Your clients expect the best from you. Fast replies, personalised service, and streamlined communication are all part and parcel of a modern client experience. These expectations put pressure on beauty and wellness businesses to deliver consistent results.

That pressure shows up in two places:

• At the front desk, where messages stack up while your front-of-house team are busy trying to check clients in and answer the phone
• Between appointments, where there’s rarely time to prep, leaving you scrambling for information right before the client arrives

During these peak moments when your schedule is packed, you and your staff require additional assistance. Phorest AI is designed to provide that vital support during your busiest hours, all while preserving the essential human connection.

We’ve built our AI tools in collaboration with our clients, with a primary focus on supporting your team, not replacing them. 

Client expectations are rapidly changing

A recent study showed that 82% of consumers consider an “immediate response” (within 10 minutes) to be important/very important when communicating with a business.

Applying this to a modern salon, spa, or clinic means your front desk staff are under pressure to answer incoming client messages promptly. But your team shouldn’t be glued to the inbox all day; what your business really needs is a way to handle repetitive inquiries that take up valuable time and to ensure your clients feel cared for. 

Consistent, fast responses

Front Desk AI, also known as Ivy, is designed to seamlessly maintain the flow of your day without causing interruptions. Ivy automatically handles common client queries, such as “Where can I park?” or “What is included in the Deluxe package?” Furthermore, Ivy directly manages client rescheduling requests (e.g., “Can I change my 10 am appointment to 2 pm?”). In these cases, Ivy instantly checks availability, suggests an alternative time, and confirms the new appointment in the background.

Front Desk AI is designed exactly to alleviate the pressure on your team, and the results speak for themselves:

• Ivy successfully resolves up to 89% of client conversations end-to-end without needing human intervention.
• 25% of conversations happen outside business hours

(internal Phorest data)

Trust and control, built in

We understand the scepticism around AI, and that any business owner might be cautious about handing over client communications to Ivy. However, our belief is that AI should enhance the client connection, not reduce it. This is why Front Desk AI is built with trust and control in mind. 

• Front Desk AI is designed to support your team, not replace them
• It detects nuance and hands over to a human when frustration is detected or a more personal touch is needed. Conversations are handed over with context, so your team can instantly pick up where the conversation left off
• You can switch Ivy on or off at any time, so you stay in control at all times

What does this look like on a busy day? (We asked businesses like yours)

“On a busy day, we’re focused on the people in the building… What Ivy has really been able to do for us is… ‘take the wheel’ – keeping communication going, answering questions, and helping clients book appointments. Our confirmations have improved anywhere from 10–20% a day… Ivy can also get about 80% of the work done… It’s taken a huge load off our front desk.”

– Allyson Hurley, Hair & Co BKLYN

And it’s not just efficiency; it’s the emotional impact, too.

“With Front Desk AI… I don’t have to juggle talking to clients, answering messages, and scheduling at the same time… it helps with alleviating some of that stress. I don’t have to have a crash out every five minutes when the workload gets too much… that’s why I really love having Front Desk AI.”

– Saturnino Fonseca, Steel Blade

Meet clients where they already are

Clients don’t want to jump through hoops to reach you. They want the familiarity of the primary communication channel they already use, along with the responsiveness they expect. In the UK and Ireland, WhatsApp is the platform consumers use for daily communication. A report from Ofcom found that 90% of UK adults used WhatsApp in 2025, and 74% accessed it every day.

Using WhatsApp in your business enables a much more streamlined and personalised experience for your clients. They can reach you at any time, day or night. Sounds great…  right? For them, maybe. For your business, it’s understandable if you’re worried this might open a can of worms. 

Well, the good news is twofold: WhatsApp is now available as an add-on, AND it integrates directly with Front Desk AI to handle repetitive inquiries and out-of-hours questions.

The upside is immediate: your team doesn’t have to worry about staying on top of the inbox, and can instead focus on the client in front of them. Simultaneously, your clients enjoy a more reliable, responsive, and familiar way to reach your business and can be assured that Ivy will address their queries instantly, ensuring a seamless experience.

What’s more, conversations can be managed from a single place using a universal inbox. So, whether you’re using PhorestGo or on desktop, Front Desk AI is there to keep things moving, and you have access to every conversation.

Start every appointment with confidence

Keeping the inbox covered is one side of the story. What about when you’re in the middle of a busy day, trying to carve out time to prep between back-to-back appointments?

Real connection is what happens when your client is in the chair in front of you, expecting the same great service you always provide. The struggle is maintaining that personal touch and getting the right notes you need upfront, ahead of the appointment. This is what bridges the gap between good client experience and a memorable, above-and-beyond experience that will keep your clients loyal for years to come.

AI Cheat Sheet is your solution for those busy days. With just a single tap, it compiles client preferences, detailed history, and past notes into a concise, scannable summary. This quick-access feature in PhorestGo ensures you have all the essential information at your fingertips, so you can provide personalised service without the stress of manual preparation.

A Deloitte report found that 80% of consumers prefer personalised experiences, and those consumers reported spending 50% more with such brands. AI Cheat Sheet offers exactly that, a seamless way to get the right information and connect with clients while negating existing admin.

Consistent experiences across your team

AI Cheat Sheet empowers your whole team, and ultimately will help them deliver a consistent service to each client. Every team member, whether they are a senior staff member or a recent hire, will have access to the same personalised information, right down to personal details (like an important birthday coming up or how they take their tea!). 

That consistency is becoming the new norm among many Phorest clients; in fact, 83% of users who started using AI Cheat Sheet have continued using it, making it part of their day-to-day operations (internal Phorest data). 

What teams noticed after using AI Cheat Sheet

“Cheat Sheet helps surface the most important client information right away. Instead of digging through notes, we can immediately focus on what matters – especially for product recommendations.”

– Saturnino Fonseca, Steel Blade

“The AI Cheat Sheet saves me around 20 minutes a day per client. If I’m running behind, I just look at the summary, and I know exactly what’s happening with that client.”

– Paola, Stylist, House of Sassoon

The bigger picture: More time where it matters

These tools were designed with your team in mind. Our goal is to support your teams in delivering the top-quality service your clients have loved over the years, while giving them time back, less admin, and amplifying the connection to their clients.

• With Front Desk AI, conversations keep going in the background, protecting your team’s time, and automatically convert inquiries into bookings.
• WhatsApp reduces friction by meeting clients on the channel they already check, streamlining their experience with your business.
• AI Cheat Sheet helps the whole team stay prepared for every appointment in seconds, so clients feel remembered and valued. 

This is Phorest AI, powered by you: smart AI tools that alleviate pressure on your busiest days, so the client experience is faster, more personal, and consistent, without ever losing the human touch that makes your business special.