Frequently asked questions

Really. WhatsApp, Instagram, reminders and alerts: no counter, on every plan. No quotas that run out and no top-ups in the month your salon does well.

If you work behind a closed door, with few clients a day, all of them regulars, and they message you while you're free to reply — don't buy it. A free booking link solves the same thing and you save the subscription; we'd rather tell you here than charge you for three months so you reach the same conclusion yourself. The sums change when one of these three shows up: you miss calls with your hands in a colour, you're answering WhatsApp at eleven at night, or it's been months since anyone called the clients who stopped coming. There, a single client won back per month already pays for it, and you can work it out with your own numbers before deciding anything.

Yes. No minimum term, no penalty, and no setup fee. You cancel whenever you like.

From your dashboard, under «Assistant», you press «Connect» and scan a QR code with the salon's WhatsApp (Settings → Linked devices → Link a device). Within seconds ClaudIA starts answering. Your WhatsApp keeps working as normal on your phone.

It depends which route they connect you through, and almost nobody asks. There are two. Through Meta's official WhatsApp Business API: an outage or a policy change at Meta affects you, and you also get the 24-hour window — outside it you can't message a client except with approved templates, which is what ruins half of all reminders. The other route, which is the normal one in ClaudIA, is the session of your salon's own WhatsApp, linked with a QR code: you don't depend on Meta's API and you have no 24-hour window, so your reminders go out to clients who haven't written in for weeks. Always ask before signing with anybody, because it changes far more than a technical detail.

Just as easy: in your dashboard you press «Connect Instagram» and log in with the salon's account. From then on ClaudIA answers direct messages too. (We recommend using a professional or business account.)

Not yet outside Spain. Voice calls run today on a Spanish number, and diverting your line to another country would mean an international call charged to your salon — so we'd rather not offer it than sell you something that costs you money on every call. We'll offer it here as soon as we have a local number. Everything else works from day one.

In your dashboard, go to «Assistant and settings → Online booking» and copy the Google link. Then open your Google Business Profile (where you manage your reviews), tap «Edit profile», find «Appointment link» and paste it there. From that moment your Google listing shows a booking button that leads to YOUR page: whoever taps it picks a service, a person and a time, and the appointment lands in your diary. If they'd rather message you, that same page has a WhatsApp button. In Reports you'll see how many clients came through that button.

It lives in «Assistant and settings → Online booking», and it's a one-off. Before you give the link to anyone, check four things: (1) your services, with a clear name, a price and a DURATION — the duration is what decides whether the appointment fits the gap; (2) your team and their hours, because the page only offers real slots; (3) your logo and your colour, on that same screen, which is what your client will see; and (4) the two settings under «How you want it to work»: how far in advance someone can book (one hour by default, so nobody books at 9:58 for 10:00) and how many days ahead can be requested. You also decide whether prices are shown. Then try it yourself from your phone, copy the link for each place — Instagram, Facebook, Google, your website — and download the poster with your QR code to stick on the door. And if you have a website, there's a snippet right there to paste into it: it adds a fixed «Book now» button that opens your page, and whoever comes in that way shows up in your reports as «Your website». An appointment booked that way shows up in your diary as one more channel, and in Reports you can see where each one came from.

Yes, and without typing a single one. Under «Clients» you press «Import from phone» and the dashboard gives you the exact steps for your handset. On Android: Contacts → the three dots ⋮ → «Import/Export» → «Export to .vcf file» (it saves to Downloads). On iPhone you have to go through iCloud, because the Contacts app won't export them all: open icloud.com/contacts in Safari, sidebar → «All contacts» → options → «Select all» → «Export vCard». Then you upload that file and you'll see your address book with EVERYTHING unticked: you tick only your clients, with a search box to move fast. The plumber and the bank stay out.

No, and it doesn't depend on you getting it right: the system prevents it. ClaudIA sends no marketing message at all to a record that came from your phone's contacts — no campaigns, no «we haven't seen you in a while», no loyalty points alerts — until that person writes to you or you create an appointment for them. It works on its own, with nothing to configure and no way to switch it off by mistake. Operational messages do go out: if you book them an appointment, they get that appointment's reminder, because that isn't marketing.

They're ready for you in «Assistant and settings → Online booking». On Instagram: «Edit profile → Website» and paste your Instagram link; you can also download the QR code from the dashboard and pin it to a highlighted story like «Book now». On Facebook, careful: the «Send message» button opens Messenger, not WhatsApp — use your page's website button or a pinned post with your Facebook link. There are also links for one service or one person: «book your nails with me» gets tapped far more than «book now». Each link carries its own source tag, so you'll know where every client came from.

Yes, that's the idea: calendar by stylist, client records with history, packages, loyalty, reports and campaigns are all inside, so you don't need two programs or to copy appointments from one to the other by hand. You can import your clients from whatever you use now with a CSV. What can't be brought across automatically from any program is the appointment history, because each one exports it its own way.

