DaySmart Pet
    • Groomer.io
    • Pawfinity
  • 04

    Reviews and marketing

    07
    • Google Business Profile
    • Yelp
    • Instagram
    • Facebook
    • TikTok
    • Mailchimp
    • Klaviyo
  • 05

    Payments, payroll and accounting

    07
    • Square
    • Stripe
    • Helcim
    • QuickBooks
    • Xero
    • Wagepoint
    • Gusto
  • 06

    Anything else

    If it has an API, an export or an inbox, we connect to it.

A-207 · Questions

What owners ask first.

Does this replace my front desk?

No. It answers the calls nobody can get to — mid-service, before you open, after close. Your front desk stays with the clients in the room.

Will clients know they’re speaking to an AI?

Yes. The agent says so at the start of every call. A caller who would rather speak to a person is passed to the desk, or booked for a callback when you’re closed.

Will it book the wrong service or the wrong person?

It books from your service menu, with the lengths and the staff you set. A booking your rules don’t cover goes to a person to confirm.

What about allergies, patch tests and injuries?

The agent books patch tests and first-visit forms by your rules. It never says a service is safe for someone. Anything about a reaction, an injury or an animal’s health goes to a person.

Can it take deposits and enforce my cancellation policy?

It explains your policy and sends a deposit link where you ask for one. Waiving a fee is always your call.

How long until it’s live?

Respond, Retain and Resell: [timeline to confirm]. Route and Reimagine: [timeline to confirm], set in the scope.

Do I need new booking software?

No. We connect to the booking system you run.

What happens to my phone number?

Nothing. It’s your number. Calls forward to us when nobody picks up, and you can switch the forwarding off yourself.

Where is our client information held, and who can see it?

Everything the systems handle is recorded: the calls, their transcripts, the details clients give, and every message sent in your name. It is held in the systems we run for you, not on your office computer. Your team and ours can see it. We don’t sell it or use it for anything else. Deposits go through a link, so nobody reads a card number out over the phone.

Any of it is exported to you when you ask: recordings, transcripts, your client list, and the rules the system follows. If you leave, you get all of it, you switch the forwarding off yourself, and we support the handover for 30 days. That is a term in the contract, not a promise on a call.

Reimagine is held separately, in a workspace set up for your business.

What does it cost?

Respond, Retain and Resell are priced from a rate card. Route and Reimagine are scoped after the Schematic. You have a number before you commit to anything.

What is the Schematic?

Before we build anything, we measure what you’re losing: calls missed while every chair is full, appointments missed without notice, clients who left without rebooking, and regulars past their usual interval. You get the numbers, and what Respond would recover.

A-208 · The Schematic

Find out what the empty chairs are costing you.

Before we build anything, we measure four things. You get the numbers, and what Respond would recover.

Book a demo Run the Leak Audit
  1. 01Calls missed, by hour and day
  2. 02Appointments missed without notice
  3. 03Clients who left without the next appointment booked
  4. 04Clients past their usual interval