The Salon Guide, start to close.

2.1 Your first ten minutes

1. 1

   Open your business link

   Open your business link (shown during onboarding as hi.onlykipas.com/{your-business}) on your phone, tablet, or laptop. No downloads, no app store.

2. 2

   Set your password

   Open the secure OnlyKipas account email and choose your own password. The link can be used once. If you need another email, ask the owner. OnlyKipas limits repeat account emails for ten minutes. The sign-in page then shows your business name, logo, and colour.

3. 3

   Add to Home Screen

   Add to Home Screen (Safari: Share → Add to Home Screen; Chrome: menu ⋮ → Add to Home screen). It now opens like an app, full screen.

4. 4

   Keep your account secure

   Keep your password private. The business owner and OnlyKipas cannot see it. Use Forgot password? on the sign-in page if you need a fresh reset link.

2.2 Who can see what

2.3 Finding your way around

• Sidebar (left, desktop): pages are grouped by daily work, customer care, money, team and catalog, business setup, and settings. Only the pages enabled for your workspace appear. A retail service business sees Jobs, while an appointment-led business sees its booking and resource tools.
• On phones: the menu collapses into ☰; inside POS you get two bottom tabs: Services and Cart.
• Branch selector (top bar): filters almost every screen to one branch, or All Branches for the whole business. In POS, the selected branch is where the sale is recorded, so check it before checkout.
• Dark mode: the moon/sun toggle in the top bar. Use the theme that suits your workspace.
• Interface language: use the language control in the top bar. Choose English, Simplified Chinese, or Bahasa Malaysia. The choice stays on this browser and device.

2.4 First-day setup checklist (owner)

• Settings: shop name, receipt footer, SST on/off + rate, receipt logo or emoji
• Online Booking: enable requests, choose bookable services and staff, then copy the public link or QR code from Settings
• Services: set names, durations, prices, member prices, and public booking categories. Create categories from Booking categories, choose a fixed icon, then assign each public service. A service without an active category stays under Other services.
• Schedule: working hours and days off per person
• Customers: add your regulars (name only is fine; phone optional)
• Branches: set the address and phone used on receipts. Edit a saved branch to add its public booking profile. Address, booking hours, Instagram, and the cover image stay private until you publish each field. Cover images are center-cropped to 3:1 and converted to WebP in your browser.
• Staff: add each person, pick their role and branch
• Packages / Memberships: if you sell prepaid credit or member plans
• Make one test sale: walk-in, one service, cash. That's it, you're live.

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3.1 Step one: who is this sale for?

3.2 Step two: add services

• Tap a service card to add it at list price. Cards show duration and price.
• Filter services… finds anything in two keystrokes.
• Quick Add chips (shown once a customer is chosen) hold your most common services, one tap each.
• Keyboard counter? F1 to F5 are your fastest services, Esc clears the cart.
• Member price, Use credit, and Use free visit buttons appear automatically when the customer qualifies; that's the next chapter.

3.3 Step three: the cart

• Review lines; remove a mistake with the trash icon before checkout (after checkout, it's a void; see Chapter 09).
• Choose Cash, Card, or E-Wallet, or use Split for mixed payment (Chapter 05).
• The total is always visible; nothing rounds silently.

3.4 Step four: checkout & the receipt

1. 1

   Complete cash payment

   Cash (and credit-only) sales complete in one tap.

2. 2

   Confirm terminal payment

   Card / E-Wallet / Split show a quick "Confirm payment received"; tap it once the money is actually in hand or terminal.

3. 3

   Use the receipt

   The receipt screen shows items, totals, and exactly how it was paid. From here: Download (PDF), Share (e.g. WhatsApp it to the customer), or New Transaction.

4.1 The three things that can appear on a service card

4.2 If a button you expected isn't showing

• Is the customer a Walk-in? Walk-ins never see member anything; attach the sale to their profile instead.
• Free visits: is this person the buyer, do they have visits left, for this specific service, on an active membership?
• Credit: is there a balance, and is it past its expiry date? Expired credit can't be used (see Chapter 08).
• Credit not enough for the whole service? Use credit for its share and Split the rest into cash/card; the app caps it properly.

