Refill reminders
Timed to each client's last visit and service, by SMS or email, with a link to book the right refill.
Lash & brow studio software: bookings & refill reminders
Lash and brow studios: refills that book themselves. More lashes, less chasing.
Clients turn up at week five with half a set, bookings come in by Instagram DM at 10pm, patch tests are recorded in a paper folder and a no-show wipes out a two-hour full set slot. We build booking, refill reminder, client record and deposit systems for lash and brow studios that all talk to each other. Then we host them and look after them.
Looking for lash and brow booking software that handles refills, patch tests and deposits?
Lash and brow work is repeat work. Every full set should turn into a refill every two to three weeks. Every brow lamination should come back in six to eight. The money is in the regulars coming back on time, yet most studios rely on the client remembering, a booking app that doesn't understand refill windows and a folder of patch test forms that nobody can find when it matters.
Wollopit builds custom software for lash and brow studios around how you actually work. Clients get a nudge right when their refill is due and can book straight into the right service. First-timers are pushed to a patch test before they can book a set. Deposits hold your chair, aftercare sends itself and every client's lash map lives on their record. We connect the tools you already like, replace the ones holding you back and host the lot on our own servers.
01The problems
What we hear from lash and brow studios
Does your lash and brow studio have these problems? Here's how we'd fix them.
Most studios we talk to are brilliant at lashes and brows. The business side runs on DMs, a paper folder and a booking app that was built for hairdressers.
- The problemRefills forgottenClients mean to rebook, then turn up at week five with three lashes left per eye. It's a full set job at refill price or an awkward chat at the bed.How we fix itAutomatic refill reminders timed to each client's last appointment, with a link straight into the right refill slot.
- The problemThe refill policy argumentYour policy says over three weeks is a full set. Clients book a refill anyway and you find out when they lie down.How we fix itThe booking page checks their last visit and only offers the services that fit. Over the window, it offers a full set or an infill with the right time and price.
- The problemBookings by DMInstagram, Facebook and text messages all asking if you've got anything Saturday. You reply between clients and still double book.How we fix itOnline booking by service and artist with real availability. Your DMs get a quick link instead of a back and forth.
- The problemPatch tests on paperConsent forms and patch test dates sit in a folder. If a client reacts you can't easily show when they were tested or what with.How we fix itDigital patch test and consent records per client, with the product, batch, date and artist. First-timers must patch test before they can book.
- The problemNo-shows and late cancelsA full set is two hours. One no-show on a Saturday and that's a chunk of the week's income gone.How we fix itDeposits or card on file at booking, a clear cancellation policy they agree to and automatic charges when they don't show.
- The problemLash maps in your headCurl, length, thickness, glue and the map you used live in your memory or your phone notes. Another artist can't pick it up.How we fix itA client record with lash maps, products used, brow shapes, tint formulas and photos so any artist can match the last set.
- The problemAftercare forgottenYou explain no water for 24 hours, then they go to the gym that night and blame your retention.How we fix itAftercare messages sent automatically after each service, tailored to classics, volume, lifts, lamination or tint.
- The problemRetail sitting on the shelfLash cleansers, brushes and growth serums gather dust because there's no time to talk about them at the end.How we fix itProduct suggestions in the aftercare message, a simple online shop and an add-on at checkout.
- The problemArtists and commission on a spreadsheetMultiple artists, different rates and chair rental mean a long night at the end of every pay period.How we fix itBookings tracked per artist with commission, rental and retail sales worked out for you.
- The problemBefore and after photos everywhereClient photos sit in your camera roll next to your holiday snaps and nobody knows who agreed to be posted.How we fix itPhotos stored on the client record with a social consent tick, ready to share when they've said yes.
- The problemLash courses run by emailStudents enquire by DM, pay by bank transfer and their kit and certificate are tracked by memory.How we fix itCourse bookings with deposits or payment plans, student records, kit lists and certificates issued on completion.
02What we build
Solutions
What we build for lash and brow studios. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Online booking
By service and artist, with real availability, buffer times and add-ons like a tint or lower lashes.
Refill window rules
The booking page checks their last appointment and offers a refill, infill or full set to match your policy.
Patch test & consent records
Digital forms, patch test dates, product and batch, with first-timers prompted to test before booking.
Deposits & card on file
Hold the chair with a deposit or card on file, with no-show and late cancel fees charged automatically.
Client records & lash maps
Lash maps, curl, length, glue, brow shapes, tint formulas, allergies and photos on every client.
Aftercare messages
Sent after every service and tailored to classics, volume, lash lifts, brow lamination or tint.
Retail & online shop
Cleansers, brushes and serums with product suggestions after appointments and click and collect.
Artist rosters & commission
Each artist's hours, bookings and retail, with commission and chair rental worked out per pay run.
Gift vouchers & packages
Gift cards and prepaid refill packs that track what's been used and what's left.
Reviews & rebooking prompts
A review request after the appointment and a nudge to rebook if they leave without a next visit.
Lash course bookings
Course enrolments, payment plans, student kits and certificates issued when they finish.
