From Our Call

What We Decided

All five metrics are locked and the pre-booking definition is resolved. Service revenue per week, retail sales per week, pre-booking percentage, utilization, and retention. There is no sixth metric, and nothing is missing. Pre-booking is defined as same-day only, meaning the client books their next appointment while they're still in the salon. That's how you've been tracking it and how we're keeping it. The earlier confusion about Phorest being limited was a misunderstanding on our end. Retention covers anyone who comes back even if they didn't pre-book on the day of their visit.
I have through the weekend to build the first version of the dashboard, but be ready to send Q1 check-ins in the current format if it's not there yet. You're sending out Q1 metric check-ins soon and I want to see if I can get the dashboard built before you do. If I can, you'll have something better to send. If I can't get it done in time, go ahead and send them using the current format so your team isn't waiting. Either way, send me three stylists' goal-setting outputs from Nikki's sessions, their current metrics, and screenshots or links showing where those numbers live in Phorest so I have real data to work with.
The dashboard target for full rollout is end of May for the next six-week check-in cycle. Even if I get a version built this weekend, the polished version that replaces the current format is targeted for the next round of check-ins. That gives us time to build it right instead of rushing something incomplete.
You're switching to Loom for check-in delivery. Loom's primary feature is the screen recording. You'll screen record yourself walking through each stylist's numbers instead of sending screenshots with voice memos. That's a much better experience for them and easier for you.
You're letting go of Dana today via text. The communication is that you're no longer doing tape-in extensions, the brand went out of business, you haven't tested any replacement brands, and you're not comfortable taking on a high-ticket service you can't stand behind. If she pushes back, hold the line. If you get stuck, screenshot the conversation and send it to me and I'll help you respond.
Two content pieces are being created to attract stylists. The first one highlights the next four to six education events the salon is providing for staff (artful consultation class, the New York City class, the North Jersey class, and extension training). The second one highlights the culture and team building that happens at the salon (team dinners, outings, monthly meetings, events like the book exchange). Both are designed to show what it feels like to work at Willow and Jade without ever directly saying you're hiring.

Still Working Through

Ashley needs a check-in before her 90-day mark this month. She's called out sick about five days total in her first 90 days. You give her a B plus right now and the main thing that would make it an A plus is if everything didn't feel so urgent and frantic. You and Nikki need to have that conversation with her, and it needs to be framed so she knows she's not in trouble. That hasn't happened yet because she's been out.
You have a lot on your plate personally and you're running on autopilot right now. The move, the apartment deadline on the 15th, your boyfriend's dad's diagnosis and treatment, being the steady one for Nikki while she's going through her own stuff. You said you're handling it well and you're stressed about good things, but there's a lot stacked up in a short window. Once you get through the move, things should decompress.
The pricing communication still needs to go out. We touched on it at the end of the call and agreed to stay in contact about it as it gets finalized. May 1st is the go-live date, so the team communication and the client-facing rollout need to be buttoned up before then.

This Week

Send Dana the text today. Let her know you're no longer doing tape-in extensions and you're not comfortable recommending a replacement brand for a service this high-ticket without having tested it. If she pushes back and says to just pick one, hold the line. If you get stuck at any point in the conversation, screenshot it and send it to me and I'll help you respond.

Send me three stylists' data so I can build the dashboard. For each one I need the output from Nikki's goal-setting session (whatever Otter generated that got processed through Claude), the metrics you'd normally be sending them, and where those metrics live in Phorest (screenshots or a link work).

Be ready to send Q1 check-ins by next week. I'm going to try to get the dashboard built over the weekend. If I do, you'll use that. If not, send the check-ins in the current format so your team gets their numbers on time. When you do send them, use Loom screen recording instead of screenshots and voice memos.

Talk to Nikki about the Ashley conversation before her 90-day check-in this month. The main feedback is around the frantic energy, and it needs to be framed so she knows she's not in trouble.

Start on the education content piece before the artful consultation class. You have artful consultation coming up in about a week and a half, which gives you a natural anchor for a post that lists out the next four to six education events the salon is providing for staff. Draft it or use Claude to build it. Get it out before the artful consultation class so that class is part of the lineup rather than old news.

All done this week. Nice work.

What I'll Send You

A first version of the virtual dashboard by early next week if I can get it built over the weekend. Once you send me the three stylists' data, I'll have what I need to build it with real numbers.
A response to the Dana text if you get stuck. If she pushes back and you're not sure how to hold the line, screenshot the conversation and send it over.

Project Tracker

Previous Weeks

March 20, 2026

What We Decided

Video submission step added to the application process. Applicants get a prompt and record a one to two minute video. Filters out people who aren't serious and gives you a feel for fit before you spend time on an interview.
Record the next interview. You and Nikki feel like you're already explaining why the training program is worth the longer ramp, but we don't actually know how well that's landing. Recording it lets you listen back and evaluate.
Extension training is a group class first. You'll decide after whether individual follow-ups are needed. One of the two classes is scheduled, the second still needs a date.
No new assistant hire until end of summer. Ruth is coming back in May and can take shifts. Ask the current team who's open to picking up assist shifts. You and Nikki are not filling that gap yourselves.
Monday's joint call (3/24) at 3:30 ET focused on finalizing pricing, go-live date, client communication, and the budget and expense picture.
Stylist dashboard is being built on my end. First draft, then we review together before it goes to the team.

Still Working Through

Riff responses from the 3/11 call were still outstanding. The dashboard and goal-setting framework were blocked until those came back.
Pricing changes weren't locked yet. Monday's joint call was where we'd land on final numbers and a go-live date.
The budget and expense picture was still unclear. We started walking through the pay structure and the math didn't fully line up. Needed actual Jan/Feb numbers.
Interview process improvements were agreed on in concept but nothing was built yet.

This Week

Complete the riff responses from the 3/11 note.
Pull January and February financials for Monday's joint call.
Ask the team who's open to picking up assist shifts until Ruth comes back in May.
Try using Claude to build the visuals for the haircutting class. Set up SuperWhisper first if needed.
Schedule the second extension class with the team.

What I'll Send You

A first draft of the stylist dashboard prototype for us to review together.
Prep notes for Monday's joint call.