5.1 Tenders, in plain words

5.2 Split payment

1. 1

   Choose Split

   In the cart, tap Split.

2. 2

   Enter payment amounts

   Enter amounts across Cash / Card / E-Wallet. Fill RM… drops the remaining balance into a row for you.

3. 3

   Balance the split

   The screen shows short or over until the parts equal the total; it won't let you check out unbalanced.

4. 4

   Confirm payment

   Confirm payment received → done. The receipt says exactly how it was paid.

5.3 The receipt

• Download: saves a PDF (shop name, branch address, SST if enabled, footer message, all from Settings).
• Share: opens the phone's share sheet; WhatsApp it to the customer in two taps.
• WhatsApp package / voucher update: when a receipt changes a customer's package, free-visit, or voucher balance, opens a prepared update they can review. If the browser blocks the new window, OnlyKipas does not mark it opened; allow pop-ups and try again.
• Email receipt: when customer emails are on in Settings and the customer has an email on file, sends the receipt as an email with the PDF receipt attached (once per receipt); after a package or membership sale, an Email summary button sends what they bought and when it expires. If the customer has no email or unsubscribed, the button says why instead.
• Reprints later: from Mobile Home or My Day, tap a recent receipt to open it directly; otherwise Admin → Receipts → open the receipt → same PDF.

6.1 Adding and finding customers

• Add: New (in POS) or Add Customer (Admin → Customers). Name is required; phone and email are optional.
• Email: if the customer shares one, save it here; with customer emails switched on in Settings, they get an email reminder the day before their appointment. The consent tick box underneath is only for occasional birthday/offer emails; leave it unticked unless the customer agrees. When a consenting customer's birthday month comes around, the Customers birthday list shows a one-click Send birthday email button. Your team sends it, never a robot. Every email carries an unsubscribe link.
• No-phone customers are first-class: they book and buy normally, show as "No phone", and simply have no WhatsApp button (there's no number to message).
• Search: type name or phone in POS; the profile panel shows visits, spend, credit, membership, and notes.

6.2 Preferences & notes: the little black book

6.3 The WhatsApp button

6.4 The full profile

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7.1 Booking an appointment

1. 1

   Start a booking

   Tap Book (POS top bar) or New (Admin → Appointments).

2. 2

   Choose the customer and services

   Choose the customer, the branch, and one or more services; total duration adjusts itself.

3. 3

   Choose time, staff, and resource

   Pick date & time, and optionally the staff member. If the branch uses scheduling resources, you can also choose a room, station, or equipment item. Wellness and professional services workspaces can also set a Group size.

4. 4

   Create the appointment

   Create. If the same staff member is already booked at an overlapping time, you'll get a conflict warning; adjust time or assign someone else.

7.2 The appointment lifecycle

7.3 Online booking requests (from your public page)

7.4 The walk-in queue

• Walk-ins page: add a customer to the queue when they arrive; see who's waiting; assign and serve.
• Link an existing customer when you can. If customer search is unavailable, use Try again; the form keeps the one-off queue option open without pretending there was no match.
• The dashboard's Next in Queue card keeps the front desk honest about who's next.
• When their turn comes, tap Start in POS on the queue card. POS loads the linked customer and requested services, then marks the queue entry In service. Complete payment there.
• For a completed walk-in, View in receipts opens that sale's exact receipt; no searching the receipt list again.

7.5 Retail jobs

8.1 Packages: prepaid credit

8.2 Memberships: plans with perks

• Member pricing on eligible services, applied automatically at the counter.
• Free-visit allowances for specific services (e.g. 3 free Classic Manicures), redeemed with the green button, tracked down to the last visit.
• Buyer vs shared member (the golden rule from Chapter 04): buyer gets prices + free visits; shared members get prices only.
• Coverage limits are firm: a plan that covers 3 people covers exactly 3. The system refuses a fourth, even from two devices at once, and a plan and its free-service list always save together or not at all.
• Sold through POS as well, so the payment is recorded properly.

9.1 When to void

• Wrong service or wrong amount rung up.
• Sale attached to the wrong customer.
• Duplicate sale by accident.

9.2 What a void does

• Removes the sale from revenue, commission, and daily closing.
• Restores any package credit or free visit the sale consumed, back to the customer, automatically.
• Keeps the record, struck through, with your reason, forever, in the Audit Log.

