Onboarding Manager

Onboarding - Manager Reference

Pre-Arrival Checklist

Complete these items before the new hire's first day:

  • Confirm the start date and communicate it to the team
  • Assign a station - ensure it is clean, stocked, and ready
  • Set up the employee's SalonBiz profile (login credentials, schedule, availability)
  • Prepare the new-hire paperwork packet:
    • Federal Form W-4
    • California DE 4
    • Form I-9 (Section 1 for the employee to complete on day one)
    • DLSE Form 2810.5 (Wage Theft Prevention Notice)
    • DFEH-185 / CRD Sexual Harassment Pamphlet
    • Workers' compensation notice (DWC Form 1)
    • EDD DE 2515, DE 2511, DE 2530
    • Employee handbook with acknowledgment page
    • Emergency contact form
    • Direct deposit authorization (if applicable)
  • Verify the employee's California Board of Barbering and Cosmetology license at barbercosmo.ca.gov - record the license number, expiration date, and verification date in the file
  • Create a payroll system profile
  • Assign a shadow partner - an experienced team member the new hire will observe and work alongside during their first week
  • Prepare a first-week schedule that includes time for training, orientation, and shadowing alongside client-service shifts
  • Calendar the following:
    • 30-day informal check-in
    • 90-day formal performance review
    • Sexual harassment prevention training deadline (within 30 days of hire under SB 1343)
    • License expiration reminder (60 days before expiration)

First-Day Manager Tasks

Morning

  • Greet the new hire and walk them through the salon (stations, breakroom, supply storage, laundry area, chemical storage, emergency exits, parking guidance)
  • Introduce them to every team member working that day
  • Show them their assigned station
  • Complete all new-hire paperwork together - ensure every form is signed and filed correctly
  • Complete Form I-9 Section 2 (employer section) - you have 3 business days, but completing on day one is best practice
  • Walk through the employee handbook - highlight key policies:
    • Dress code (all black, professional/formal; Casual Friday rules; Saturday huddle color updates)
    • Cell phone policy
    • Call-out procedure
    • Paid sick leave rights
    • Harassment prevention policy and how to report

Afternoon

  • Begin SalonBiz training - show the employee how to check their schedule, view appointments, and clock in/out
  • Introduce the salon's product lines (Aveda, Comfort Zone, Jane Iredale) - a brief overview is sufficient on day one; deeper training happens during the first week
  • Review the employee's first-week schedule and confirm the shadow partner arrangement
  • Answer any questions and confirm the next day's start time

First-Week Manager Tasks

  • Ensure the new hire completes at least two shadow shifts with their assigned partner
  • Conduct a product line orientation - walk through each brand, where products are stored, how to recommend them, and the employee product discount (cost/wholesale pricing)
  • Conduct a safety and chemical handling orientation:
    • Location of Safety Data Sheets (SDS)
    • Proper handling, mixing, and disposal of chemicals
    • PPE requirements (gloves, aprons)
    • Spill and exposure procedures
    • Emergency exits, fire extinguisher, first aid kit
  • Review sanitation and disinfection protocols (state board compliance)
  • Introduce the Saturday morning huddle (8:45 AM, mandatory for all scheduled employees)
  • Confirm the employee's SalonBiz availability is correctly entered
  • Check in informally at least once - ask how things are going, what questions they have, whether they need anything

Training Plan

Week 1

  • Shadow shifts (minimum 2)
  • Paperwork and compliance documents completed
  • Salon tour, product orientation, safety training
  • SalonBiz basics

Weeks 2–4

  • Begin taking clients independently (start with simpler services if appropriate)
  • Continue product knowledge building
  • Complete sexual harassment prevention training (SB 1343 deadline: within 30 days)
  • Manager conducts 30-day informal check-in

Weeks 5–12

  • Full independent operation
  • Building client base
  • Continuing to learn product lines and salon systems
  • Manager conducts 90-day formal performance review

30-Day Check-In

The 30-day check-in is informal - a 15- to 20-minute private conversation. Cover:

  • How is the employee adjusting to the team and salon culture?
  • Are they comfortable with SalonBiz and their daily workflow?
  • Do they have the tools, products, and support they need?
  • Are there any concerns - from the employee or from you?
  • Is their sexual harassment prevention training complete (or scheduled)?

Document the conversation briefly - a few bullet points in the employee's file noting that the check-in occurred and any follow-up items.

90-Day Formal Review

The 90-day review follows the same format as the annual performance review (see Performance Reviews). It serves as the new hire's baseline evaluation.

Preparation

  • Provide the self-assessment form at least one week before the review
  • Pull any notes from the 30-day check-in, shadow shift feedback, and any client feedback
  • Review attendance and punctuality records
  • Prepare specific examples for each performance criterion

During the Review

  • Cover all performance criteria (technical skill, client satisfaction, attendance, teamwork, sanitation, continuing education, retail)
  • Discuss what is going well and where improvement is needed
  • Set SMART goals for the next review period
  • Ask the employee what support or resources they need

After the Review

  • Both parties sign the review form
  • File the original in the employee's personnel file and provide a copy to the employee
  • Calendar the next quarterly check-in

Probationary Period Guidance

California is an at-will employment state, which means either party may end the employment relationship at any time, with or without cause. There is no formal "probationary period" that changes this legal status.

However, the first 90 days serve as a practical evaluation period. During this time:

  • Monitor performance closely and provide frequent, specific feedback
  • Document any concerns as they arise - do not wait for the 90-day review to raise issues for the first time
  • If performance or conduct issues are serious, address them through the progressive discipline process immediately rather than waiting
  • If termination becomes necessary during the first 90 days, follow the same final pay and documentation requirements as any other separation (see Exit Interviews)

Do not use the phrase "probationary period" in writing or conversation in a way that implies the employee has different rights or protections before and after 90 days. All employees are at-will from day one.

Common Onboarding Mistakes to Avoid

  • Skipping paperwork. Every document in the new-hire packet is legally required or operationally important. Missing a form creates compliance risk.
  • No structured first week. Dropping a new hire into the schedule without training, shadowing, or orientation leads to confusion and preventable mistakes.
  • Forgetting the 30-day check-in. New hires who feel ignored in their first month are more likely to leave. A short conversation makes a real difference.
  • Delaying harassment prevention training. SB 1343 requires training within 30 days. Missing this deadline is a compliance violation.
  • Not verifying the license. Never allow a new hire to perform client services without confirming their California license is current and valid.

Last reviewed: March 2026