Salon and spa business glossary

Last updated 7 October 2026

Business Operating System (BOS)

A single system a business runs its day-to-day operation through: the records, the workflows and the screens staff use. For a salon that means bookings, clients, staff, payments, stock and the website held in one place instead of several separate tools. Read the BOS guide

Salon software

Software that runs part or all of a salon's operation. It ranges from a simple online diary to a full system covering point of sale, staff rotas, stock, marketing and reporting.

Online booking

Clients choosing a service, a staff member and a time themselves, from a website or link, without phoning the business. A good setup only offers times that are free for that service's length.

No-show

A client who misses an appointment without cancelling. The slot is lost because it is usually too late to rebook. No-show rate is the share of appointments this happens to.

Deposit

Part of the price taken when the appointment is booked and kept if the client does not arrive. Deposits are the most common way salons reduce no-shows on longer or higher-value services.

Cancellation policy

The rules a business sets for late cancellations and no-shows, such as how much notice is needed and when a deposit is kept. It should be shown to the client before they book.

Point of sale (POS)

Where a payment is taken and recorded: the till, card reader and the screen that adds services, products, tips and discounts to the bill.

Day-end reconciliation

Checking at close that cash, card and other takings match what the system recorded for the day, and explaining any difference.

Commission

Pay calculated as a percentage of what a staff member sells, often with different rates for services and retail products.

Rota

The schedule of who works when. In salon software the rota decides which staff can be booked online at which times.

Rebooking rate

The share of clients who book their next appointment before leaving. It is one of the clearest signs of client retention.

Retail stock

Products the business sells to clients, such as shampoo or skincare, as opposed to back-bar or professional stock used during treatments.

Back bar

Professional products used on clients during services, such as colour or treatment products. Tracking it shows the real cost of each service.

Patch test

A small test application before a colour, lash or brow treatment to check for a reaction. Many businesses record the date and require it within a set period before the service.

Consent form

A record that the client has been told about a treatment, its risks and aftercare, and agreed to it. Common in aesthetics, lashes and some beauty treatments.

Package or course

A set number of sessions sold together, usually at a lower price per session, and used up over time.

Membership

A recurring payment that gives the client a set benefit each period, such as one service a month or a member price.

Gift card

Prepaid value a client buys for someone else, redeemed against services or products. The business holds the money until it is used.

Loyalty programme

Rewards for returning clients, such as points per visit or a free service after a set number of visits.

Client portal

A private area where a client can see and manage their own bookings, details and purchases.

AI Concierge

In Voltalyze, the AI layer that answers clients' questions about services, prices and availability, within the limits the business sets. See the AI layers

Internal AI assistant

In Voltalyze, the AI layer that helps authorised staff find information and prepare work inside the system, within their permissions. See the AI layers

Multi-location

One business running more than one site, with shared clients and reporting but separate rotas, stock and takings for each location.

Data export

Taking a copy of your own records, such as clients, bookings and sales, out of a system in a common file format. See security and data