A client card is two documents in one: the interview that protects the client’s health and you, and the history that makes the client come back. Below: what a client card should contain \u2013 cosmetology, lashes and nails get separate downloadable PDF templates \u2013 plus the GDPR consents and the moment when a paper card stops being enough<\/p>\n\n\n\n
The first role is protective. A skin treatment without an interview about allergies and contraindications is a complication risk, and with a client’s claim it is your word against hers. A completed, signed card with an interview is a document: it shows you asked, the client answered, and you matched the treatment to the answers.<\/p>\n\n\n\n
The second role is sales. A card with preferences and history is why a client feels “at home”: she does not have to explain every time which brand of foam she hates and which shade worked last time. That institutional memory stays with the salon even when an employee leaves. And regular returns are already a topic for a loyalty program<\/a>, which builds on the client card.<\/p>\n\n\n\n The universal template for a beauty studio consists of five sections. You will find this exact layout in the PDF at the end of this chapter.<\/p>\n\n\n\n Contact details.<\/strong> Full name, phone, e-mail, date of birth, how the client heard about the salon. The last field looks innocent, and after a year it shows which channel really brings clients.<\/p>\n\n\n\n Health interview.<\/strong> The core of the card: allergies with space for “which”, skin diseases, chronic illnesses, medications (retinoids and anticoagulants can rule out a treatment), pregnancy and breastfeeding, pacemaker and implants, epilepsy, aesthetic treatments from the last six months. The YES\/NO format with a notes column takes a minute to fill in and reads even faster.<\/p>\n\n\n\n Skin assessment.<\/strong> Type, concerns, current care routine: these are diagnostic notes that produce a treatment plan, not just a single visit.<\/p>\n\n\n\n Treatment log.<\/strong> Date, treatment, products with parameters, skin reaction, the performer’s signature. Parameters matter more than they seem: “mandelic acid 40%, 5 minutes” says everything six months later, “peel” says nothing.<\/p>\n\n\n\n Consents.<\/strong> They get their own chapter below, because this is where mistakes are easiest.<\/p>\n\n\n\n \ud83d\udcc4 Download the template: client card \u2013 cosmetology, printable PDF<\/a><\/strong> (2 A4 pages, sections as above)<\/p>\n\n\n\n The universal card does not ask about what matters most to stylists, so lashes and nails got separate templates.<\/p>\n\n\n\n Client card \u2013 lash styling.<\/strong> The interview targets the eyes and the glue: allergies to cyanoacrylates, eye conditions, contact lenses, tearing, plus a patch test with date and result. The parameters section records the method, curl, thickness and length map, and the visit table tracks the glue and retention separately. After six months you see in black and white which glue made retention drop.<\/p>\n\n\n\n \ud83d\udcc4 Download the template: client card \u2013 lash styling, PDF<\/a><\/strong><\/p>\n\n\n\n Client card \u2013 nail styling.<\/strong> The interview asks about acrylate allergies, changes on the nail plate and skin, diabetes and medications affecting clotting; a separate section describes the plate condition and the system you work in. A note “onycholysis after gel X” in the card is the difference between a professional and guessing from memory.<\/p>\n\n\n\n \ud83d\udcc4 Download the template: client card \u2013 nail styling, PDF<\/a><\/strong><\/p>\n\n\n\n The health interview is special-category data within the meaning of art. 9 GDPR, so one blanket “consent to everything” is not enough. In practice the card needs three separate fields.<\/p>\n\n\n\n Consent to personal data<\/strong> for keeping documentation and booking visits: the basis of everyday work. Explicit consent to health data<\/strong> from the interview: without it the questions about allergies and medications have no legal basis. Consent to photos,<\/strong> best split in two: storing before\/after in the documentation, and publication in the salon’s materials; the latter always optional and revocable.<\/p>\n\n\n\n Plus two rules. Consents cannot be pre-ticked, and refusing an optional consent cannot block the treatment. The full guide to GDPR in a salon, with the processing register and the information obligation, is a topic for a separate piece; the templates above contain the complete set of signature fields to start with.<\/p>\n\n\n\n A paper card works as long as you have one folder and a hundred clients. Then the costs begin: the interview cannot be searched, handwriting can be illegible, the binder is not connected to the schedule, and the GDPR requirement of “access for authorized staff only” looks weak in an open reception drawer.