BarberFlow guide

Creating an account and setting everything up takes about ten minutes. After signing up, the system walks you through five steps. By the time you finish them, your shop is ready to take bookings.

1. 1Sign up at barberflow.cz. You get 14 days free, no credit card required.
2. 2Fill in your shop details: name, address, phone and e-mail. The name becomes the web address of your booking page.
3. 3Set opening hours for each day of the week, and a daily break if you take one.
4. 4Add your barbers. Each one gets an e-mail invitation and sets their own password.
5. 5Enter your services with their duration and price. The system uses the duration to calculate free slots.
6. 6Optionally switch on the loyalty programme. You can always add it later.

Once you are done, your booking page lives at barberflow.cz/your-shop-name/booking. Share that link with clients on Instagram, your Google profile, your website or by text. Clients do not have to install anything.

The information clients see on your booking page and in confirmation e-mails.

• Name, address, phone and e-mail. The address is linked to a map in the client's e-mail.
• Logo. Upload an image up to 5 MB as JPEG, PNG, WebP or SVG. It appears on the booking page and in e-mails.
• Currency and exchange rate. Choose Czech koruna or euro. When you switch currency, the system can recalculate every service price at the rate you enter.
• Booking order. Decide whether clients pick a service first or a barber first.

Opening hours decide when clients can book at all. You set them separately for each day of the week.

1. 1Enter the opening and closing time for each day.
2. 2Switch days you are closed to "Closed". No slots are offered on those days.
3. 3Optionally add a daily break, for example lunch from 12:00 to 12:30. No slots are offered during that window.
4. 4Save. The change takes effect on your booking page immediately.

A schedule is a named set of opening hours with a validity period. Useful for summer hours, holidays, or a barber who only works part time.

• The default schedule applies whenever no other one is running.
• Give each schedule a name and a valid-from and valid-to date. During that period it overrides the default.
• A schedule can apply to all barbers or only to selected ones.
• A barber with their own schedule is marked in the list. The "Reset to default" button puts them back on shared hours.

Every barber gets their own login, calendar and list of services they perform.

1. 1Click "Add barber" and fill in a name and e-mail.
2. 2Pick a role. A barber sees the calendar, clients and their own statistics. An admin also gets settings, overall statistics and billing.
3. 3Tick the services this barber performs. Clients will only see those services under their name.
4. 4Save. The barber receives an invitation and has 72 hours to set their own password.

• Upload the barber's photo after saving them. Clients see it when choosing.
• If an invitation never arrived, resend it with the button next to a barber marked "Pending".
• Archive barbers who leave rather than deleting them. They disappear from the booking page, but their history and statistics stay.
• If you do delete a barber who still has future bookings, the system asks which colleague to move those bookings to.

A service's duration determines how long a block it takes in the calendar and which times the system offers clients.

• Name, duration in minutes and price are required.
• Description and image are optional, but they help clients choose.
• A service has to be assigned to the barbers who perform it, otherwise clients will not see it anywhere.
• Archive services you no longer offer. They disappear from the menu but remain in booking history and statistics.

The main screen for daily operations. It updates in real time, so a new booking appears without refreshing the page.

• Switch between Day, Week and Month views.
• Click an empty slot to quickly add a booking, for example for a client who phoned in.
• Drag a booking to move it to a different time or a different barber.
• Filter by barber or service, or switch on "My calendar" only.
• Colours match the booking status: confirmed, completed, cancelled, no-show.

A list of every booking with filters by date and status. This is where bookings get closed out.

• Confirmed. The client has a slot and received a confirmation e-mail.
• Completed. The visit happened. Mark it with the "Done" button, which counts it towards revenue and credits loyalty points to the client.
• Cancelled. Either the client or the shop cancelled, and the client got an e-mail.
• No-show. The client did not turn up. Tracked in your statistics.

Your client database builds itself with every booking. You can also add clients manually.

