Nine roles from owner to master, each with the weekly tasks of one full-time person and an honest status for every task. Masters stay at the chair; AI agents take the repeated messages, bookings and follow-ups.
In a salon or barbershop the hands-on work belongs to masters and stays with them. Much of the administrator's, SMM and retention day is repeated messages, bookings and follow-ups, which AI agents can take on in Instagram, messengers and by phone once a person has set them up. Accounting, payroll, tax and legal work stay with people; routines can only log online card payments and invoice emails into sheets for them.
Hours are modelling assumptions for one full-time person. The status shows who does the task: MyChatBot out of the box, a routine or connector you set up, or a person.
What a manager tracks: Repeat clients and retention · Quality of service and client reviews · Margin and team stability
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Read a short morning briefing on yesterday's chats and leadsSet it to run on a schedule; the owner decides what to act on. | 1.5 | MyChatBot does it | Write a short morning briefing on the account and market |
| Check chat volume, AI cost per chat and recorded orders by channelSales figures come only from recorded orders, so a salon without recorded orders sees zero sales. | 1.5 | MyChatBot does it | Report sales, chat volume and AI cost by channel and campaign |
| Read quality scores of the administrators' finished hand-offsScores appear in batches after a hand-off finishes; coaching the administrators stays with the owner. | 2 | MyChatBot does it | Review conversations and score human managers' replies |
| Set the service menu, prices and standards | 5 | Person | — |
| Lead the team: rota, one-to-ones and daily standards | 8 | Person | — |
| Serve own clients and take top-level consultations | 8 | Person | — |
| Negotiate with the landlord, key suppliers and partners | 5 | Person | — |
| Review accounts, taxes and payroll with the accountant and sign off | 6 | Person | — |
What AI agents handle: AI agents write the morning briefing, report chat volume, cost and recorded orders by channel, and score finished hand-offs. The owner reads them, coaches the team and decides.
What stays with the person: Pricing, people, quality, money decisions and the salon's reputation stay with the owner, along with the clients the owner serves personally.
What a manager tracks: Share of enquiries answered quickly · Schedule fill and no-shows · Client satisfaction at the front desk
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Answer questions about services, prices and opening hours in Instagram and messengersNeeds a business Instagram account linked to a Facebook page; each messenger is a channel a person connects. | 8 | MyChatBot does it | Answer customer questions in Instagram DMs |
| Book visits by service, master and free slot; move or cancel them on requestNeeds Altegio connected; it cancels only bookings it made; some setups ask the client for an SMS code. | 6 | MyChatBot does it | Book salon and clinic appointments in Altegio |
| Answer phone calls about prices and free times on the number connected to the assistantNeeds a SIP trunk or Twilio number; a person sets the transfer condition for handing calls over. | 2 | MyChatBot does it | Answer inbound phone calls with an AI voice assistant |
| Queue a reminder message in the chat where a client booked a visitNeeds self-scheduled follow-ups on; Meta channels may refuse a reminder sent after the messaging window closes. | 2 | MyChatBot does it | Schedule a reminder or call-back to a customer in the chat |
| Add new clients and their contact details to the client baseRepeat clients are matched by phone first, then email. | 1.5 | MyChatBot does it | Turn every new conversation into a lead record |
| Greet clients, handle walk-ins and take payment at the front desk | 11 | Person | — |
| Take over chats the assistant flags: complaints, allergy questions, special requestsThe assistant hands over only in cases its instructions describe, so those cases must be written down. | 4 | Person | — |
| Phone clients when a master is ill or the schedule changesStaff-side calendar changes are silent, so a person tells the client. | 2.5 | Person | — |
What AI agents handle: AI agents answer routine questions in Instagram, messengers and by phone, book and move visits in Altegio, queue reminders in the chats they booked and record new clients. They hand chats to the administrator only in the cases written in their instructions.
What stays with the person: The front desk, payments and everything that needs a person in the room, plus complaints, allergy questions, the chats the assistant hands over and the calls to clients when a visit changes.