<\/p>\n\n\n\n There is also a second threshold, spoken about less often: whose client base is it, actually. A client who books through a marketplace is the platform’s user: her data and history live in someone else’s app, which shows competing salons right next to your profile, and you pay a commission on every booking, in the industry up to 40% of the visit value. With subscription software it is the other way round: the electronic client card with the visit history is your asset, it grows with every visit, and nobody earns a commission on it.<\/p>\n\n\n\n The practical path: the client signs the interview and consents on paper (templates above), and you keep the card’s content in a system, where notes, custom fields and the visit history are at hand with every booking.<\/p>\n\n\n\n In Altegio you extend the client card with custom fields for your specialization: text, number, a list of values, date, and date and time. Out of these you build, for example, a “patch test: date and result” line, a “curl and thickness” field as a list of values, or “allergies” as text, and the whole team sees them in the same place on the card. A field can be shown in the online booking widget, including as a mandatory one: the client fills it in herself when booking, before she ever sits in the chair. And when the interview is filled in on site, the FastSign integration turns the paper questionnaire into a QR form: the client scans the code, fills in the fields, and the data lands straight in the card.<\/p>\n\n\n\n Storage works the same way: the visit history writes itself into the card with every booking, and access to the client’s fields is controlled by separate permissions, viewing and editing custom fields. The requirement of “access for authorized staff only” thus stops being a reception drawer and becomes a setting.<\/p>\n\n\n\n Client card \u2013 cosmetology: what must it contain?<\/strong><\/p>\n\n\n\n The minimum is four sections: contact details, a health interview with allergies, illnesses and medications, a treatment log with products and parameters, and the client’s consents, including explicit consent to health data. Add a skin assessment and preferences if you plan treatment series rather than single visits.<\/p>\n\n\n\n Is a client card mandatory?<\/strong><\/p>\n\n\n\n No regulation directly requires keeping a client card in a beauty salon. What is mandatory are hygiene procedures when breaking tissue continuity and GDPR consents when processing data. The card is the practical carrier of both obligations and your proof of diligence when a client reports a complication or a claim.<\/p>\n\n\n\n Where can I download a client card template in PDF?<\/strong><\/p>\n\n\n\n This article contains three free printable templates: a universal card for a beauty studio and separate cards for lash styling and nail styling, each on two A4 pages with an interview, a visit table and a complete set of consents. Just print them and put them at reception.<\/p>\n\n\n\n How long should client cards be kept?<\/strong><\/p>\n\n\n\n As long as the processing purpose lasts: for active clients throughout the cooperation, and after it ends for the period of possible claims related to the treatments. Delete the card at the client’s request if you have no other legal basis. Consult the specific periods when implementing GDPR.<\/p>\n\n\n\n A paper card collects signatures well but remembers poorly. In Altegio the client card is electronic: notes and custom fields at hand with every booking, the visit history counts itself, and the client base belongs to you, with no commission per booking<\/strong><\/p>\n\n\n\n Try 7 days free<\/a> \u00b7 See pricing<\/a><\/p>\n\n\n\n A client card protects you from claims and builds returns. What to record section by section, which consents you need, and three free PDF templates: cosmetology, lashes and nails<\/p>\n","protected":false},"author":25,"featured_media":26418,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_monsterinsights_skip_tracking":false,"footnotes":""},"categories":[167],"tags":[],"class_list":["post-26373","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-kliyenty"],"aioseo_notices":[],"aioseo_head":"\n\t\t\n\t\n\t\n\t\n\t\n\t\n\t\t\n\t\t\n\t\t\n\t\t\n\t\t\n\t\t\n\t\t\n\t\t\n\t\t\n\t\t\n\t\t\n\t\tClient card \u2013 cosmetology: what to record, section by section<\/h2>\n\n\n\n
Client cards for lashes and nails: separate templates<\/h2>\n\n\n\n
Consents in the client card: three signatures that must be separate<\/h2>\n\n\n\n
Paper or a system: where the paper card dies<\/h2>\n\n\n\n
FAQ<\/h2>\n\n\n\n
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