9.3 How to void (owner)

1. 1

   Open the receipt

   Right after the sale: on the receipt screen, tap Void Receipt. Later: Admin → Receipts → open the receipt.

2. 2

   Enter a reason

   Enter a short, clear reason: "Wrong service selected". It shows in the audit trail, so make it mean something.

3. 3

   Confirm the void

   Confirm. Then ring the sale up again correctly, if needed.

10.1 The three kinds

10.2 The two rules that block people most

10.3 How to issue one

1. 1

   Choose the refund

   Admin → Receipts → open the receipt → choose Refund (remaining), Partial refund, or a custom amount on a line.

2. 2

   Enter refund details

   Select lines/quantities if partial; enter the tender returned and the reason.

3. 3

   Confirm the refund

   Confirm. The original receipt stays; the refund appears as its own record, and in tonight's closing.

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11.1 What the page tells you (Admin → Daily Closing)

• Total revenue and transaction count for the selected date and branch.
• Tenders: how much came in by Cash, Card, E-Wallet.
• Refunds by tender (money returned that day).
• Package Credit used: informational; prepaid value spent, not new money.
• Split receipts: informational; their parts are already inside the tenders.

11.2 Closing, step by step

1. 1

   Count the cash

   Count the cash in the drawer.

2. 2

   Enter counted cash

   Enter the counted cash.

3. 3

   Review the summary

   Review the summary; it notes voided receipts excluded, credit used, and any unallocated amount.

4. 4

   Close the day

   Close the day. The page records who closed and the cash difference.

11.3 The three warnings, translated

11.4 Reopening

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12.1 Knowing your numbers

• Overview (dashboard): the first action, metric order, and section order match the business type and enabled modules. A salon can lead with a sale and its queue. An appointment-led business can lead with the schedule. A retail service business can lead with jobs received, in progress, and ready. Money calculations, branch filters, and drill-down links stay the same. An Action Center gathers decisions that need the owner. Customize lets you reorder or hide the available sections on this device.
• Reports: the wider lens. The report cards and detailed sections follow the priorities of your business type. Revenue, refunds, tender totals, commissions, and date filters use the same calculations in every workspace.
• Receipts: every sale, filterable (Active / Voided / Refunded / Partial), day summaries, CSV export.
• E-invoice sandbox: build and submit one consolidated test document for a completed month. The preview excludes voided receipts and blocks any month that has a linked refund.
• Commissions: monthly per-staff earnings from their credited sales and your configured rates; export CSV for payroll. Voids remove commission; refunds subtract on their issue date; free visits earn none.
• Audit Log: every sensitive action with actor, time, and reason. Booking request acceptance, decline, and automatic expiry also appear here. A linked receipt number opens that exact receipt. When something looks wrong, the answer is here.

12.2 The retention engine

• Messages: the daily review queue. It contains the lanes enabled for the workspace. Appointment-led workspaces can open on due booking confirmations. Retail workspaces can open on due ready-job contacts. Workspaces without bookings show follow-ups without empty booking lanes. Staff tap, review, then send from your number. Mark contacted or Snooze 7d keeps the queue clean.
• Reminders: appointment nudges due to go out, same review-first pattern.
• Messages > Follow-ups: your daily win-back lane. It includes Expiring credit or memberships, unused Free visits, Lapsed customers, and recent visitors with No next booking. Each row has a WhatsApp action.
• Promotions: voucher drops to customer segments when the week looks thin. Issued safely (no duplicates), tracked to redemption.

12.3 The team

• Staff: roster, roles, per-person sales and last-active; add staff, send secure account emails, deactivate. Account status distinguishes Invite not sent, Invite sent, Password set, and Signed in. A Pre-tracking badge means authentication proves prior account access, but the event happened before lifecycle tracking. The exact time was not recorded. Not recorded means there is not enough evidence to claim an invite or password step. Repeat account emails have a ten-minute cooldown. (Tip: a kiosk login type exists for a shared counter device.)
• Schedule: working hours, custom hours, days off; feeds booking availability. Its title and guidance use the workspace team language, such as practitioners or team members. If its roster cannot load, it shows Retry instead of pretending the location has no team. Copy Last Week only copies people who are still active at the selected location.
• Attendance: clock-ins, network-verified (only from your approved workplace network, set in Attendance Networks), optional selfie sampling. "Team on duty" on the dashboard comes from here. Team members with a scheduled day off show a Day off badge and are not counted as "Not in yet".

