Your role
Receptionist
You run the front desk of a salon, spa or venue. You book clients, check them in, take walk-ins and take the payment at the till. Refunds go to a manager.
As receptionist you run the front desk. Kila describes the role as the one that “Runs the front desk: books, checks clients in, takes walk-ins and payment. Refunds go to approval.”
When you sign in
Link to this section: When you sign inKila opens the till, with the diary beside the cart: a column for each stylist, and the arrivals, walk-ins, the visits to charge and tomorrow’s clients next to it. Move to another day with the arrows (1) and tap New booking (2) to book.
Your day
Link to this section: Your day- Open. Open your shift on the till by counting the float: Open a shift.
- Book clients as they call or message, with a deposit for long services: Book a client and Take a booking deposit.
- Walk-ins and members. Add walk-ins to the queue and serve them in turn: Serve walk-ins. Members check in with their number: Check in a member.
- Arrivals and payment. Mark clients arrived and charge the visit when it is done: Check in and charge a visit.
- Before they leave, book the next visit or sell a package: Rebook a client before they leave and Sell and use a package.
- In the afternoon, confirm tomorrow’s clients: Confirm tomorrow’s clients.
- Close. Count the drawer and close your shift: Close a shift.
What you can do
Link to this section: What you can do- Book and cancel visits, and take deposits.
- Check clients in, keep the walk-in queue and check members in.
- Charge visits at the till with the products the client buys, and take payment for a visit from its booking.
- Read and add to the client’s card: notes, allergies and patch tests.
- Confirm tomorrow’s clients by call, WhatsApp or SMS. SMS is in test mode, so a reminder by SMS stays in Kila’s message log and does not reach the client yet: call, or use WhatsApp from the desk’s phone.
Everything the role is allowed to do
- General
- View dashboard
- Point of sale
- Sell at the till; View sales; Create quotations; Apply discounts; Start refunds and returns; Open and close own shift; Sell gift vouchers and check their balance; Open bills and add orders on tables and tabs (no till shift needed); See the kitchen and bar screens; Move kitchen tickets (cooking, ready, done) and print them; Book, change, seat and cancel table reservations; Take entry charges at the door and keep the headcount; Send an M-Pesa prompt for a bill at the table; Start and release card holds on bills (pre-authorisation)
- Catalog
- View products and services; Suggest prices for products below the minimum margin
- Stock
- View stock
- Customers
- View customers; Create and edit customers
- Services
- View services and bookings; Book and manage appointments
- Credit
- Record repayments
- Money
- Record cash deposited from the till to M-Pesa or the bank after trading (own branch)
- Branch operations
- Complete opening, closing and log checklists and report issues
- Warranty
- Look up warranties and take in warranty claims
What needs a manager
Link to this section: What needs a manager| Approval limit | Up to |
|---|---|
| Refunds | KES 0.00 |
| Discounts | 5% |
| Stock adjustments | KES 0.00 |
| Credit agreements | KES 0.00 |
Needs a manager
- Changing a price at the till: “Your role cannot change prices. Ask a supervisor.” A visit with a senior stylist costs more than the menu price, so take its payment from the booking instead, under More and Take payment: see Check in and charge a visit.
- Refunds go to a manager for approval: Approve or reject a request.
- The front desk settings, the deposit rules and the walk-in screen’s choices are the owner’s.
Common questions
Link to this section: Common questionsWhere do I see the walk-in queue? Beside the diary, under Walk-ins, with each client’s number and how long they have waited: Serve walk-ins.
The client paid a deposit. Do I take the full price? No. The deposit is used first when the visit is charged, and the till asks only for the rest: Take a booking deposit.
Can I see my commission? Not when you take no clients yourself. Kila says “Your sign-in is not linked to a staff member, so there is no commission to show. Ask the owner.”
- Salons, spas and venues: the whole day in a salon, spa or venue.
- Stylist and Salon manager: the people you work with.
- Cashier: the till, shifts and payments.