Keep a dated formula log inside each client record. Save the exact product, amount used, application notes and rinse plan, then add the client's feedback after the visit. At the next appointment, review that result alongside the client's current goal instead of guessing from an old text.
Published by Tan Concierge · Updated
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Pick one format and use it every time: product or brand, DHA/depth, base or bronzer, mix ratio if relevant, additives, application notes and rinse plan. Consistency matters more than having a complicated template.
‘Wanted very dark for a wedding’ and ‘used 10% violet’ are different pieces of information. Keeping the goal separate helps you understand why you chose the formula and whether it still makes sense next time.
A formula note becomes dramatically more useful when you know how the client felt about the result. Did she want darker? Lighter? Did it fade evenly? Was rinse timing realistic? One short post-visit check-in can turn a guess into a repeatable starting point.
Before the next appointment, look at the last formula alongside the client's most recent feedback and current goal. Repeat what worked. Change only what needs changing. That is the real value of formula tracking.
Copy these fields into the system you use for client notes. This is a recordkeeping template, not a formula recommendation. Follow the product manufacturer's instructions and your professional training when choosing a solution or rinse plan.
Fictional example: "October 12 visit. Client wanted a subtle result for photos. Exact product and amount saved in the session record. October 14 feedback: client liked the depth and reported rinsing later than planned. Next visit: confirm available rinse window before choosing the plan."
Keep the client's own words separate from your observations. If you do not know when she rinsed or how the tan faded, mark it as unknown. Do not overwrite the old session when her preferences change; add a new dated note.
Save only details needed for the service. Keep identifiable records in your business's controlled client system, with access limited to the people who need them. Use fictional examples for public guides, demos and software trials.
Tan Concierge keeps formula history, client preferences and follow-up together, then Formula Match can use that history as a starting point for the next visit.
TRY TAN CONCIERGE FOR $1Yes. A consistent spreadsheet can be a starting point if you can control access and reliably connect each entry to the correct client and session. A dedicated client tool becomes useful when you need formulas, intake, photos and follow-up together.
Review the previous result first, then confirm the current goal, relevant changes and available rinse window. History is a starting point, not an automatic instruction to repeat a formula.
The session date, exact product and amount, application notes, planned and reported rinse timing, and client feedback explain both what you used and how it worked for that visit.
Keep the booking system you already use. Add the client memory, follow-through and business tools built specifically for spray tanning.
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