12.4 Settings that matter

A button I expected (Use credit / Use free visit) isn't showing.

Walk-ins never see member buttons; attach a profile. For free visits: buyer (not shared member), visits left, for that service, active membership. For credit: balance exists and not past expiry. If all true and still missing, note the customer and time and message us.

The customer is a shared member and wants the free visit.

Shared members get member prices only; that's the plan design, not a bug. The buyer can use the visit; or they pay the member price, which is still a good deal.

Refund is blocked: "day is closed".

Golden rule 3. Reopen today's Daily Closing → issue the refund → close the day again. The refund counts on the day it's issued, not the original sale date.

Refund of a package/membership purchase is blocked.

Something from it was already used (credit spent, a free visit taken, member pricing enjoyed); revocation is only safe while untouched. Keep the receipt; handle the gesture as an owner decision outside the app and note it.

I rang up the wrong service/amount/customer.

Before checkout: remove the line with the trash icon; done. After checkout: owner voids it (reason, confirm) and rings it up again. Any credit or free visit used comes back automatically.

Staff member says they can't void or refund.

Correct: they can't, by design. Only the owner. This protects everyone, including them.

Split payment won't check out.

The parts don't equal the total; the screen shows short or over. Use Fill RM… to drop the remainder into a row, then confirm.

Package credit doesn't cover the whole service.

Use Use credit for its share, then Split the rest into cash/card/e-wallet. The app caps credit at the charged amount automatically.

Appointment conflict warning.

That staff member is already booked at an overlapping time. Move the time or assign someone else; the warning is doing its job.

Customer booked online but nothing is confirmed.

Online bookings arrive as requests. Staff confirm them from the booking/Messages flow; then the customer gets their confirmation link. Nothing auto-confirms, ever.

Customer lost their confirmation/portal link.

For security, those links expire and only one live link exists per customer. Find the customer and re-send/re-issue from their appointment or profile.

Customer has no phone number.

Fine. Save them name-only. Everything works except the WhatsApp button (nothing to message). They'll show "No phone".

Clock-in didn't register.

Attendance only counts from approved networks (Settings → Attendance Networks), such as your workplace Wi-Fi. Check that the device uses an approved network. This prevents clocking in from elsewhere.

Daily Closing shows a cash difference.

Recount the drawer. Still off? Look for a missed/extra sale, a refund, or a void. Enter the true counted cash and close; the difference is recorded honestly, which is the point.

The receipt PDF looks wrong: name too big, no logo.

Settings: Receipt name size (S/M/L) and the logo/emoji options (show, position, align). Branch address comes from Branches.

Someone forgot their password.

Tap Forgot password? on the sign-in page, enter the account email, then wait for Check your inbox. The owner can also send a fresh, single-use password link from the Staff page.

The app says the workspace is locked.

The account was suspended by OnlyKipas. That's an owner→OnlyKipas conversation; email hi@onlykipas.com.

I can't find a feature a staff member mentioned.

Check the branch selector (top bar); many pages filter by branch. Then check Settings → page visibility: the owner controls what non-owner roles see.

Where did last week's summary go?

It arrives by email, Monday morning, automatically: the weekly digest. Check spam once; after that it just works.

Still stuck.

Email hi@onlykipas.com with your business name, what you selected, and what you expected. Add screenshots when possible.

14.1 Daily

• Morning: glance at Overview, then clear the Messages queue before doors.
• Midday: spend ten minutes in Messages > Follow-ups. Review expiring credit, lapsed regulars, and customers with no next booking.
• Night: Daily Closing, every branch, no exceptions. Count, enter, close.

14.2 Weekly & monthly

• Read the Monday digest email; skim Reports for the trend, not just the day.
• Slow week ahead? A small Promotion voucher drop beats a quiet diary.
• Month end: Commissions → export CSV → payroll. Peek at Audit Log while you're there.

14.3 The words we use