Admin dashboard guide
Everything you need to manage bookings, barbers, services, and the shop floor.
Signing in
The admin dashboard uses magic links instead of passwords. You enter your email, receive a secure link, and click it to sign in. No password to remember.
Go to the admin page
Open the admin login in any browser on your phone or computer. You can bookmark it for quick access.
Enter your email
Type in the email address that's been approved for admin access and tap Send magic link.
Check your inbox
You'll receive an email with a secure sign-in link. Click it and you'll be taken straight into the dashboard. The link expires after 15 minutes.
Your session stays active for 12 hours. After that you'll need to request a new magic link.
What you'll see on the dashboard
Once signed in, the dashboard shows everything in one scrollable page. Each section handles a different part of running the shop.
Operations
Chair utilisation, queue pressure, and no-show risk at a glance.
Today’s Schedule
The live board showing booked clients ahead of walk-ins.
Analytics
Utilisation percentages, service mix breakdown, and average visit times.
Bookings
Every booking with status controls to progress through the service flow.
Customers
Customer list with loyalty tiers, no-show flags, and blocking.
Services
The full service menu with names, durations, and per-barber pricing.
Availability
Opening hours for each day, controlling when bookings are offered.
Time Off
Holidays and unavailable blocks for individual barbers.
Managing bookings
The Bookings section lists every appointment. Each booking shows the customer name, barber, services, time, and channel (online, walk-in, or staff-created).
Find the booking
Scroll to the Bookings section. Appointments are listed with their current status shown as a badge.
Update the status
Use the status buttons next to each booking to move it through the flow: confirmed checked-in completed. You can also mark bookings as cancelled or no-show.
Marking a booking as completed awards loyalty stars automatically. Only mark it complete once the service is finished.
Setting opening hours
The Availability section controls when the online booking system offers time slots. If the shop hours change, update them here so customers only see real availability.
Find the day
Scroll to Availability. Each day of the week is listed with its current opening and closing time.
Edit the hours
Change the open and close times for the day you want to adjust, then save. The booking system will immediately reflect the new hours.
Adding holidays and time off
When a barber is away, add a time-off block so their slots are automatically removed from online booking.
Go to Time Off
Scroll to the Time Off section.
Add a new block
Enter the start date, end date, and a reason (e.g. “Annual leave” or “Training day”). Select which barber it applies to and save.
Remove if plans change
If the barber's plans change, delete the time-off block and their slots will reappear in the booking system.
Editing services and pricing
The Services section is where you manage what customers can book. You can change service names, descriptions, how long they take, and what each barber charges.
Each service has a standalone duration (when booked alone) and an optional add-on duration(when added to another service — usually shorter). Prices can be set per barber.
Customers and no-shows
The Customers section shows everyone who's booked, their loyalty tier, and how many no-show flags they have.
Spot repeat no-shows
Customers with multiple no-show flags are highlighted. Flags are added automatically when a booking is marked as a no-show.
Block a customer
If someone repeatedly doesn't show up, you can block them from booking online. This is reversible — you can unblock them later.
Loyalty and discounts
Two sections work together to reward regulars and run promotions.
Loyalty Tiers
Set how many stars each tier needs and what reward unlocks — a percentage off, a fixed discount, or a free service.
Discount Engine
Create promo codes, loyalty-triggered discounts, and off-peak deals. Each can be time-limited and set to specific days.
Loyalty stars are awarded automatically when a booking is marked completed. Customers move up tiers as they accumulate stars.
Good-to-know
Works on your phone
The dashboard is fully responsive. You can check bookings, update statuses, and manage the schedule from your phone on the shop floor.
Approved admin emails
The Access section at the bottom of the dashboard shows which email addresses can sign in. To add or remove an admin, contact Andrew.
Booking buffer time
There's a short buffer between appointments so barbers aren't booked back-to-back with zero gap. This is automatic.
Need help?
If something isn't working or you need a change that isn't on the dashboard, get in touch with Andrew at andrew@purplepandaconsulting.co.uk.
Blu Barbershop · Admin guide · Prepared by Purple Panda Consulting
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