What a manager tracks: Reach and saves of posts · Enquiries coming from comments and stories · Posting consistency
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Shoot and edit photos, stories and video of real work and salon lifeReal client work is photographed by the master or the SMM manager, with the client's consent. | 10 | Person | — |
| Plan the week of posts: formats, topics and hooksDelivers a plan with captions to paste; it does not schedule or publish posts. | 3 | MyChatBot does it | Write a 7-day content plan with captions |
| Write captions, hooks and post variantsAttach the price list and FAQ as knowledge so captions stay on brand. | 3 | MyChatBot does it | Write captions, hooks and post variants in bulk |
| Produce reel packs with hooks, captions and musicClips come from a brief or photo, not your footage; auto-posting needs connected accounts and a paid plan. | 3 | MyChatBot does it | Produce three reels with captions, music and a posting plan |
| Make illustrative before-and-after creatives for service postsGenerated afters are illustrations, not real results; caption them so and use the master's real photos for results. | 3 | MyChatBot does it | Create before and after creatives for a service business |
| Publish finished posts to connected accounts on a scheduleNeeds accounts connected and a posting token added as a custom connector on a paid plan. | 3 | Possible with setup | Publish finished posts to social accounts on a schedule |
| Reply to post comments and continue the conversation in DMsOn Instagram the private message arrives as a request the client must accept. | 5 | MyChatBot does it | Reply to post comments and continue the sale in DMs |
| Agree collaborations and giveaways with local bloggers and partners | 6 | Person | — |
What AI agents handle: AI agents draft the weekly plan, captions, reel packs and illustrative before-and-after creatives, answer comments and move real enquiries into DMs. With a connector set up by a person, finished posts can go out on a schedule.
What stays with the person: The camera work, the salon's visual style, collaborations and every post that shows a real client's result stay with the SMM manager and the masters.
What a manager tracks: New clients by channel · Cost of a new client · Response to offers and campaigns
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Plan seasonal offers, packages and cross-promotions with local partners | 8 | Person | — |
| Set up, run and adjust paid ad campaignsMyChatBot does not edit campaigns, bids or budgets in ad platforms. | 8 | Person | — |
| Capture lead-ad enquiries and send each one a first messageNeeds Facebook page, Meta Ads add-on and a channel that can start chats; a person enables each form. | 3 | MyChatBot does it | Capture Facebook and Instagram lead-ad leads and follow up |
| Create ad image variants with captions for an offerStarts from one product or offer photo; a person approves what runs. | 5 | MyChatBot does it | Create product images and ad variants with captions |
| Build and publish a landing page for a promotionPublishes one scrolling page to a page.mychatbot.app address; a person writes the brief and checks the result. | 3 | MyChatBot does it | Build and publish a landing page from a written brief |
| Message past clients about a seasonal offerOnly channels that can open a chat reach them; a person picks the audience and saves the campaign. | 4 | MyChatBot does it | Send a one-time message campaign to a customer segment |
| Read post analytics and engagement trendsNeeds the account key added as a custom connector on a paid social plan; no ready-made report routine. | 2 | Possible with setup | Pull post analytics and engagement trends into a report |
| Compare chats and recorded orders by channel and campaignSales figures come only from recorded orders, so a salon without recorded orders sees zero sales. | 3 | MyChatBot does it | Report sales, chat volume and AI cost by channel and campaign |
What AI agents handle: AI agents capture lead-ad enquiries, produce ad variants and landing pages, send one-time messages to past clients and report chats and recorded orders by channel. The marketing manager sets up, reviews and approves each piece.
What stays with the person: The offer calendar, partnerships and paid campaigns stay with the marketing manager, as does the decision on what to run and what to stop.
