Colorists record each formula as a short WhatsApp voice note right after the service. The note is transcribed, and AI extracts shades, developer, mixing ratio and timing into fields on the appointment and client card, ready on the day sheet at the next visit.
Typical results
Under 1 min
Colorist time to record a formula
≈1 in 10
Notes sent back with a clarifying question
≈65%
Fewer redos caused by a missing or wrong formula
Figures reflect typical results for this kind of automation.
The challenge
Colorists finish a service, start the next client and mean to write the formula up later. Some end up on scraps of paper or a personal notebook, and others are never saved. When the client returns, the colorist works from memory or photos, the shade comes out different, and the studio pays for a toner or a redo.
Before and after
Color visits with a complete formula on file
+58%Minutes per visit spent writing up the formula
−83%Redos from a missing or wrong formula per month
−67%The automation
After the service, the colorist sends a WhatsApp voice note to the salon's number, for example roots 6.0 and 7.1 one to one, 20 volume, 35 minutes, gloss 9.2. A Make scenario transcribes it with Whisper and matches it to the colorist's appointment, and OpenAI extracts shades, developer, ratio and timing into fields on the appointment and client card. Unclear values trigger a specific WhatsApp question back. The latest formula prints on the day sheet at the next visit.
How it works
- 01
Voice note after the service
The colorist sends a short WhatsApp voice note to the salon's number, like 'roots 6.0 and 7.1 one to one, 20 volume, 35 minutes, gloss 9.2'.
- 02
Transcribed and matched
The note is transcribed and matched to that colorist's current or just-finished appointment in the booking system.
- 03
Formula extracted
AI pulls out shades, developer strength, mixing ratio, timing and toner into structured fields on the appointment and the client card.
- 04
Unclear notes questioned
If a value is missing or ambiguous, the colorist gets a specific WhatsApp question, such as which developer was used for the gloss.
- 05
On the next day sheet
At the client's next visit, the last formula prints on the colorist's day sheet beside the appointment.
Starts from
- WhatsApp voice note
- Today's color appointments
Delivers
- Formula on client card
- Formula on next day sheet
- Question if note unclear
The impact
A formula is on file for about 95% of color visits, up from roughly 60%, and recording one takes the colorist under a minute. Returning clients get the same shade even with a different colorist, and redos caused by a missing or wrong formula fall from around six a month to two.
Questions about this automation
What if the voice note is unclear or incomplete?
The AI checks every note for the fields the studio requires, such as shade, developer volume and processing time. If one is missing or sounds ambiguous, the colorist gets a short WhatsApp question about that exact field, and the reply completes the record. Nothing is saved as final until the formula is complete.
How does it know which client the note belongs to?
It matches the colorist's phone number to their column in the booking system and picks the appointment that just ended or is still in progress. If two appointments could fit, for example when the colorist is processing two clients at once, the colorist gets a one-tap choice between them.
Does it handle brand shade numbers and mixed languages?
Yes. The extraction is set up with the color brands and shade numbering the studio uses, and colorists can speak naturally in Hebrew or English. This is a multi-step build, usually rolled out in stages, often starting with one or two colorists before the whole team uses it.