How to move off BeautyPro and lose nothing

The data belongs to the salon

Clients, their visits and formulas, payments, stock and masters' pay are stored in the software but belong to the salon. You are entitled to take all of it with you.

Ask the vendor for a full copy of the database. Excel reports or a client list will not do, because the whole history and the links between records exist only in the database itself. Ask in writing and keep the correspondence.

The copy may come reluctantly. Then you write a formal letter and remind the vendor that these are your clients' personal data and your business's commercial data. In our case it took such a letter and the word "court".

What moves

From the database copy we move everything the salon works with every day:

• clients, with phones, birthdays, where they heard of you, comments and opt-outs from messages;
• the history of visits and receipts: services, products, masters, discounts, cancellations;
• payments per account: cash desk, bank account, safe;
• deposits, bonuses and gift certificates with their balances on the moving day;
• services and prices, including different prices for different master levels;
• products, stock and the cost of every movement: receipts, sales, materials used on services;
• pay rules and the history of what each master was accrued and paid;
• staff and positions, expenses by category, suppliers.

Copying the database is not enough. The old program stores some things its own way: a cancelled receipt line drags along payments, materials written off and a master's accrual that must disappear too. We work through every such case separately, so the numbers in the new program mean the same as in the old one.

What is set up again

Some things live not in the database but in outside services. They are connected again, usually an hour's work:

• the SMS account: the salon connects its own and pays for messages directly, with no markup from us;
• the software cash register for fiscal receipts;
• staff sign-ins: everyone gets a personal invitation and their own password or passkey;
• reminder and greeting texts; better rewritten in your own words than copied from the old ones.

How to check nothing was lost

Nobody should be taken at their word here, us included. After the move, compare what is easy to count in both programs:

• the number of clients and the number of visits last month;
• the stock of every product, which must match to the unit;
• the balances of deposits, bonuses and unused certificates;
• the totals of every account for last month;
• the cards of 5–10 clients your receptionist knows by heart: visits, masters, formulas, comments.

We run the same checks automatically on every import: for example, we rebuild stock levels from every imported product movement and compare them with the old program's numbers. On the first salon's data there was no difference.

A trial on your own data

It is easier to get to know new software on your own clients than on a demo. While the salon still works in BeautyPro, we refresh a copy of its data in Perukar every hour. Receptionists and masters open it and see their own day, their bookings, their cash desk.

The old program meanwhile works as usual. In the copy you can try anything, and nothing breaks. Once the team is used to it, we set the moving day.

The moving day

The move itself takes one evening and one morning:

• we take the day with the fewest bookings;
• in the evening, after closing, the salon stops making changes in BeautyPro;
• we run the final import and every check;
• staff get their invitations to the new program;
• in the morning the salon is already working in Perukar, with today's bookings and those months ahead.

After the final import another one is impossible, the program refuses it. That way nobody can overwrite new bookings and receipts with old data by accident.

How long it takes

The import itself takes one to three days, depending on how many years of history the salon has. The salon works as usual the whole time. The trial on your own data lasts as long as the team needs, usually a week or two.

If your salon runs on BeautyPro and you are thinking of moving, leave a request and we will tell you how it would go for you.