The 7 best hair salon software by salon size compared

Let’s cut to it: you got into hairstyling because you enjoy making clients feel beautiful. A trusted confidant with shears. Yet between paper appointment books, phone calls, and chasing no-shows, the admin work can quickly dull the fun. When you go looking for solutions, you’re presented with a sea of options.
How are you supposed to understand which is best for you?

Don’t worry—we’ve got you covered.

Our guide will help you cut through the noise to choose the best hair salon software. The goal is to help you spend less time on logistics and more time styling. From solo entrepreneurs to growing teams, we’ll help you find the best salon software solutions and earn back valuable time.

We've cut through the fluff to give you real, usable advice. Our picks are based on research, real use cases, and a side-by-side look at what each tool really offers—so you can find your perfect fit with confidence.

Key takeaways

• Hair salon software cuts admin, double-bookings, and no-shows by centralizing booking, scheduling, and client details.

• Choose tools by size: Koalendar for solos/small teams (simple, free-forever scheduling) and heavier platforms like Fresha, Mangomint, Boulevard, or GlossGenius for larger operations.

• Start small (calendar sync + online booking), then layer in POS, inventory, payroll, and marketing automation as you grow.

Why choosing the right hair salon software matters

You can think of your hair salon software platform as the digital heart of your business. It’s at the center of it all: your clients, your schedule, your team, and your finances. A good choice helps everything run smoothly, meanwhile the wrong one can leave you worse off than before.

Hair salons without adequate salon software generally lose 5–10% of annual profit to no‑shows alone. Industry data tells us that the average hair salon can leak around $12,000 – $18,000 in annual revenue due to poor, manual scheduling and high no‑show rates. They also waste considerable staff time on admin tasks that software can automate.

The all-too-common scheduling headaches

If you’ve ever gone through the frantic scramble of a double-booking, the dismay of a no-show, or the tiring back-and-forth of booking via social media DMs, you’re familiar with the headache that scheduling can bring. The mess of manual scheduling is also a profit-killer.

• Late cancellations and no-shows: Empty chairs translate to lost profits that aren’t easily earned back.
• Double-booking errors: Managing several online calendars or even a paper book can easily result in overbooking, putting unnecessary pressure on your staff and frustrating clients.
• After-hours admin: Your hardworking stylists coordinating appointments after hours deserve to enjoy their time off — not be replying to, “can I come in tomorrow morning?” texts at 11 PM.

A bad fit costs more than just money

Going with the wrong salon management software for hair salons can set you back for months. It’s not simply about the monthly expense. It’s about the valuable time lost to a poorly designed user platform, the irritation of training your staff to use complicated software, and the hassle of being stuck in an annual contract for a tool that just doesn’t work for you. The goal is to streamline and lessen administrative work, not do more of it.

Best hair salon software by hair salon size

Let’s explore the top contenders. This is a side-by-side breakdown of the leading hair salon software solutions, laid out according to who they suit best.

These comparison tables were inspired by our research on the best hair software salon tools available.

For solo stylists or freelancers (1 chair)

What you’re looking for is straightforward: an affordable, easy-to-use, and effective hair stylist scheduling software.

• Seamless calendar sync: Your booking calendar should synchronize easily with your personal Outlook or Google calendar to avoid possible conflicts.
• 24/7 self-booking: Give your clients the ease of scheduling appointments with you online, anytime. Even when you’re off the clock.
• Automated reminders: Say goodbye to last-minute cancellations or no-shows with the help of email or SMS reminders, sent automatically.
• Free or low-cost: You know better than anyone that every dollar counts when it comes to growing your business.

Top tools for solo stylists:

Koalendar

What it does best

• Simplicity and immediate value. It provides an extremely easy-to-set-up and free-forever scheduling options for soloists and small teams. Offers seamless calendar sync to prevent double-bookings.
• Zero-risk adoption. Its generous free plan allows stylists to manage unlimited appointments without any financial commitment. This makes it ideal for freelancers or those just transitioning from a paper book.

Trade offs

• It’s not an all-in-one salon management suite. It focuses powerfully on scheduling and client intake but lacks built-in Point of Sale (POS), inventory management, or advanced payroll features.

Pricing snapshot

• Solo plan: Free forever for unlimited appointments and core features
• Pro plan: Starting at $6.99 per team member per month for multi-staff scheduling and advanced features

Square Appointments

What it does best

• Integrated payments and simplicity. It is the standout choice for stylists and salons who want scheduling and payment processing deeply woven together from the start, using Square’s trusted POS ecosystem.
• Centralized retail operations. It excels for businesses that also sell retail products or need in-person payment processing. It combines appointment booking with a full retail POS and payment system.

Trade offs

• The free plan is limited. Features like customized reminders and advanced calendar integrations are restricted; this can push growing salons to a paid tier quickly.
• Transaction fees apply on all payments processed. This can add a significant ongoing cost on top of any monthly software fees, impacting profits.

