The problem
Each new treatment or product line needs a protocol sheet for the team: prep, products, timings, aftercare and patch-test rules. The facts are in a 30-page supplier manual and the salon's way of doing things is in the owner's head. At about 2 hours per protocol and 2 new treatments or lines a month, that's 4 hours a month.
What the AI does
Gemini in Google Docs can use files in your Google Drive as sources. Open a new Doc, click Ask Gemini, add the supplier's manual and an existing protocol you're happy with, and ask for a one-page protocol in the same layout, using only the manual. You check every product, timing and contraindication against the manual, and a senior therapist signs it off before it's used. It needs Google Workspace Business Standard (about $16£12€14A$23C$23 per user a month).
A worked example
A beauty salon in Chelmsford with 5 therapists adds about 2 new treatments or product lines a month. The owner drafts each protocol in Google Docs with Gemini from the supplier's PDF, and the senior therapist checks it.
Before
About 2 hours per protocol: 4 hours a month
After
About 1 hour per protocol including checking: 2 hours a month
What it's worth
About $80£60€71A$115C$113 a month in time saved, against about $16£12€14A$23C$23 for the owner's Workspace Business Standard account. Protocol writing drops from 4 hours a month to 2, and 2 hours at an assumed $40£30€36A$58C$56 an hour is $80£60€71A$115C$113.
How to set it up
- Put the owner's account on Google Workspace Business Standard (€13.60, about $16£12€14A$23C$23 per user a month on a one-year commitment); Business Starter doesn't include Gemini in Docs.
- Save the supplier's manual and one protocol you're happy with in a Drive folder.
- Open a new Google Doc, click Ask Gemini, add both files as sources and ask: 'Write a one-page protocol for this treatment in the same layout as my existing protocol, using only the supplier manual.'
- Check every product, timing, patch-test rule and contraindication against the manual, copying warnings word for word.
- Have a senior therapist read it, add the date and version number, and share it with the team as view-only.
What goes wrong
- It can drop or soften a warning. Contraindications and patch-test rules come from the manual and your insurer's requirements, copied exactly.
- A protocol sheet isn't training. Insurers usually expect therapists to hold the relevant qualification or supplier training for each treatment.
- Keep client consultation and health records out of Docs; they belong in your booking system.
- On a personal Google account, Gemini in Docs needs Google AI Pro ($25.26£18.99€22.60A$36.46C$35.70 a month).