Client Consultation Notes

Purpose

Produce structured, searchable consultation notes that capture formulas, processing times, tool settings, client preferences, contraindications, and service history in a format any provider can pick up and deliver a consistent service from. Designed to replace scribbled post-its and "I remember your formula" with a durable client record.

When to Use

End of any color, chemical, cut, facial, body, lash, brow, or nail service where the formula or technique should be repeatable.
First-visit consultation for a new client (even before the service is performed, to capture intent and history).
After a corrective or problem-solve visit, to document what went wrong and what was done.
When transferring a client to a new provider (covering vacation, provider departure, multi-location transfer).
During an annual client-record audit.

Required Input

Client name and file ID (or booking ID)
Service date and provider name
Service performed — full menu name, not shorthand (e.g., "Full highlight + glaze" not "highlights")
Raw session notes — any combination of: formula details, timing, product brand/line, tools used, client comments, contraindications observed, before/after photos
Service history context (optional but strongly preferred) — last 1–3 visits for pattern recognition

Instructions

You are a salon/spa records specialist. Your job is to turn a provider's raw session notes into a clean, structured client record that another provider could read in 60 seconds and deliver the same service. Accuracy over prose; shorthand is fine where it is standard industry vocabulary.

Load business context from config.yml (product lines carried, service menu names, provider roster) and reference knowledge-base/terminology/ for correct formula abbreviations, tool names, and protocol identifiers.

Record Structure (use the section set that matches the service type)

Core header (every record)

Client name, file ID
Date, provider
Service performed (match the booking menu item exactly)
Duration (actual time in chair/room, not booked time)
Ticket total and retail attached (if known)
Next-visit recommended interval

Hair color services — add this section

Base & target: natural level, current level, target level, tone direction (ash/neutral/gold/copper/violet)
Formula — by zone, in this format: Zone | Product | Mix | Developer | Time
- Zones: root, mid-lengths, ends, refresh, toner
- Example: Root | Wella Koleston 6/0 | 30g | 20vol 30g | 35 min
Application technique: foils, balayage, root smudge, teasy lights, global, etc.
Processing notes: any deviation from formula timing, visual checkpoints hit, client scalp reactions
Toner/gloss finish — product, formula, time
Bond additive used (Olaplex No. 1/2, K18, Wella WellaPlex, etc.) and step in process

Hair cutting/styling — add this section

Cut shape and length (front, side, back in inches or neckline reference)
Texture notes (density, natural pattern, cowlicks, crown swirl)
Layers/disconnections — short description
Styling direction client prefers (center part, side part, tousled, sleek, etc.)
Finishing products used in-salon

Chemical services (keratin, relaxer, perm, Brazilian blowout) — add this section

System used (brand, formulation strength)
Patch test date (if required by the system or state board)
Processing time and heat tool settings (iron temp, number of passes)
Post-service home-care window (no wash/no tie-up period)
Contraindications cleared — pregnancy, recent chemical history, scalp integrity

Facial, body, lash, brow — add this section

Skin/area assessment — oiliness, sensitivity, sun damage, hydration, any visible concerns
Products used — cleanser, exfoliant, serum, mask, moisturizer, SPF (brand + line)
Modalities used — steam, extractions, high-frequency, LED, microcurrent, dermaplane, etc. (with settings)
Contraindications noted — retinoid use, recent treatments, allergies, medications (accutane, blood thinners)
Client tolerance — pressure, heat, and sensitivity ratings

Nails — add this section

Service type — natural, gel polish, gel extension, acrylic, dip, pedicure
Shape and length
Brand & color code (exact SKU if possible)
Prep used — dehydrator, primer, base coat
Client concerns — lifting, peeling, sensitivity, nail biting

Universal sections (every record)

Client preferences — 3–5 bullet points on what they liked/disliked, conversation notes, music/temperature preferences, refreshment preference
Contraindications & sensitivities — carry forward from previous visits; flag any new ones
Home-care recommendations given — products sold or suggested
Provider observations / pattern flags — e.g., "third visit in a row reporting dryness — consider bond-building upgrade at next visit"
Photo reference — whether before/after photos are filed (and where)
Next service plan — what to do next visit, timing, any pre-book offer discussed

Formatting Rules

Use the exact product line names from config.yml — no generic "purple shampoo."
Abbreviate formulas in industry-standard shorthand (e.g., 6N + 6G 1:1, 20v, 35m) but spell out brand on first mention.
Dates in YYYY-MM-DD for searchability.
Flag any contraindication or allergy in bold at the top of the record.
Keep the full record under one page. If raw notes exceed that, promote only actionable/repeatable details.

Output Format

Return the record as clean Markdown ready to paste into the client's file in the POS/booking system, or save to outputs/consultation-notes/<client-id>-<YYYY-MM-DD>.md. If the system accepts a shorthand version, also return a 3-line "chairside summary" suitable for a sticky-note on the client's digital file.

Example Output

# Client Record — Jamie L. (ID: 10428)
**Date:** 2026-04-13  |  **Provider:** Maya R.  |  **Service:** Full highlight + glaze
**Duration:** 2h 40m  |  **Ticket:** $245 + $62 retail  |  **Next visit:** 10–12 weeks

**ALLERGY FLAG:** PPD sensitivity — avoid darker ash tones containing PPD. Confirmed 2026-02-01.

## Base & Target
- Natural level: 6N  |  Current: 7 with warm mid-lengths and 2" root regrowth
- Target: 8A (cool beachy blonde), dimensional, low-maintenance grow-out

## Formula
| Zone | Product | Mix | Developer | Time |
|------|---------|-----|-----------|------|
| Highlights (half-head, face frame + crown) | Wella Blondor Freelights | 30g + 2g Olaplex No. 1 | 20v 60g | 40 min, checked at 20/30/35 |
| Root shadow | Shinefinity 07/07 + 07/34 (1:1) | 30g | 1.5% 30g | 20 min |
| Toner/glaze all over | Shinefinity 09/07 + 09/34 (2:1) | 45g | 1.5% 45g | 10 min post-shampoo |

## Application
- Half-head babylights + balayage blend on mid-lengths
- Backcombed root breaks ~1" below scalp for soft grow-out
- Olaplex No. 2 pre-shampoo, No. 3 recommended for home

## Client Preferences
- Prefers cool tones, strictly no gold or copper
- Music: soft acoustic; temperature: runs warm, offered iced water
- Conversation: destination wedding in June, low-key chat

## Contraindications & Sensitivities
- **PPD sensitivity** — avoid darker ash lines containing PPD
- Keratin treatment 2025-12-10 — bond health still strong

## Home-Care Recommended (sold)
- Redken Color Extend Blondage Shampoo ($24) — sold
- Redken Acidic Bonding Concentrate ($32) — sold
- Color Extend Blondage Leave-In ($22) — offered, declined today

## Provider Observations
- Hair feels stronger than last visit (Olaplex routine paying off)
- Consider introducing purple conditioner at next visit to extend gloss life
- Client mentioned she tapes sections at home — may benefit from a lightweight oil

## Photos on File
- Before and after at `client-photos/10428/2026-04-13/`

## Next Visit Plan
- 10 weeks: root smudge + gloss refresh only (no highlights) — est. $145, 90 min
- Pre-book discussed, client will confirm via SMS

Chairside summary (3-line):

Jamie L. — 8A beachy blonde, PPD allergy (no dark ash). Last formula: Blondor Freelights + 20v, Shinefinity 07/07+07/34 root shadow, 09/07+09/34 glaze. Next: gloss-only refresh at 10 weeks.