Pricing snapshot

• Free plan: Available with basic features. Includes Square’s standard payment processing fee per transaction.
• Paid plans: Starts at $29 per location per month, plus payment processing fees.

For small salons (2–5 staff members)

Your needs change over time. You require an efficient salon appointment booking software that can handle growth.

• Multi-staff calendars: Easily see your team’s availability
• POS integration: Receive online payments without a hitch and keep track of sales
• Client notes and service history: Remember that Mrs. Clark would rather her layers cut dry
• Basic reporting: Know your high seasons and key revenue streams

Top tools for small salons:

Fresha

What it does best

• Zero upfront software cost. Fresha also operates on a "free forever" model for its core software. This makes it attractive for cost-conscious small salons wanting a full-featured platform.
• All-in-one functionality. It’s great for providing a comprehensive suite that includes POS, invoicing, client management, and a built-in marketplace for attracting new clients.

Trade offs

• Complex revenue model. While the software is free, Fresha earns through commissions on clients booked via its marketplace and fees on payment processing. This can make long-term costs less predictable than a flat monthly fee.
• Marketplace focus. The platform is designed to drive client discovery, which may not be ideal for established salons with a full book who prefer a tool focused purely on internal management without the promotional element.

Pricing snapshot

• Software access: Free for core features (scheduling, POS, client management).
• Additional costs: Payment processing fees apply, and commissions are taken on new client bookings originating from the Fresha marketplace.

Setmore

What it does best

• Generous free tier for small teams. Setmore shines by offering a robust free plan for up to two users. This makes it one of the most accessible starting points for duos or soloists who need more than a single calendar.
• User-friendly and reliable booking. It provides a straightforward, intuitive interface for online booking, calendar management, and automated reminders with minimal setup friction.

Trade offs

• Limited scalability. As your salon grows, Setmore’s reporting and feature set can feel basic compared to more advanced platforms.
• Simplicity over depth. It’s an excellent booking tool but lacks more advanced business management features (like sophisticated inventory or payroll) that larger or product-heavy salons may need.

Pricing snapshot

• Free plan: Available for up to 2 users.
• Paid plans: Starts at $5 per user per month for additional features and to support more staff members.

For growing salons (6+ staff members or multi-location)

You’re leveling up! You need a dynamic hair salon management system that can manage complexity.

• Inventory tracking: Keep track of your product stock levels automatically
• Team permissions and payroll: Manage your team's access and simplify commission tracking
• Integrated loyalty and marketing: Keep your best clients and attract new ones
• Advanced reporting: Get access to extensive data to help drive salon growth

Top tools for growing salons:

This pricing rundown is as of November 2025.

Mangomint

What it does best

• Premium, modern user experience. It excels at providing a beautiful, intuitive, and streamlined interface that both stylists and clients love, often cited for reducing administrative friction in high-end salons.
• Seamless all-in-one integration. It powerfully combines scheduling, a robust POS, client CRM, and marketing tools into a unified system designed for a smooth, upscale salon workflow.

Trade offs

• Premium price point. As a high-end solution, its cost is significant and can be prohibitive for smaller studios or those with tight budgets.
• Potential overkill for small operations. Its extensive feature set is designed for growing or established salons and may be more complex than a solo stylist or very small team requires.

Pricing snapshot

• Pricing typically starts around $65 per location, per month, plus additional per-stylist fees. Exact pricing is often customized.

Boulevard

What it does best

• Enterprise-grade client experience. It excels for multi-location salons or high-end brands. It offers high-performance, sophisticated tools for client loyalty, personalized service, and seamless multi-site management.
• Comprehensive and robust operations. It offers one of the most powerful and extensive feature sets on the market. It includes everything from intricate inventory and payroll to advanced marketing automation.

Trade offs

• High cost and commitment. It is one of the most expensive options and commonly requires long-term annual contracts. This locks salons into a substantial investment.
• Complexity for smaller teams. The robust system can be overwhelming for a small salon, with a steep learning curve and features that may go unused, making it less cost-effective.

Pricing snapshot

• Operates on custom enterprise pricing. Plans often start from $200+ per month, with costs scaling based on locations, team size, and feature needs.

GlossGenius

What it does best

• Brand-building and client-facing aesthetics. It excels for stylists and teams who are strong on social media. It offers beautiful, highly brandable booking pages, websites, and marketing tools to enhance a modern, personal brand.
• All-in-one simplicity for growth-focused independents. It combines scheduling, payments, basic CRM, and built-in marketing features. Tailored for independent professionals and small to mid-sized teams looking to grow.

Trade offs

• Per-employee pricing can add up. While the base fee is moderate, the additional monthly cost per team member can make it expensive for larger teams compared to some flat-rate or location-based models
• Better for teams than large enterprises. Its strength is in empowering independent brands and growing teams, not in managing the complex, multi-location operational needs of a large salon chain

Pricing snapshot

• Plans start at a base fee of $40 per month, plus an additional $40 per month for each team member (stylist or associate)

Must-have features in any great hair salon appointment software

Look past the flashy marketing. These are the essential features that all of the best hair salon software platforms will include.

