Customer file and consumables tracking

A colour formula at a salon, an allergy note at a clinic, a before-and-after photo at a studio — every appointment-based business builds up information about a customer that makes a service repeatable. Keeping that information on one file tied to the customer’s card, rather than scattered across a ledger or a staff member’s memory, protects service quality even when staff change.

What accumulates on a customer file

A customer’s card brings together their past appointments, the services they’ve had, and any notes attached — a colour formula, a preferred product, an allergy warning. Attachments such as before-and-after photos can be added to the same card, so when a new appointment is booked, whoever is looking at the front desk or providing the service sees that history on one screen.

Tracking consumables per service

Material consumed during a service — dye, developer, treatment cream, single-use supplies — should be tracked against the service record. That tracking feeds two things at once: the material cost deducted from staff commission, and the service’s real profitability. Without it, the gap between a service’s listed price and what it actually leaves the business stays invisible.

Sensitive fields and KVKK

An allergy note or anything tied to skin condition or health is not an ordinary customer note. Under the Turkish Personal Data Protection Authority (KVKK), health data counts as special category personal data, and processing it requires the data subject’s explicit consent except for a limited set of exceptions set out in law (source: kvkk.gov.tr — Special Category Personal Data). That’s why a field like an allergy note or skin type on a customer file should not be writable without a valid consent record, and visibility into those fields should be limited to an authorized role rather than open to every staff member.

The record builds up over years

A customer’s history sometimes spans years: which colour formula was used, which product didn’t work out, what was discussed at which session. Being able to export that history matters too — your customer list and files should be exportable to Excel on your own request, without opening a support ticket, because that record is value your business has built up over time.

Role-based access, not one-off permissions

Visibility is tied to a role, not to the single staff member who provided the service — everyone in a “senior staff” role can see a sensitive note, while nobody in a “trainee” role can. That means the right people reach the right information without resetting permissions one by one every time staff changes.

Example: at a skincare clinic, a customer has a mild allergic reaction to a product during their first session. Staff add that note to the customer’s card; it’s flagged as a sensitive field with a consent record attached, and it is only visible to the staff role providing that service. On a later visit, even with a different staff member, the allergy note is visible on screen and the same product is not used again.

How it works in Rotenta

1. Notes and attachments (such as before-and-after photos) are added to the Customer File area tied to the customer’s card in the Customer Management module.
2. The Stock and Consumables module records how much of which material each service uses; that record is deducted from stock automatically once the service is completed.
3. When someone tries to add a field related to allergy or health, the system checks the Consent Management module for a valid explicit-consent record; without one, the field cannot be written.
4. Visibility of sensitive fields with a consent record attached is tied to a role your business defines; not every staff member sees every note.
5. Consumables usage, recorded against the same service, feeds both the staff commission calculation and the service profitability report.

See staff commission and the end-of-day till for how this ties into commission and the till, and package and session tracking for remaining-session tracking on a package sale. The consent and permission side lives on Consent Management; the appointment software hub covers the sector’s other topics.

Frequently asked questions

Can every staff member see an allergy note?

No. Visibility of sensitive fields is tied to a separate permission; your business assigns that visibility to a specific role, and staff don’t see it by default.

Can an allergy note be entered without consent?

No, the system won’t allow a sensitive field like this to be written without a valid explicit-consent record.

Is consumables tracking mandatory?

No, it’s an optional feature; if you don’t want to use it, a service record can be kept without material detail, but the commission and profitability calculation won’t include material cost in that case.

How are before-and-after photos added to a customer’s card?

Photos are added through the Customer File area, tied to the relevant appointment or service record, so it’s clear which appointment each one belongs to when you look back through the customer’s history.

Can I export my customer list and files?

Yes, your existing customer list and records can be exported to Excel on your own request, without opening a support ticket. Contact us for the setup that fits your business.