• The client card shows contact details, number of visits, spend, completion rate and full history.
• Internal notes are visible only to you and your team, for example "clipper grade 3".
• Blacklisting blocks a client from booking. You can record a reason.
• Search clients by name, e-mail or phone number.

When you are fully booked, clients add themselves to the waiting list for a given day. If a slot opens up, they hear about it.

• The client picks a date and optionally a specific service or barber, or leaves it open.
• As soon as a slot on that day frees up through a cancellation, the system e-mails everyone waiting automatically.
• If you have SMS credits and the client left a phone number, a text goes out too. That one uses up a credit.
• Entries have statuses: active, notified, converted (the client booked) and expired.
• The "Notify" button lets you contact someone on the list manually.

These messages go out on their own. There is nothing to set up and they do not use credits.

• Booking confirmation. Sent to the client right after booking, with links to cancel or reschedule.
• Barber notification. Tells the barber about the new booking in their calendar.
• Reminder 24 hours ahead. The single most effective defence against no-shows.
• Reminder 2 hours ahead, including a link to the map.
• Cancellation and reschedule. The client receives the updated details.
• Thank you after the visit. Sent once you mark the booking as completed, and it contains a review link.

On top of the automatic e-mails you can write to clients yourself, for example about next week's offer.

1. 1On the Messages page pick clients from the list or find them via search.
2. 2Choose a channel, e-mail or SMS, and write your text.
3. 3Send. Each recipient uses one credit of that type.
4. 4Save texts you use often as a template for next time.

• Buy credits in bundles on the Credits page, separately for SMS and for e-mail.
• Your balance is shown right above the form and in the purchase history.
• Waiting-list texts draw on the same SMS credits.
• If you do not have enough credits the message is not sent and the system tells you how many are missing.

Reviews are collected automatically. The link sits in the e-mail clients get after a completed visit.

• The overview shows your average rating and the number of reviews.
• Filter by star rating or by barber.
• Reviews double as feedback for individual team members.

Points are credited automatically after every completed visit. All you do is set the rules and the rewards.

1. 1Switch the loyalty programme on.
2. 2Set how many points a client earns per koruna or euro spent.
3. 3Choose an expiry, meaning after how many inactive months points lapse.
4. 4Optionally enable a referral bonus for bringing in a new client, and a birthday points multiplier.
5. 5Add rewards as a number of points plus a description, for example 200 points for a free shampoo.

Clients see their points balance and rewards in the customer portal. Once they reach a reward, you redeem it for them, either on the Bookings page next to their slot or straight from their client card.

What your clients have access to. Handy to know when they ask.

• They sign in with their e-mail and a six-digit code sent to them. No password needed.
• They see upcoming and past visits, and can cancel or reschedule.
• "Book the same again" rebooks the same service with the same barber.
• They track their loyalty points and see how far off the next reward is.

The numbers for a chosen period, plus a separate look ahead.

• Revenue, number of bookings, average booking value and no-show rate.
• Busiest barber and best-selling service.
• Bookings and revenue over time, grouped by day, week or month.
• Service mix and an occupancy heatmap that shows your quiet hours.
• A History and Forecast switch. History is calculated from completed visits, forecast from bookings already in the diary.

Connect it and bookings show up in your personal calendar on your phone.

1. 1Open the Google Calendar page in the admin area.
2. 2Click "Connect Google Calendar" and grant access to your account.
3. 3That is it. New bookings, changes and cancellations sync automatically from then on.

Buy equipment and grooming products at wholesale prices straight from the admin area.

• Every item shows both the retail and the B2B price, plus how much you save.
• Filter products by category; new arrivals are flagged.
• Stock availability is shown for each product.

Your plan, payments and invoices in one place.

• The first 14 days are free and no credit card is needed.
• The Starter, Professional and Business plans differ in features, not in team size. The number of barbers is always unlimited.
• Paying annually works out cheaper than monthly.
• Manage your card, invoices and cancellation in the Stripe portal, which you reach from this page.
• If a payment fails there is a grace period. The shop keeps taking bookings and you get a warning. Once it runs out, bookings are paused.