Most clinics and salons run promotions like this: plan → launch → get busy → hope it worked shrug at the end.

That’s not a strategy and hope doesn’t hit targets.

A promotion tracking sheet turns a good idea into a controlled outcome. It’s your single source of truth for data: who bought, who showed up, who rebooked, who used the bonus, who’s on the right homecare, and whether the numbers actually worked.

If client retention is your North Star (and I really hope it is), then tracking promotional activity is the compass that keeps you pointed at it.

What is a tracking sheet?

A tracking sheet is a single living document (spreadsheet) that records the inputs, activity, and outcomes of a promotion in one place. It’s not your POS export. It’s a simple, specific, human-readable snapshot, you (and your team) update daily that answers two questions:

1. How is the promotion performing?
2. What did we learn for next time?

Why it matters

1) Real-time snapshot → course correction

As the promotion progresses, the sheet shows what’s on track and what isn’t. If inquiries are high but conversions are low, you adjust tactics, scripts, whatever is required. If messaging and marketing underperforms, you shift effort. You steer instead of hope. 

2) End-of-campaign clarity (no spin)

When it’s over, you have a clean summary of what happened—responses, conversions, revenue, cost, bookings generated, and any retention signals  - whatever you choose to track. You’ll also work out how just how profitable or not the promotion was. You’re not arguing opinions, you’re looking at facts.

3) Repeat (or retire) with confidence

Next time, you don’t “remember vaguely.” You compare this run to the last. If the promotion is a winner, you scale it. If it’s a loser, you either fix the weak points or ditch it and stop wasting time.

4) Year-over-year comparability

Run the same promotion again? You’ll see how timing, messaging, channels, or pricing changes affected results. Was the demand huge that you turned people away? Should you have run the promotion for longer or less time? Trends become visible, luck becomes less of a factor.

5) Better decisions, faster

Budget, staffing, inventory, appointment book capacity—tracking lets you allocate based on evidence, not gut feel. It also highlights when to double down mid-campaign vs. when to cut losses.

6) Team accountability without micromanaging

Targets are visible, progress is shared, and follow-ups are obvious. The sheet does the “nagging” so you don’t have to.

7) Team memory

People come and go. A good tracker preserves how you ran it, what worked, what didn’t, and the exact wording/steps worth repeating.

What a good tracking sheet includes (generic, adaptable)

It will be different for every promotion. Depending on the promotion, a good tracking sheet includes as many of the following as relevant. Think simple columns that capture the journey from awareness to outcome:

Basics

• Promotion name and dates
• Offer summary (one line)

Conversion and revenue

• Client Name
• Date (of purchase, appointment – whatever the goal was)
• New vs existing clients
• Add-ons or upsells taken (if relevant to the goal)
• $ spent – broken down in retail and treatments if relevant
• Total revenue (for the promotion)
• Any retention indicator you care about (e.g., came back within X weeks)
• Rebooked?

Notes and lessons

• What message landed / objections heard?
• Operational issues (capacity, stock, scheduling)
• Ideas to test next time
• Keep it lightweight. If a field never gets filled, remove it. If a question keeps coming up, add a field.
• No one updates it - It is too detailed? Don’t add a column that isn’t relevant to that promotion. Make sure you brief it well to whoever is responsible for filling it in. Is it the manager, front desk person or by the entire team?

The Payoff

A tracking sheet gives you:

• A live picture to steer by
• A clean summary to learn from
• And a repeatable framework to grow on.

 It’s the difference between “we did a promotion” and “we ran a profitable, repeatable promotion grows our business.” Watch how much calmer and more profitable your promotions become.