Salon Management System in Excel: Appointments, Client History, Repeat Clients, Stylist Sales and Commission

By Ravindra Bagale · Last updated: 17 October 2026

Download the template: salon-appointment-management-system-template.xlsx: a 6-sheet system with example data and real formulas (Read me, Setup, Appointments, Clients, Report, Dashboard). Yellow cells are inputs you can type over; green cells hold formulas; blue rows are headers and totals. Replace the example data with your own and every report and the dashboard recalculate.

Made-up data: every name, amount, business and date on this page is made up for practice. Cities are used only to make the examples feel real.

1. The business story

Zoya's Salon, 15 to 17 October 2026, with 2 bookings for the 18th (made-up clients and prices).

Shraddha Bagale had a haircut and a facial on 15 October: 2 services but 1 visit. Column N in Appointments makes that distinction, so visit days and average spend are right. Stylist salaries can run through the payroll calculator.

2. Build it sheet by sheet

Step 1. Setup: services and stylists

1. On Setup, type the salon in B3 and the stylist commission (20%) in B4.
2. From row 7: Service code, Service, Price, Minutes for 8 services. Lists in F (stylists), G (Booked, Done, No-show, Cancelled) and H (payment modes) feed the drop-downs (drop-down lists).

Step 2. Appointments: amount and visit days

1. On Appointments, type appt no, date, time, client, service code, stylist, discount, payment and status. Service F5, price H5 and minutes I5 come from Setup with XLOOKUP (XLOOKUP).
2. Amount K5: =IF(M5="Done",ROUND(H5*(1-J5),0),0): a booking earns nothing until it is Done.
3. New visit day N5: =IF(AND(M5="Done",COUNTIFS($D$5:D5,D5,$B$5:B5,B5,$M$5:M5,"Done")=1),1,0). The growing ranges count this client's Done services on this date so far; only the first gets 1 (AND).
4. Colour No-show red and Booked amber (highlight rules).

Step 3. Clients: history and repeat flag

1. On Clients, list the clients. Visit days B5: =SUMIFS(Appointments!$N$5:$N$300,Appointments!$D$5:$D$300,A5).
2. Services C5 with COUNTIFS on client and Done; spend D5 with SUMIFS on the amount (SUMIFS).
3. Last visit E5: =MAXIFS(Appointments!$B$5:$B$300,Appointments!$D$5:$D$300,A5,Appointments!$M$5:$M$300,"Done") (MAXIFS). No-shows F5 with COUNTIFS.
4. Repeat G5: =IF(B5>=2,"Yes","No"), green when Yes.

Step 4. Report: stylists and services

1. On Report, per stylist: services done =COUNTIFS(Appointments!$G$5:$G$300,A5,Appointments!$M$5:$M$300,"Done"), minutes worked with SUMIFS, sales =SUMIFS(Appointments!$K$5:$K$300,Appointments!$G$5:$G$300,A5) and commission =ROUND(D5*Setup!$B$4,0).
2. Per service from row 10: times done and sales, with data bars on sales.

Step 5. Dashboard

1. KPI cards: sales =SUM(Appointments!$K$5:$K$300), services done, no-shows, average spend per visit =A5/SUM(Appointments!$N$5:$N$300), repeat clients =COUNTIF(Clients!G5:G40,"Yes")&" of "&COUNTA(Clients!A5:A40) and upcoming bookings (KPI cards).
2. Add column charts of sales by stylist and by service.

3. Formulas used

Every formula above is written in the template, so you can click a cell and see it in the formula bar. All values on this page were recalculated in LibreOffice with zero errors.

4. Common mistakes

1. Counting every booking as a sale. A booking is a promise. Only Done rows have an amount, so no-shows and future bookings do not inflate sales.
2. Counting services as visits. Two services on one day is one visit. Without column N, average spend per visit would look too low and repeat counts too high.
3. Typing client names in different ways. "Ravina" and "Ravina " are two clients to COUNTIFS. Use a client list and a drop-down, or a client ID.
4. Deleting no-shows. Keep them with status No-show; they tell you whom to call for confirmation next time.
5. Commission on the price, not on the amount. Pay commission on what the client actually paid after discount: the Amount column.

5. More real examples

Example 1: Barber shop with walk-ins. Skip the time column and type status Done directly; the same client history works.

Example 2: Spa with packages. Add a Package service with a price for 5 sessions and a Sessions used COUNTIFS per client.

Example 3: Reminder list. Add a column on Clients: days since last visit = as-of date − last visit, and filter clients above 30 days to call.

Quick revision cards

Englishमराठीहिंदी

Quick revision

Each card shows formulas from this page, each with an example and its answer from the template. Scan the QR code on a card to open this lesson. All names and numbers are made up for practice.

More cards: Ravi Sir's Cards.

6. Frequently asked questions

How do I track salon appointments in Excel?

One row per service booked with date, time, client, service, stylist and status. Amount is counted only when the status is Done.

How do I count client visits, not services?

Mark the first Done service of a client on each date with COUNTIFS on growing ranges, then add those marks with SUMIFS per client.

How do I find repeat clients?

A client with 2 or more visit days is a repeat client: =IF(B5>=2,"Yes","No"), then COUNTIF the Yes values.

How do I calculate stylist commission?

Total the Done amounts per stylist with SUMIFS and multiply by the commission rate in Setup.

How do I find the last visit date?

MAXIFS over the date column with the client and Done as conditions.

7. Quick quiz

Ten questions on this page. Sign in to save your score.