Emergency Procedures - Manager Reference

Chain of Command During Emergencies

If the primary manager is not on-site during an emergency, the next person in the chain takes full authority until the manager arrives or is reached by phone.

Decision Authority - When to Close the Salon

The manager on duty has authority to close the salon and send employees and clients home in the following situations:

When closing:

1. Stop all services in progress - safely conclude or pause as appropriate
2. Check out any clients whose services are complete
3. For services that cannot be completed, do not charge the client - document for rescheduling
4. Lock the front door and secure the cash drawer
5. Notify the salon owner as soon as possible
6. Send a text or call to any employees scheduled for later shifts

Post-Incident Documentation

After any emergency or significant incident, complete an incident report within 24 hours.

Incident Report - What to Include

• Date, time, and location of the incident
• Type of emergency (fire, earthquake, medical, chemical, power outage, etc.)
• Description of what happened - factual, chronological account
• Who was involved (employees, clients, visitors) - names if applicable
• Injuries sustained, if any - description and severity
• Actions taken during the emergency (evacuation, first aid, 911 call, etc.)
• Property damage, if any
• Duration of the disruption
• Manager on duty and witnesses
• Follow-up actions needed

Cal/OSHA Reporting Requirements

California requires employer reporting to Cal/OSHA in specific circumstances:

"Serious injury or illness" means any injury or illness requiring inpatient hospitalization for a period in excess of 24 hours for other than observation, or any employee suffering the loss of a limb or an eye.

Do not delay reporting because you are unsure whether the injury qualifies. Call Cal/OSHA and describe the situation - they will advise whether a formal report is required.

See Workplace Safety - Manager Reference for OSHA 300 Log recordkeeping requirements.

Client Communication During and After Emergencies

During the Emergency

• Keep clients informed in plain, calm language - "We need to evacuate the building as a precaution. Please follow me to the exit."
• Do not speculate about the cause or severity
• Ensure every client in the building is accounted for and exits safely
• Clients mid-service: instruct them to leave as-is - safety over service completion

After the Emergency

• Contact all clients whose appointments were disrupted - call or text within 24 hours
• Reschedule affected appointments at no charge
• If a client was injured during the emergency, the salon owner should contact them personally
• Do not discuss fault, liability, or insurance details with clients - refer any such questions to the salon owner
• If the closure extends beyond one day, post on social media and update the salon's voicemail greeting with a brief message and expected reopening date

Emergency Equipment Maintenance

Maintenance Schedule

Documentation

Log all inspections and maintenance in the safety records file. Note the date, what was checked, condition, and any corrective action taken.

Evacuation Drill Scheduling

California recommends annual evacuation drills. Schedule and document them.

Planning the Drill

• Choose a date and time that minimizes client disruption - early morning before the first appointment or during a scheduled closure
• Notify all employees in advance that a drill is planned (surprise drills are not recommended in a client-facing environment)
• Assign a drill coordinator (Safety Officer or manager on duty)
• Review the evacuation routes and assembly point with the team before the drill

During the Drill

• Sound the alarm or verbally announce the evacuation
• Time the evacuation from announcement to full headcount at the assembly point
• The drill coordinator verifies all employees have exited and reached the assembly point
• Note any issues: blocked exits, employees unsure of routes, slow response

After the Drill

• Document: date, time, number of participants, evacuation time, issues identified
• Address any issues identified - update routes, retrain, or correct physical obstacles
• File the drill documentation in the safety records

Post-Emergency Team Debrief

Hold a brief team meeting within one week of any significant emergency or incident.

What to Cover

• What happened - a factual summary (many employees may only know their part)
• What went well - recognize employees who acted effectively
• What could be improved - identify any gaps in the response
• Action items - assign specific corrective steps with owners and deadlines
• Emotional check-in - ask how the team is doing; offer support if anyone is struggling

What NOT to Say

• Do not assign blame to specific employees in a group setting
• Do not speculate about legal liability, insurance claims, or fault
• Do not make statements like "we should have..." or "if only..." in a way that could be interpreted as admitting fault - these statements can be used in litigation
• If employees ask about liability or legal questions, direct them to the salon owner

Insurance and Workers' Compensation Reporting

Workers' Compensation - Workplace Injuries

When an employee is injured during an emergency (or any workplace incident):

1. Provide or arrange for immediate medical treatment
2. Provide the employee with a Workers' Compensation Claim Form (DWC-1) within one working day of learning of the injury
3. Complete the employer's section of the form
4. Submit the form to the salon's workers' comp insurance carrier promptly
5. Document the injury in the OSHA 300 Log if it meets recordability criteria

See Workplace Safety - Manager Reference for detailed workers' comp procedures.

Property and Business Insurance

For property damage, business interruption, or client injury during an emergency:

• Notify the salon owner immediately - the owner handles insurance claims
• Document damage with photos and written descriptions before any cleanup or repair
• Preserve any evidence (damaged equipment, receipts, service records) that may be needed for the claim
• Do not authorize repairs or make statements to insurance adjusters without the salon owner's approval

Emergencies require fast action. When in doubt, prioritize safety over property, document everything after the immediate danger has passed, and consult the salon owner and legal counsel before making statements about liability or fault.

Last reviewed: March 2026