A website that books
Hand-built, quick on mobile, with your services and booking built in, made to rank for 'lash extensions near me'.
03The systems
The big ones
Your whole studio, on one system.
These are the systems lash and brow studios ask us about most. Each one works on its own and they get properly clever when they're joined up.
Bookings & refill reminders
Every set comes back on time.
The system knows when each client's refill is due based on their last service. They get a nudge at the right moment with a link that only offers the services that fit their timing. Your book fills with refills instead of rescue jobs.
- Online booking by service and artist
- Refill reminders timed per client
- Refill window rules built in
- Infill or full set offered when overdue
- Lash lift and lamination rebooking cycles
- Buffer times between services
- Add-ons like tints and lower lashes
- Waitlist for cancelled slots
- SMS and email confirmations
- Booking link for DMs and Instagram bio
Client records & patch tests
Patch tests and lash maps, off paper.
Every client has one record with their consent forms, patch test history, allergies, lash maps and photos. First-timers are prompted to book a patch test before they can book a set. Any artist can match the last appointment without asking.
- Digital consent forms signed on a phone
- Patch test date, product and batch
- Patch test required before first set
- Retest reminders when products change
- Lash maps with curl, length and thickness
- Brow shapes and tint formulas
- Allergy and sensitivity flags
- Before and after photos per visit
- Social posting consent tick
- Notes any artist can see
Deposits & policies
A no-show stops costing you a Saturday.
Deposits or card on file hold every booking. Clients agree to your cancellation and refill policies when they book. If they don't show, the fee is charged without you having to send an awkward text.
- Deposits per service
- Card on file option
- Cancellation policy agreed at booking
- Automatic no-show and late cancel fees
- Reminder 48 and 24 hours out
- Easy reschedule link within policy
- Deposits counted toward the service
- Afterpay at checkout
- Payments into Xero or MYOB
- No-show history on the client record
Aftercare, retail & artists
Aftercare that sends itself. Serums that sell themselves.
Aftercare goes out after every service with the right instructions and a suggestion for the cleanser or serum that suits. Each artist's bookings, retail and commission are tallied as they go, so pay day is a click.
- Aftercare by service type
- Day 1 and day 7 check-in messages
- Product suggestions with a buy link
- Online shop and click and collect
- Retail add-ons at checkout
- Review requests after the visit
- Artist rosters and availability
- Commission and chair rental per artist
- Retail sales per artist
- Gift vouchers and refill packs
04How it changes
Before and after
A refill cycle, wolloped.
Here's how one client's refill could change. Every studio is different, so we map yours first.
Before
- Client forgets to rebook after her full set
- She DMs at week five asking for a refill
- You reply between clients and squeeze her in
- She lies down with half a set and it's a full set job
- Patch test form is somewhere in the folder
- Next time she just doesn't show
After
- Reminder lands on day 16 with a booking link
- She books a refill in the right window herself
- A deposit holds the slot
- Her lash map and patch test are on screen when she arrives
- Aftercare and a cleanser suggestion send themselves
- Her next reminder is already queued
05Services
Everything under one roof
Software, websites and systems for lash and brow studios.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for lash and brow studios
Built around how your lash and brow studio actually runs: refill reminders, online booking and the admin in between, in one system you own.
Websites for lash and brow studios
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Lash and brow studio system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for lash and brow studios
Refill window rules and patch test & consent records: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Fresha, Timely and Kitomba so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your lash and brow studio, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside booking platforms you're happy with or replace the ones holding you back.
- Fresha
- Timely
- Kitomba
- Square Appointments
- Mindbody
- Square
- Stripe
- Afterpay
- Ezidebit
- Xero
- MYOB
- Mailchimp
- Klaviyo
- Twilio SMS
- Google Business Profile
- Shopify
- Deputy
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your lash and brow studio: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit in the studio for a day, watch the bookings and the DMs come in, then work out what's actually costing you time and clients.
- 02
Archi-tech
We plan it before writing code: your services, refill windows, patch test rules, deposits, artists, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually refill reminders or deposits first, so you get a win within weeks.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things lash and brow studios ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it require a patch test before the first booking?
Yes. First-time clients are prompted to book a patch test before they can book a set, lift or tint. The result, product and date are saved on their record.
Can refill reminders follow my refill policy?
Yes. Reminders are timed from each client's last service. If they're past your refill window the booking page offers an infill or full set instead, so there's no argument at the bed.
Can clients pay a deposit when they book?
Yes. You can take a deposit, hold a card on file or both. No-show and late cancel fees can be charged automatically under the policy they agreed to.
We already use Fresha or Timely. Do we have to switch?
No. If your booking platform is doing its job, we build around it: refill reminders, patch test records, aftercare and reporting on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Can each artist have their own lash maps and commission?
Yes. Lash maps and notes sit on the client record so any artist can see them. Bookings, retail and commission or chair rental are tracked per artist.
How much does a lash and brow studio system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like refill reminders or deposits can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most lash and brow studios we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a lash and brow studio problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.