• Real-time online booking: This is at the center of all good hair salon client booking software. Your customers should be able to see real-time availability and book anytime, 24/7—leading to more bookings for you.
• Payment integration: Being able to securely accept deposits and process payments online will save you loads of time at the front counter and can really simplify the payment process.
• Staff scheduling and shift management: Whether you employ one stylist or twelve, the best salon software makes it simple to coordinate time off, manage availability, and keep track of chair or styling room assignments.
• Client records and history: A digital client record with their preferences, stylist notes, and service history that makes a personalized service approach that keeps clients coming back possible.
• No-show control: Automated email or SMS reminders are essential for reducing last-minute cancellations and no-shows. Keep an eye out for software for hair salons that offer waitlisting to fill those last-minute cancellations.
• Reporting and analytics: Straightforward reports to track stylist performance, revenue trends, and top services will help you make better, data-driven business decisions. You’ll consistently find these reporting tools in the best hair salon management systems because they provide the insights needed to grow.

Common mistakes to avoid when picking your software

Taking a note from others’ mistakes can help you protect your profits, reclaim your time, and reduce stress.

• Don’t pay for tools you won’t use: That premium, enterprise-grade software with intricate inventory modules may be too much for your 4-chair studio. Be honest about your salon’s current needs.
• Check for pricing transparency: Be careful of hidden fees, additional required hardware, or other setup expenses. Search for clear, total monthly pricing and make sure you understand the fine print.
• Always test with a free plan or trial: You wouldn’t get a car without first giving it a test drive, right? The best way to find out if a software is right for your workflow is to try it out. Use a free trial period to see if the platform feels intuitive for you and your staff.

Summary of best hair salon software by salon size

• Solo stylists & freelancers (1 chair)
  • Koalendar – best for simple, free-forever online booking with instant calendar sync and no learning curve.
  • Square Appointments – ideal if you need built-in payments and POS from day one.
• Small salons (2–5 staff members)
  • Fresha – great if you want an all-in-one platform (POS, invoicing, client management) with a marketplace to attract new clients.
  • Koalendar – perfect for small teams that want lean, powerful scheduling without the complexity of a full POS system.
  • Setmore – good fit for small teams who want straightforward booking with a generous free plan for up to 2 users.
• Growing & multi-location salons (6+ staff or multiple sites)
  • Mangomint – best for modern, high-end salons that want a premium, all-in-one experience.
  • Boulevard – suited to enterprise-grade, multi-location salons needing advanced operations and client experience tools.
  • GlossGenius – ideal for mid-sized and growing teams, especially those strong on social media and branding.

Why Koalendar is a standout choice for freelancers and small salons

While there may be many excellent hair salon software solutions to choose from, Koalendar was made to bring simplicity and accessibility to scheduling. If you’re a small salon owner or getting started out as a freelancer, this is why it may be the right choice for you:

• A truly Free-Forever Plan for solo stylists: We don’t think it’s right to ask you to pay just to get started. In fact, our free plan allows unlimited appointments and essential features—forever, free. It’s the perfect hair salon scheduling system for those building their book.
• Instant calendar sync: Koalendar seamlessly connects with your existing Outlook or Google calendar in seconds. If you already live by your calendar, this will feel like a natural extension of your existing workflow. And we’ll eliminate the issue of double-bookings, all without you having to lift a finger.
• Zero learning curve: Our no-code setup makes it simple. You don’t have to be tech-savvy at all. You can have a professionally branded booking page up and running in a matter of minutes. This also makes it super easy to train your team.
• Grows with you affordably: Once you’re ready to add more staff members or use our advanced analytic features, our upgrade options are affordable and easy to understand. What’s more, they don’t lock you into any kind of long-term contract. It’s truly a hair salon software platform made to scale with you.

In closing: The best hair salon software is the one that fits you

When it comes down to it, the best hair salon software isn’t necessarily the one that offers the most features. It’s the one that fits most naturally with your current workflow, budget, and salon size.

• If you’re a small salon owner, a solo stylist, or simply part of a small team, you need both value and simplicity. A powerful hair salon software platform like Koalendar gives you a solid foundation. And, it’ll grow with you.
• If you’re a bigger or fast-growing salon, investing in a more comprehensive, all-in-one salon management system like Boulevard or Mangomint could be the right choice. They are made to meet your more advanced needs.

The trick is to start with the problem you need to solve. Are you overwhelmed with manual scheduling demands? Are no-shows hurting your bottom line? Go with a tool designed to solve just that. You can always upgrade later.

Are you ready to simplify your scheduling tasks and spend more time doing what you love?

Start your Free Forever Plan with Koalendar today and see for yourself just how easy booking can be.