Yes. Every client has a record with the history of what's been done, their preferences, your notes and their packages — and ClaudIA uses it while chatting, so it remembers last time without anyone reminding it. You also see who hasn't been in for a while and who your biggest spenders are.

It depends on the country. The till module — payments, payment methods, cashing up and closing the day — is built and available in the countries we serve outside Spain. Spain has its own tax-certification rules for recording a business's sales, and until we meet them we don't offer the till there; Spanish salons get compliant receipts and invoices instead.

Takings for the period against the previous one, average ticket, appointments by outcome, a day-by-hour heat map (your busy hours and your dead gaps), stylist and service rankings, new clients and biggest spenders, commissions, and where every new conversation came from. You filter by preset periods or by any dates you choose.

No. If you can use WhatsApp, you can use ClaudIA. We do the initial setup with you during the demo.

You choose the model (a stamp per visit, or points based on what the client spends) and the rewards. Every visit adds up on its own, with nothing to write down. The balance lives in the client's WhatsApp: they check it whenever they want and ClaudIA tells them when they're close to a reward. You handle the redemption at the visit, in full control. Included from the Pro plan up.

The same day. Connecting WhatsApp and Instagram takes a couple of minutes, and we set up your services, your hours and the way you talk to clients together during the demo.

Yes. It listens to voice notes and replies to them like any other message (your dashboard keeps the transcript). And if a client sends a photo of a look — «how much would this cost me?» — ClaudIA looks at it, works out which service it is and gives a guide price from your own price list. With professional caution: it never fixes a price or promises a result from a photo; it offers the appointment and the salon confirms in person.

ClaudIA steps aside and hands it over to you. It pauses that conversation and alerts you with the reason. It all lands in the bell in your dashboard, with a direct link to the chat, until you mark it as handled. No clients trapped in bot loops.

No, and it's the first thing you should ask any assistant. The underlying problem is that a service isn't ONE duration: a colour is minutes of application, a wait while the colour develops, and the finish. ClaudIA works in those bands, so the wait stays free for another quick client and you aren't left standing. Each service can have its variants with their own duration (short or long hair, with nail art) and ClaudIA asks which one before booking, instead of getting it right by luck. New clients get extra margin. And a watchdog goes through the appointments every day and flags any that comes out shorter than that service needs: getting it right isn't enough, it has to show the day it fails. All you have to do is write down your real timings, band by band — half an hour, once.

No, and almost nobody asks this before signing. The moment you reply in a chat — from the dashboard or from your own WhatsApp — ClaudIA pauses in that conversation and goes quiet: if it kept writing while you write, your client would get two voices and trust neither. And it doesn't come back on its own: that conversation is yours until you press «Reactivate». Meanwhile it stays flagged in the dashboard so nobody skips it, and every other conversation carries on as normal.

Yes, and it's one of the things beauty salons appreciate most. For each service you say which machine it needs and how many you have: from then on it won't book two appointments at once that need that machine, even if you have hands free. And it's tracked separately from your own time: if the treatment has a stretch where the machine works on its own, ClaudIA uses that stretch for another short client — the machine stays booked, but you aren't standing around. You can even say a service doesn't take up your time at all (a machine the client uses alone): the machine is reserved and you stay free. The client is never told any of this: she asks for her appointment and sees free times, as always.

Of course, and without treading on each other: if you reply from the salon's WhatsApp, ClaudIA steps out of that conversation for a while (and comes back on its own afterwards, with nothing for you to remember). Your message is saved in the dashboard, so the thread reads in full — what the client said, what ClaudIA said and what you said. And from the dashboard you can also pause it or bring it back in any conversation with one button.

Yes. You reply in the same chat where ClaudIA alerts you and tell it what you want in your own words: «move Carmen to five o'clock», «block off Friday afternoon for me», «book Lucía in for highlights on Thursday», «tell Ana she left her coat here». It can do five things: move an appointment, book a new one, cancel, block off a slot in the diary and message a client. When it moves or cancels, it tells that person itself.

You see it before anything happens, because it never acts first time round: it sends back exactly what it is about to do — full name, day and time before and after — and waits for you to say yes. If you got muddled or it understood something else, you say no and it's dropped. That yes expires after ten minutes, so one the next morning doesn't move anybody's appointment. It also respects the same rules as your diary (it won't double-book or ignore your hours), it won't message anyone in the middle of the night, each phone on your team can have different permissions and everything is logged. If one day you want it to stop, you write «stop doing what I say» and it stops.

ClaudIA understands natural language, checks your real calendar and books for real — no generic answers and no menus of options. It talks like a receptionist at your salon.

Yes, and the right way: after each visit it asks how it went, at the right moment and without nagging. Happy clients end up on your Google listing through your direct link; if something went wrong, you hear about it privately — with an alert to your phone — before it becomes a public review. You decide whether to switch it on and what it says.