What a manager tracks: Repeat visit rate · Share of lapsed clients won back · Client satisfaction and reviews
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Follow up with clients who stopped replying, using timed messagesA person writes, publishes and attaches the sequence for a target label; it stops when the client replies. | 5 | MyChatBot does it | Send a follow-up sequence to leads who go quiet |
| Fill in missing client statuses and labels from recent chatsStatuses and labels must exist first; it works from chat context and keeps existing values by default. | 3 | MyChatBot does it | Fill in missing funnel statuses and labels on recent chats |
| Send seasonal greetings to chosen client groups such as regulars or VIPsOnly channels that can open a chat reach people who never wrote; a person saves each campaign. | 3 | MyChatBot does it | Send a one-time message campaign to a customer segment |
| Prepare draft replies for sensitive client messagesWorks only while the chat is in operator mode; the person edits and sends. | 2 | MyChatBot does it | Draft and translate replies for a human operator |
| Speak personally with VIP clients and resolve complaints | 10 | Person | — |
| Design the loyalty programme, gifts and membership rules | 6 | Person | — |
| Reply to public reviews and Google Business Profile messagesGoogle Business Profile messages are not covered by MyChatBot. | 5 | Person | — |
| Read the weekly summary of client questions and unanswered chatsThe routine only reads; a person decides what to change. | 2 | MyChatBot does it | Summarise last week's chats and leads into a report |
What AI agents handle: AI agents run timed follow-ups to quiet clients, fill in missing labels and statuses, send group greetings once a person saves the campaign and prepare drafts for sensitive messages. A weekly summary shows what clients asked and what went unanswered.
What stays with the person: Personal conversations with VIP clients, complaints, the loyalty programme and replies to public reviews stay with the retention manager.
What a manager tracks: Repeat clients · Service quality and rework · Own schedule fill
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Perform services for booked clients | 24 | Person | — |
| Consult each client before the service: wishes, condition, contraindications | 3 | Person | — |
| Prepare the workstation, sterilise tools and tidy between clients | 3 | Person | — |
| Record visit notes, colour formulas and allergies in the client card | 2 | Person | — |
| Photograph finished work for the portfolio, with the client's consent | 1.5 | Person | — |
| Answer clients' pre-visit and aftercare questions in chatAnswers come from the FAQ the owner writes; health questions reach a person only if instructions say so. | 2 | MyChatBot does it | Answer routine questions from your FAQ and documents |
| Message a chosen group of regular clients about open slotsA person picks the group and saves the campaign; only channels that can open a chat reach them. | 1.5 | MyChatBot does it | Send a one-time message campaign to a customer segment |
| Train and keep up with techniques and trends | 2 | Person | — |
What AI agents handle: AI agents answer routine pre-visit and aftercare questions from the FAQ and, once a person saves a campaign, can message a chosen group of regular clients about open slots. They do not touch the service itself.
What stays with the person: All hands-on work, the consultation, health and safety judgement, and the relationship with each client stay with the master.
What a manager tracks: Stock-outs · Supplier terms and delivery reliability · Consumable cost per service
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Count stock of consumables and retail products | 8 | Person | — |
| Choose suppliers and negotiate prices and terms | 6 | Person | — |
| Place supplier orders and check deliveries on arrivalNo documented MyChatBot tool orders from suppliers or checks deliveries. | 8 | Person | — |
| Research new suppliers and brands into a sourced comparison tablePrices and terms are confirmed with the supplier directly. | 3 | MyChatBot does it | Research leads or candidates into a sourced table |
| Log supplier invoice and receipt emails into an expenses sheetNeeds Gmail and Google Sheets connected; the accountant checks and posts the entries. | 3 | Possible with setup | Log invoice and receipt emails into an expenses sheet |
| Triage supplier emails and prepare draft repliesNeeds Gmail connected; nothing is sent, so a person reviews each draft. | 3 | Possible with setup | Triage the inbox and draft replies |
| Process client orders for retail care products from chatNeeds the Orders integration; handing over the product is done by a person. | 3 | MyChatBot does it | Take an order in chat and record it in Orders |
| Spot-check a sample of retail products for missing prices, photos and descriptionsNeeds a catalog connected; it reads 10-15 products per run and a person applies the fixes. | 2 | MyChatBot does it | Audit the product catalog for missing prices and photos |
What AI agents handle: AI agents research suppliers into a sourced table, take retail product orders in chat and spot-check the retail catalog. Routines can log invoice emails and draft supplier replies once connected.
What stays with the person: Counting stock, choosing suppliers, negotiating terms, placing orders and checking deliveries stay with the purchasing manager.
