How Client Notes Changed My Barbershop Forever
The small habit that transformed client relationships and boosted rebookings by 40%.
Sarah Mitchell
Content strategist with a passion for helping businesses grow.
Marcus had been cutting hair for 12 years.
Good hands. Solid reputation. Regulars who'd been coming for a decade.
But he had a problem: he couldn't remember everything.
The moment that changed everything
A longtime client—Dave—sat in his chair one Tuesday.
"How's your son doing at Michigan State?"
Dave paused. "Marcus... my son goes to Ohio State. Has for three years."
Awkward silence.
It wasn't the first time. Marcus had mixed up wives' names, forgotten about divorces, asked about jobs people had left years ago.
Small mistakes. But they added up.
The notebook experiment
That night, Marcus started a simple system.
After each client, he'd jot down:
- What they talked about
- Family details mentioned
- How they like their cut (specific preferences)
- Products they use or asked about
- Anything they're excited or stressed about
Just 30 seconds per client.
What happened next
Week 2: Dave came back. Marcus asked about Ohio State's football season. Dave lit up.
Month 1: Clients started commenting. "You remembered!" became a regular phrase.
Month 3: Rebookings increased. People were scheduling their next cut before leaving.
Month 6: Marcus tracked it—rebooking rate went from 45% to 63%.
Why it works
People don't just come for the haircut.
They come for the experience. The feeling of being known.
When you remember that someone's daughter just graduated, or that they're training for a marathon, or that they hate when the back is too short—you're not just a barber.
You're their barber.
The details that matter most
Personal:
- Partner/spouse name
- Kids' names and ages
- Job and workplace
- Hobbies and interests
- Recent life events
Service:
- Preferred guard lengths
- Sensitive spots (that mole on the neck)
- Products they've bought
- Allergies or sensitivities
- How they like their beard line
Behavioral:
- Do they like to talk or stay quiet?
- Coffee or water?
- Running late often? Early bird?
From notebook to system
Marcus's notebook worked—until it didn't.
Flipping through pages before each client got old. He'd forget to write things down when busy. And when he hired his first employee, the notebook couldn't help him.
That's when he moved to a digital system.
Now, when a client books, all their notes pop up automatically. His barber sees the same history. Nothing gets lost.
The 30-second habit
Here's the routine:
- Client leaves the chair
- Before the next one sits down, spend 30 seconds
- Add any new details to their profile
- Done
That's it. 30 seconds that compound over years.
Start today
You don't need fancy software to begin.
Grab a notebook. After your next client, write down three things you learned about them.
Do it for a week. Watch what happens.
Then, when you're ready to scale it, move to a system that keeps everything organized—and accessible to your whole team.
Your clients remember everything. Do you?
The best barbershops aren't just skilled. They're personal.
Client notes are the simplest way to deliver that personal touch—consistently, at scale.
👉 Vinci 26 stores client notes, visit history, and preferences in one place—so every appointment feels personal, even when you're busy.
Build something that's truly yours.
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