You're the first to know. ClaudIA takes down the reason tactfully, logs it as a private issue in your dashboard and alerts you straight away so you can call and put it right. That client is never asked for a public review.

Yes. You define your packages with their price and, if you want, an expiry date; you record each sale and the dashboard keeps count. If the package has services attached, sessions come off on their own when the appointment happens: nothing for you to remember. One session can include several services in a row: they're booked together, in one block, and count as a single session. Client didn't turn up? You mark it «No-show» and the session goes back into the package. Packages without a service attached you deduct yourself with one button. The money is counted once: it comes in the day you sell the package, and those appointments never add to your takings again. Every movement is kept in a history with its date, so if the count ever looks off, you clear it up in seconds with the evidence in front of you.

On its own, end to end. If somebody asks for a slot and there isn't one, ClaudIA offers to put them on the list —writing in or calling on the phone, on both channels— and you can add anyone yourself from the dashboard. When a compatible slot frees up (a cancellation, or an appointment moved to another day), ClaudIA checks that the time is still free and messages ONE person only: whoever fits best by service, day, professional and preferred time — and between equals, whoever has waited longest. If they reply, ClaudIA books them that slot in the same conversation and their wait closes itself. If a few hours go by with no reply, the slot moves on to the next in the queue, and whoever didn't answer goes back to their place without losing seniority — and without being offered the same slot twice. Your dashboard shows every step: who's waiting, who was offered which slot and how long ago. And it only asks you for a decision when there's genuinely one to make.

Yes. We encrypt the information and we comply with the GDPR. Your data is yours: we never sell it and we never share it.

Whenever you like, without asking us. From your dashboard you download your client base and your whole calendar — every appointment, past and future, with date, time, client, service, professional, status and price — in a file that opens in any spreadsheet. There's no minimum term and no months of notice, and you don't need to be up to date with payment to download it either: even if the service is paused, what's yours you can take.

Always. We don't hand you an app and wish you luck: there are people behind ClaudIA. From your own dashboard, under «Support», you can open a request whenever you want — a problem, a question, or just to tell us something — and we follow it through with you until it's resolved. It isn't a mailbox where things get lost: every request has its status and its answer.

You go into your dashboard, «Support» section, and press «New request». You choose whether it's a problem, a question, a complaint or a suggestion, tell us what's happening and, if it helps you explain, attach a screenshot. We answer you right there and you get an alert when we do. You also keep your whole history of conversations with support, so you never have to repeat yourself.

As soon as we can, and in order of seriousness: if you mark a problem as critical (the service isn't working), it goes to the front of the queue. Questions and suggestions get answered too, more calmly but without forgetting any. Our commitment is that no request goes unanswered.

Please do. The same «Support» channel works for complaints and for suggestions, and we read them all. Many of ClaudIA's features came from ideas from salons like yours. We want to hear what you don't like as much as what you do: that's how we improve the product you use every day.

No. It's included in your subscription, with no extras and no paid tickets. It's part of what working with ClaudIA means: feeling properly backed up, not just on day one.

Yes — and note this applies to salons in Spain. Since 2019, a Spanish business with at least one employee must record their working day daily and keep those records for four years. ClaudIA's time clock meets the rules in force: your team clocks in with two clicks from the salon tablet, from their personal link or over WhatsApp, records can't be tampered with, and the report for a labour inspection comes out in one click. Included from the Pro plan up.

No. In Spain the obligation covers employees — your team on a contract. As the self-employed owner you can clock in voluntarily if it helps you understand your hours, but it isn't a legal duty. That said: with a single employee, the duty to record THEIR working day already exists.

Yes, as long as the system reliably identifies the person and can't be faked. In ClaudIA each employee verifies their number once, the time that counts is the server's when the message arrives (not whatever the text says) and the record can't be altered. It's also voluntary: anyone who doesn't want to use their own phone clocks in on the salon tablet.

Yes: it's built in line with the new Spanish royal decree currently going through — digital, tamper-proof, with breaks recorded and the report ready for an inspection. One honest tip: there is no official «certification» for time-clock software today, so be wary of anyone selling you one. When the decree is published, your time clock adapts on its own, with nothing new to buy.

It can, but never by «editing quietly»: you propose the correction, your employee approves or rejects it from their link, and everything is logged with their signature. That audit trail, which looks like a nuisance, is exactly what makes your record stand up to an inspection — a system that lets you delete and rewrite doesn't protect you.

From the Pro plan, with no per-employee charge. If your salon has several sites, multi-site time tracking comes with Pro XL. It isn't included in Essential: if you have a team, Pro is your plan.

ClaudIA is your receptionist, not your till: today it sits alongside any POS system adapted to Verifactu, Spain's e-invoicing regime. We're also building a module to issue your receipts with the Spanish tax authority's QR code straight from ClaudIA, available well before the legal deadline (January 2027 for companies, July 2027 for the self-employed). Outside Spain none of this applies to you.