K18 is a unique biotech-powered brand breaking the rules of haircare. Beloved by at-home users in 100+ countries, K18 has over 20+ billion TikTok views and 25+ prestigious awards. Their growing lineup of intentional, biology-first haircare is all about unlocking next-level expression for all. K18’s mission is to liberate anyone and everyone from the constraints of modern haircare and empower users with science to unlock a fearlessness in self-expression.
To provide the highest caliber of service around the world, K18 requires all of their stylists to undergo a rigorous education program. Once certified, K18’s stylists, or PROs, are able to visit salons to educate other stylists on the science behind hair damage and how K18 products are uniquely designed to help. Salons can host different types of classes to educate their stylists on K18.
Over the years, K18 has successfully been using monday.com to track incoming requests from salons for these classes, but they weren’t automating any logistics related to the classes, resulting in unnecessary manual work. For example, once a salon requested a course, all other details pertaining to that class were handled manually. This included PROs accepting and confirming the request, proposing a different time, sending information about the class to the salon and stylists, and any other relevant information.
While in discovery, the OrangeDot team realized that the needs for this workflow went beyond native monday.com functionality. In order to accomplish updating existing items and sending HTML friendly and hyper-linked emails, OrangeDot recommended using two of our favorite apps: SuperForm and SuperMail. SuperForm is an advanced form solution that supports updating existing items and better formatting, allowing organizations to work with more complex forms. SuperMail allows users to create and automate HTML designed emails directly within monday.com without leaving the system. Users can also hyper-link and upload attached files from their computer or a monday.com Files column.
OrangeDot built two workflows that streamlined K18’s processes using SuperForm and SuperMail. The first workflow allows PROs to approve class requests and relevant details, such as days and times of the classes.
The second workflow allows salons to automatically receive approval from the PRO, which also sends a confirmation email to both the PRO and salon with the same information. Having all parties included in the same email increases visibility and eliminates confusion, creating alignment.
To further automate scheduling, OrangeDot included a built-in rejection feature - if the PRO is not available during a certain time, the salon will receive this information, and the user can select a new time.
By fully automating the approval and confirmation process, this saves K18 hours of manual work each week, as they no longer have to send individual emails to salons or worry about back and forth communication regarding dates, times, or locations of classes. In addition, monday.com is now one source of truth, capturing all of the data in one central location, and it’s also creating a paper trail of all communication between PROs and salons for easy reference.
With nearly 70 PROs and over 140 salons communicating around the world, the impact has been significant. On average, the team has eliminated four emails per class request, resulting in streamlined communication and reduced tedious work. Fast forward to today, the positive response from PROs has been tremendous. By optimizing their existing monday.com setup, K18 has seen an uptick in visibility, organization, and confidence, as well as saved time that’s now going toward preparing for classes vs sending emails.