What a manager tracks: Timely tax filings · Accuracy of the books · Month-end close on time
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Record income and expenses and reconcile bank and terminal statementsNo bookkeeping or accounting-system connector exists in MyChatBot. | 12 | Person | — |
| Prepare and file tax returns and mandatory reports | 6 | Person | — |
| Calculate masters' pay and process payrollPayroll is not covered by MyChatBot. | 5 | Person | — |
| Close the day: reconcile cash, card terminal and till | 3 | Person | — |
| Check contracts with masters, the landlord and suppliersContract drafting and legal review are not covered. | 3 | Person | — |
| Log online checkout card payments into a revenue sheetNeeds Stripe and Google Sheets; terminal and cash payments are not logged; it is a log, not bookkeeping. | 2 | Possible with setup | Log incoming Stripe payments into a spreadsheet |
| Log supplier invoice emails into an expenses sheetNeeds Gmail and Google Sheets connected; the accountant checks and posts each entry. | 3 | Possible with setup | Log invoice and receipt emails into an expenses sheet |
| Prepare month-end figures and explain them to the owner | 5 | Person | — |
What AI agents handle: Routines can log online card payments and supplier invoice emails into sheets, which saves some typing. Bookkeeping, tax, payroll and legal work are not covered.
What stays with the person: All bookkeeping, tax returns, payroll and contract checks stay with the accountant, who also reviews anything logged into sheets before it is posted.
What a manager tracks: Time to fill an empty chair · Staff turnover · New hires reaching full schedule
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Review the candidate pipeline and draft follow-upsAdd the Work.ua recruiter agent first; it drafts follow-ups and a person sends and decides. | 3 | MyChatBot does it | Review the candidate pipeline and draft follow-ups |
| Research candidate masters and their portfolios into a sourced listProtected sites may block the browser; the list is a starting point for a person. | 3 | MyChatBot does it | Research leads or candidates into a sourced table |
| Triage candidate emails and prepare draft repliesNeeds Gmail connected; nothing is sent, so a person reviews each draft. | 2 | Possible with setup | Triage the inbox and draft replies |
| Interview candidates, run trial days and decide on offersHiring decisions and candidate scoring are not automated. | 8 | Person | — |
| Onboard new staff: introductions, standards and training plan | 6 | Person | — |
| Build the shift rota and handle time-off requestsLeave and timesheet administration are not covered by MyChatBot. | 6 | Person | — |
| Hold one-to-ones, keep team culture and settle conflicts | 7 | Person | — |
| Keep staff contracts and personnel records in order | 4 | Person | — |
What AI agents handle: AI agents show which candidates went quiet and draft follow-ups, and compile sourced lists of candidate masters. A routine can sort the inbox and prepare reply drafts.
What stays with the person: Interviews, trial days, hiring decisions, onboarding, the rota, conflicts and personnel records stay with the HR manager.
Yes, if you use Altegio: the assistant lists services and staff, finds open slots, recognises returning clients by phone, books and reschedules visits there and cancels the ones it booked. A person connects it once with the Altegio Partner Token, Branch ID, Chain ID and login, and some setups ask the client for an SMS code. Without Altegio you can use the built-in calendar or Google Calendar, one scheduling tool per assistant; other booking systems need a custom webhook or MCP connection.
Not automatically. Changes made by staff in the calendar are silent and the calendar sends no reminders by itself, so a person informs the client. The assistant can queue its own reminder in a chat it handled once self-scheduled follow-ups are switched on, but it does not know about staff-side moves.
The assistant hands over only in the cases its instructions describe, so write down your allergy, complaint and price-dispute cases and who takes them. The chat is then switched to operator mode and flagged for attention, and a Telegram group can be notified. It can return to the assistant after a set time, 24 hours by default.
It depends on the channel. Personal WhatsApp, a Telegram account, a personal Viber number, email, SMS and calls can reach people who never wrote, while Instagram, Messenger, TikTok and WhatsApp Business need the client to write first. Audiences are picked by status, label, custom field or last chat activity, not visit date, and a person must set the message and save the campaign, or publish a follow-up sequence, before anything sends.
Create an account, connect one channel and start with the roles where agents already cover the most hours.