The fill cycle client record template

First visit: set up the record

• Grade the natural lash before you isolate anythingNote length, thickness and density in each of the four sections, plus any gaps or previous damage. Good looks like a written grade you could hand to another artist and have her map the same set.
• Record the map you used, section by sectionWrite the lengths and curl per section rather than the style name. Six months later the style name tells you nothing and the map tells you everything about why retention held or failed.
• Log adhesive, batch open date and room conditionsTemperature, humidity and how long that bottle has been open. These three explain most of the early fallout you will see, and you cannot correct a pattern you never wrote down.
• Ask five aftercare questions and write the answersWorkouts per week, sauna or steam, oil based skincare, sleep position, and whether she wears mascara on her lower lashes. These set your first interval estimate before you have any real data.
• Set a first rebook date of 17 to 21 days and book it in the roomDo not offer a range and do not leave it to a text later. Book the date at the desk while she is still holding her phone, and write it on the record.

At the bed: log what you actually did

• Note the set weight against her natural lash gradeDiameter, fan weight and layer count. Overweighting a fine natural lash is the most common cause of premature shedding, and this line is where you will spot it a cycle later.
• Record the cure conditions at application timeHumidity reading and room temperature at the start and end of the appointment. Good looks like two readings per appointment, not a general sense that the room felt fine.
• Mark any areas you knowingly compromisedWatery eyes, a client who kept opening, an inner corner you could not isolate cleanly. Write it while you remember, because that is exactly where she will report fallout.
• Time the appointment honestly, start to bed resetInclude the consultation and the cleanup. This is the number that feeds your true cost per set, and it is almost always longer than the slot on your menu.

At each fill: score the retention

• Count what is still attached before you clean the lashesA rough count by section is enough: roughly full, about half, mostly gone. Do it before cleansing, since cleansing removes the loose ones and flatters the number.
• Map where the fallout satInner corner, outer corner, upper layer, one eye only. A one sided pattern usually points at sleep position, and an outer corner pattern usually points at weight or curl.
• Grade her lash hygiene in one wordClean, oily or crusted. This is the single most useful line for deciding whether the next aftercare message needs to be about cleansing or about product choice.
• Write the actual interval in days, not weeksDays between the last appointment and this one. Weeks hide the drift, and the difference between 21 and 26 days is the difference between a fill and half a new set.
• Adjust the next interval by no more than four days at a timeIf she came in at 21 days with a full set of extensions still on, try 24. If she arrived thin, pull to 17. Small moves let you find her real cycle within two visits.

Between visits: close the loop

• Send the 48 hour aftercare checkOne message asking whether anything came away in the first two days. Early fallout reported at 48 hours is a correction you can make at the next fill instead of a client who quietly stops booking.
• Confirm the booked date at the halfway point of the cycleAround day 10 of a three week cycle. Good looks like a single short confirmation that gives her time to move it rather than cancel it.
• Write the reason for any date she movesTravel, budget, a wedding, or simply that she forgot. Three moved dates for the same reason is a pattern you can price or schedule around.
• Read the record for two minutes before she arrivesMap, last retention score, fallout pattern and hygiene grade. Walking in already knowing what happened last cycle is what makes a client feel like she has a lash artist rather than an appointment.