How to Notify Clients About Changes in Working Hours on Time

Changes in working hours, appointment times, as well as the establishment of holidays or days off require special attention. It is important to notify clients in a timely manner to ensure their convenience when choosing the right time for booking and visiting. This helps to avoid misunderstandings and allows clients to plan their visit in advance.

Notifying clients about changes in work schedules and days off in the beauty business is an essential step in maintaining trust and convenience.

There are many ways to do this effectively and in the shortest possible time.

Notification Methods:

At the office:

• Post a notice on the front door: Place a notice on the front door of the office. This will allow clients to familiarize themselves with changes in the schedule. However, this is not always effective if the schedule changes shortly or unexpectedly.
• Administrator: It is convenient to place a sign with the schedule changes near the administrator. The administrator can point out the changes to each client and answer related questions. Clients can take a photo of the information to double-check it later. It is also a good idea for the administrator to call regular clients or those already booked and inform them of the changes as quickly as possible if they are unplanned and require adjustments.

On the website

• Work schedule: Make sure to update and reflect changes in the schedule on the website, in the booking calendar, and in the schedule of specialists.
• Banner or pop-up window: Place a notification on the main page of the website so that it cannot be missed by visitors.
• “News” section: Create a dedicated section with up-to-date information.

Social networks

• Posts: Create posts on Instagram, Facebook, or other platforms where your clients are most active.
• Stories: Use Stories for quick and noticeable notifications.
• Pinned posts: Pin schedule information on the main page of the profile.

Messengers

• WhatsApp or Telegram: Create a group or mailing list for your clients. Post the message in the main group and pin it.
• Automated mailings: Use chatbots or mailing services (e.g., WhatsApp Business API, Telegram bots).

SMS or Email newsletters

• SMS: Short notifications are suitable for urgent changes.
• Email: Send a mailing to clients if possible, specifying the changes and possible adjustments. Include additional options if available.

Direct communication

• At the appointment: Inform clients during their visit.
• Automated response: If you have online booking, set up an auto-reply with the latest information.

Google schedule, Google Maps

• Google My Business: Update the schedule in your Google My Business account. Many clients check working hours through search engines.
• Google Maps: Update the schedule on Google Maps. This will be especially convenient for new clients looking for services at that time.

Push notifications

• Mobile application: If you have a mobile app or web notifications, use them for instant updates.

Example

Dear Clients,

Please note that starting from [date], our salon’s working hours will change.

New Schedule:

• [Days of the week, e.g., Monday–Friday]: [working hours, e.g., 9:00 AM–6:00 PM]
• [Days off or special working conditions]: [description, e.g., Saturday – shortened hours, Sunday – closed]

Additionally, please be informed that on [date or period], our salon will be closed due to [reason, e.g., public holidays or technical maintenance].

We kindly ask you to plan your visits in advance. If you have any questions or need assistance in selecting a new appointment time, please contact us at [phone number] or reach out via [communication channel, e.g., WhatsApp, Telegram, email].

We apologize for any inconvenience this may cause and thank you for your understanding!

Best regards,
The [Your Salon Name] Team

Tips:

If the changes in the schedule are planned in advance due to public holidays or a specialist’s vacation, it is best to notify your clients in advance via your website and Google. For unforeseen changes, newsletters, posts on social networks, or messenger notifications work best. Notify clients in advance—at least 3–7 days if possible.

Use a consistent style of messaging across all channels. Keep the messages clear and concise. Always provide contact details for feedback in case of questions or unforeseen situations.
Apologize for any inconvenience and offer a bonus (e.g., a discount) in the event of significant or unplanned changes.

Changes in working hours, including unplanned days off, holidays, or urgent repairs of equipment or premises, can create inconveniences for both the business owner and clients. To maintain the loyalty of regular clients and prevent potential losses, Beautier recommends promptly and effectively notifying clients of any changes. This will allow them to adjust their plans in time and choose another convenient time or place for necessary procedures.