Each task below should be completed thoroughly, assuming you're the only one handling reception that day. Keep MangoMint, TalkRoute, Gmail, Marco Polo, and TTLock open and monitored in real time.
TalkRoute: For voicemails, call transfers, and incoming texts.
MangoMint: For bookings, waivers, appointment notes, and client messaging.
Gmail:
TX: tx.team@rewaxation.com and waxATX@gmail.com
CA: ca.team@rewaxation.com and rewaxationsf@gmail.com
Marco Polo: For shift updates and video check-ins.
TTLock: For managing remote door access and checking door logs.
Open TalkRoute > click "Messages" at the top right
Look for voicemails marked with an orange icon
Listen, take detailed notes (name, number, message, issue), and respond via call/text
If needed, copy summary and paste into client timeline
Do not call anyone before 8 a.m. in their local time zone
Check for new client texts in the inbox
Copy and paste conversations into MangoMint and continue from there
Let the client know: “We now communicate through this secure system — thanks for your patience!”
Complete the conversation in MangoMint
Go to TalkRoute > Call Menu
SF = Option 3 | ATX = Option 4
Click “Edit,” select the correct receptionist’s number, and deselect others
Save your changes
TX: tx.team@rewaxation.com and WaxATX@gmail.com
CA: ca.team@rewaxation.com and rewaxationsf@gmail.com
Prioritize tx.team and ca.team, but always check both
Prioritize emails from last night and this morning
Respond promptly and flag anything that needs follow-up
MangoMint > Messages
Review unread texts
Respond, review client profiles if needed, and update appointment notes with relevant details
Use today’s code for South Lamar, Round Rock, or New Braunfels
Send using the correct pre-written template
Don’t send anything before 8 a.m.
Go to MangoMint > Apps > Forms
Start where the last waiver check left off
Verify ID name matches profile in New ID Forms
Review Waxing Intake Form
Look for “yes” answers
Update yellow profile box
Notify esthetician of anything important
Add “photo consent” if applicable
Update the checklist with the last name reviewed
Before appointments begin for the day, check for any clients who have not completed their intake form. These clients will have a pencil icon on their appointment in Mangomint.
What to do:
• Look through the appointment calendar for each location
• Spot any clients with a pencil icon on their appointment — this means their form is still missing
• Use the pre-written text message templates from the Text Template Library to send a friendly reminder
• Once sent, mark in their appointment notes that you reached out.
In the calendar view, only click on appointments with a notepad
Look for promo codes, client instructions, esthetician requests, or prior messages
If applicable, make sure discounts are applied and “checkout started” is noted
Check South Lamar, Round Rock, then New Braunfels
Look for $30 New Client, Free Underarm, etc.
Update to correct promo services (not full-price)
Complete comp process and update appointment notes
If “Continue Checkout” shows, it’s already started — skip it
Open MangoMint and go to the Calendar view
Start with the first esthetician listed for the day and work your way down the column — do not jump around between estheticians
Fully complete one esthetician’s row before moving to the next
For each appointment:
Click on the service or client name
On the right side, glance at the LDRP (Last Day for Repeat)
If the LDRP is today or after today’s date, the appointment is still valid at repeat pricing — no changes needed
If the LDRP is before today’s date:
Scroll down to see what service type is booked
If the client is booked as repeat, change the service to full price
Then, text the client using the repeat window message to let them know they were outside of their window but you’ve updated it for them
Save the appointment and move on
Repeat this process for every appointment on the schedule for that day in Texas
Some estheticians are not cleared to perform Brazilian sugaring but can perform Brazilian waxing
Since sugaring appointments book up quickly, we want to make sure estheticians who can do sugaring have as much availability as possible
If you see a non-request Brazilian wax on the schedule of an esthetician who does offer sugaring, check to see if there’s another esthetician available at that time who does not do sugaring
If so, move the wax appointment to the non-sugaring esthetician — this opens up time on the sugaring esthetician’s schedule for sugar clients
When making this change:
Do not change the client’s appointment time — the move should be at the exact same time
Make sure the new esthetician is available and not already booked
Do not move requests — requests are marked with a ⭐ on the calendar
No notes are needed when making this change
Review today’s appointments to open up Brazilian wax windows for each esthetician
Only adjust appointments if doing so creates a proper window (20–30 min) and follows each esthetician’s timing rules
Refer to the Maximizing the Schedule page for full instructions and approved client text examples
After 8 a.m. local time, follow all the same processes
Use correct salon codes (Bush/Divisadero)
Double-check LDRP, notes, promos, and maximize schedule
Use “First Time” text template to check in
If it was a new esthetician, use “New Esti” version
Two weeks after a client’s first-ever visit, send follow-up
Use Free Underarm Wax reminder message + link
Encourage them to grow out hair for best results
Look at yellow notes from yesterday’s calendar
Make sure all clients had their LDRPs updated correctly
MangoMint > Sales > Options > Change Status to Open
Check why sales are still open (likely no-shows)
Discard if appropriate
Don’t discard if payment might still be due
Note or flag anything questionable for review
Look for appointments that weren’t closed
Investigate what happened: no-show, promo issue, or missed checkout
Update notes or statuses
Same process as today’s LDRP check
Make sure tomorrow’s repeat appointments are valid
See Step 12, but apply for tomorrow and rest of week
Look for alerts: “Do Not Book,” “Card Needed,” special requests
Take action early
Same process as Step 10
Make sure discounts are applied for tomorrow’s appointments
Repeat Step 13
Focus on Brazilian windows for tomorrow
Use unconfirmed text templates
New clients must confirm or they will be canceled
MangoMint > Calendar > Right side: Waitlist
Click the “X” on the date to see all future waitlist entries
Use the list to help fill gaps for today or tomorrow
Prioritize reaching out when availability opens
Look for clients double-booked with two estheticians
Flag any Do Not Book or payment issues
Watch Marco Polo videos
Confirm rooms were cleaned and checklist was posted
Report any missing walk-throughs
See Purchase Orders page for full process
Confirm deliveries match what’s marked “Received” in MangoMint
If still unconfirmed by end of day, cancel and send template text
Update appointment notes accordingly
Post the new code in the Marco Polo receptionist chat