WhatsApp is how your clients communicate. They're already using it daily – with friends, family, and increasingly with businesses. If you're still mixing client messages with personal chats, or not using WhatsApp at all, you're missing out.
WhatsApp Business is free, takes 10 minutes to set up, and can make your client communication much more professional. Here's how to use it for your salon.
What is WhatsApp Business?
WhatsApp Business is a separate app designed for small businesses. It looks and works like regular WhatsApp, but with extra features:
- A business profile with your address, hours, and website
- Automatic replies when you're busy
- Quick replies for common questions
- Labels to organize conversations
- Catalog to show your services
- Statistics on message performance
Best of all: it's completely free.
Why use a separate business account?
The biggest reason: separation. Your personal life and business stay apart. No more scrolling past family photos to find a client's message. No more accidentally sending personal content to clients.
Other benefits:
Professional appearance – Your profile shows your salon name, logo, and business info instead of a personal photo.
Better organization – Labels, quick replies, and away messages keep things manageable.
Clear boundaries – You can set business hours and auto-reply outside of them.
Two numbers not required – WhatsApp Business can use the same phone number as your personal WhatsApp (though you'll need to convert), or you can use a second SIM/number.
Setting up your profile
Download WhatsApp Business from the App Store or Google Play. Then set up your profile properly:
Business name – Your salon name, not your personal name.
Profile picture – Your logo or a professional photo of your work.
Category – Choose "Beauty, Cosmetic & Personal Care" or similar.
Description – A short text about what you do. Example: "Nail salon in Amsterdam | Gel, acryl & natural nails | Book online via bookura.nl/yoursalon"
Address – Add your location if you have a physical salon.
Hours – Set your opening hours so clients know when to expect a reply.
Website – Link to your booking page.
Away messages and greeting messages
This is one of the most useful features. Set up automatic replies:
Greeting message – Sent automatically when someone messages you for the first time. Example:
"Hi! Thanks for reaching out to [Salon Name] 💅 I usually reply within a few hours. Want to book an appointment? You can do so directly via [booking link]. Talk soon!"
Away message – Sent outside your business hours. Example:
"Thanks for your message! I'm currently closed but will get back to you tomorrow. Need to book urgently? You can book 24/7 via [booking link]. 💕"
This manages expectations and reduces frustration – for both you and your clients.
Quick replies for common questions
Do you type the same answers over and over? Quick replies let you save messages and send them with a shortcut.
Set up quick replies for:
Pricing – "/prices" could send: "Here are my prices: Gel manicure €35, Gel with color €40, Nail art from €5 per nail. Full price list at [link]."
Location – "/address" could send: "I'm located at [address]. Parking is available on [street]. Here's a Google Maps link: [link]"
Booking – "/book" could send: "You can book directly via my online booking page: [link]. Pick a time that works for you!"
Cancellation policy – "/cancel" could send your cancellation terms.
To use: type the shortcut (like /prices) and the full message appears. Huge time saver.
Labels to organize conversations
Labels help you keep track of different types of conversations:
- New client – First-time inquiries
- Booked – Clients with upcoming appointments
- Follow up – Need to reply or check in
- VIP – Your best, most loyal clients
- Waiting list – People who want an appointment but you're full
You can filter by label to see all conversations of a certain type.
The catalog feature
WhatsApp Business lets you create a catalog showing your services. Clients can browse without leaving the chat.
Add your main treatments with:
- A photo (your work, not stock images)
- Name of the treatment
- Price
- Short description
- Link to book
When clients ask "what do you offer?" you can share your catalog in one tap.
Broadcast lists for announcements
Want to let multiple clients know about a promotion or last-minute availability? Use broadcast lists instead of groups.
With a broadcast, you send a message to multiple people at once, but they each receive it as a private message. They don't see who else got it, and their replies come to you privately.
Create lists for:
- Clients who want to know about cancellations
- VIP clients for early access to promotions
- Clients interested in specific services
Important: people need to have your number saved in their contacts to receive broadcasts. Ask clients to save your number.
Best practices for client communication
Reply quickly – Aim to respond within a few hours during business hours. Quick replies build trust.
Be professional but warm – You're not a corporation. Be friendly, use emoji if it fits your style, but stay professional.
Don't spam – Only send broadcasts to people who've agreed to receive them. No one likes unsolicited marketing.
Respect boundaries – Just because WhatsApp is always available doesn't mean you should be. Set business hours and stick to them.
Use voice messages sparingly – Some people love them, others hate them. When in doubt, type.
Confirm appointments – A quick "See you tomorrow at 2pm! 💅" the day before reduces no-shows.
Connecting WhatsApp to your booking system
The smartest setup: use WhatsApp for communication, but direct booking to your online system.
When someone asks to book via WhatsApp, send them your booking link. This way:
- They can see your real-time availability
- You avoid back-and-forth about times
- The appointment is automatically in your calendar
- They get automatic reminders
With Bookura, you can include a WhatsApp button on your booking page. Clients can message you directly, and you can send them back to your booking link when they're ready to schedule.
Quick setup checklist
- Download WhatsApp Business
- Set up your business profile completely
- Create a greeting message
- Create an away message
- Set up 3-5 quick replies for common questions
- Add your main services to the catalog
- Create labels for organizing chats
This takes about 30 minutes and saves you hours over time.
Conclusion
WhatsApp Business is one of the easiest upgrades you can make to your salon. It's free, your clients already use WhatsApp, and it makes you look more professional.
Set it up once, create your templates, and enjoy smoother client communication from now on.
Want to combine WhatsApp with easy online booking? Try Bookura for free and add a WhatsApp button to your booking page.