Keep total, used and remaining sessions separate. Do not confuse a planned appointment with a completed session, and make clear which package each use belongs to.
1. Create a separate package record for the customer
Define the package name, service type, total sessions and any start date or validity rule. A customer may have several packages. A facial package and a laser package should not share one balance. Use names the team can easily distinguish to reduce the risk of using the wrong entitlement.
A treatment package is also different from a software subscription. A customer’s eight-session treatment entitlement is not the same as your salon’s BeautyPlan access period. Keep these concepts separate in records and customer explanations.
2. Check all three numbers together
The basic calculation is remaining sessions = total sessions − used sessions. If three treatments have been completed from an eight-session package, five remain. An appointment planned for next week has not happened yet and should be distinguished from completed treatments.
When transferring older records, enter the starting usage correctly. If three of eight sessions already happened, recording zero usage would show an incorrect balance. Compare total and used sessions with your existing diary at the time of transfer, checking each customer separately.
| Event | Total | Used | Remaining |
|---|---|---|---|
| Package created | 8 | 0 | 8 |
| Three treatments completed | 8 | 3 | 5 |
| New appointment planned | 8 | 3 | 5 |
3. Link the appointment to the right package
When a customer has two active packages, the customer’s name alone is not enough. Check the service type and the package to use. Answer ‘Which package will today’s treatment use?’ before the appointment begins.
Avoid recording the same session twice through separate actions. If the system counts a session when a package-linked appointment is completed, manually entering another use for that treatment can double-count it. Agree on one clear workflow with your team.
4. Set a clear rule for cancellations and corrections
Whether a cancelled appointment or a no-show consumes a session depends on the policy you have explained to your customer. Define that policy first, then check that the records follow it. Do not infer session usage from the colour of an appointment alone.
If a session is deducted from the wrong package, confirm the customer and treatment date first. Record the previous balance, the reason for the correction and the new balance. Changing only the number and losing the explanation can make the same issue difficult to resolve later.
5. Confirm the balance with the customer
After treatment, check used and remaining sessions before discussing the next booking. Staff and customers should work from the same balance. In a short weekly review, pay particular attention to newly created, transferred and corrected packages because those records need more checking.
Your daily checklist
- Are the package name and service type clear?
- Do total and used sessions match older records?
- Is the appointment linked to the correct package?
- Has the treatment been counted only once?
- Has the balance been checked after cancellation or correction?
How BeautyPlan fits this workflow
BeautyPlan displays total, used and remaining sessions in customer packages. Completing an appointment linked to a package records the associated session usage. During setup, check starting balances and agree on a routine that avoids duplicate recording. This guide covers salon customers’ treatment entitlements, rather than software subscriptions or payment approval.
Explore the product example →Common questions
Does a planned appointment count as a used session?
Keep a booking separate from a completed service. In BeautyPlan, session usage is recorded when the package-linked appointment is completed.
How should I track a customer with two packages?
Keep each package separate. Before treatment, check the appointment’s service type and which package entitlement it will use.