Professional Development - Manager Reference
License Renewal Tracking
Maintaining a valid California license is the employee's responsibility, but the salon commits to a 60-day reminder. Use this system to ensure no license lapses:
Tracking Process
- Maintain a license expiration spreadsheet or calendar with every licensed employee's name, license type, and expiration date
- 60 days before expiration: Send the employee a written or text reminder that their license is expiring - document that you sent it
- 30 days before expiration: Follow up verbally - confirm the employee has started the renewal process
- Upon renewal: The employee provides an updated copy of their license. Verify it at barbercosmo.ca.gov - confirm the license number, name, type, and expiration date match
- File the updated license copy in the employee's personnel file
- Update the tracking spreadsheet with the new expiration date
Verification Checklist
- License number matches the employee's prior records
- License type is correct for the services they perform (cosmetologist, esthetician, manicurist, barber)
- License status shows "Active" on the Board's website
- New expiration date is recorded in the tracking system
Expired License - Immediate Action Required
If an employee's license expires, they cannot perform client services. California Business and Professions Code § 7317 makes it unlawful to practice without a valid license.
Step-by-Step Response
- Remove the employee from client services immediately - reassign their appointments to other providers
- Notify the employee in writing that they may not perform any licensed services until their license is renewed and verified
- Offer one of the following options:
- Non-client duties at their regular hourly rate (cleaning, inventory, administrative tasks) - only if such work is available
- Unpaid leave until the license is renewed
- Set a deadline - if the license is not renewed within 14 calendar days, consult the salon owner about termination
- Document all steps taken, communications, and the employee's response
Do not allow the employee to perform services "just for today" or "just for one client." There is no exception - an expired license means no client services.
Scheduling Training Around Appointments
When an employee requests time for training (brand courses, outside classes, trade shows):
- Check SalonBiz for their appointment load on the requested date
- If they have clients booked, determine whether appointments can be rescheduled or reassigned without impacting the client experience
- Prefer scheduling training during slower periods (typically Tuesday–Wednesday)
- If the salon is sending the employee to required training, block off their schedule in SalonBiz in advance and do not book clients during that window
Approving Outside Training Requests
When an employee asks to attend an outside class, workshop, or trade show:
Criteria to Consider
- Is the training relevant to the services they perform at the salon?
- Will it improve their skills or bring new techniques to the team?
- Can their schedule accommodate the absence without leaving the salon short-staffed?
- Is the cost reasonable, and who is paying?
Who Pays
| Situation | Compensation |
|---|---|
| Salon requires the employee to attend | Time is paid as hours worked; salon pays registration/travel |
| Employee requests voluntary training and salon approves | Time is generally unpaid (employee's own time); employee pays unless the salon agrees to sponsor |
| Brand training offered during work hours | Time is paid if the salon schedules it during the employee's shift |
Documentation
- Record approved training in the employee's personnel file (date, topic, provider)
- Ask the employee to share key takeaways with the team at a Saturday huddle or informal session
Brand Training Resources
The salon's product lines offer online and in-person training:
| Brand | Platform | Content |
|---|---|---|
| Aveda | Pure Pro (purepro.aveda.com) | Hair care techniques, product knowledge, sustainability |
| Comfort Zone | Comfort Zone Education Portal | Skin care protocols, treatment techniques, ingredient science |
| Jane Iredale | Jane Iredale Pro Portal | Mineral makeup application, color matching, product education |
Ensure every new hire is given access to the relevant brand portal(s) for their service area during onboarding. Check quarterly that accounts are active and employees are aware of new course offerings.
Career Growth Conversations
Performance reviews and quarterly check-ins are the right time to discuss career development. Cover:
- Current skill level - where the employee feels confident and where they want to grow
- Goals - specific skills, services, or certifications they want to pursue in the next 6–12 months
- Mentorship - whether pairing them with a senior team member would be beneficial
- Leadership interest - if the employee is interested in training, mentoring, or supervisory responsibilities, discuss what that path looks like
- Action items - agree on 1–2 concrete next steps (e.g., "shadow Maria for a corrective color service by end of next month")
Document career development discussions in the performance review notes. Follow up on action items at the next check-in.
Mentorship Assignments
When assigning a mentor:
- Match based on service specialty and skill gap
- Confirm the mentor is willing and has capacity
- Set clear expectations - what the mentee should learn, how many shadow sessions, timeline
- Check in with both parties after two weeks to assess progress
Continuing Education Tracking
Maintain a simple log of all training and continuing education completed by each employee:
| Field | Description |
|---|---|
| Employee name | - |
| Date | Date of training |
| Topic | What was covered |
| Provider | Brand portal, outside class, in-house, etc. |
| Hours | Duration |
| Paid or unpaid | Whether the salon compensated the time |
This log supports performance reviews, helps identify skill gaps across the team, and documents the salon's investment in employee development.
See Performance Reviews - Manager Reference for how to incorporate development progress into formal reviews.
If an employee's license status is unclear or you receive conflicting information from the Board, do not allow client services until the issue is resolved. Consult the salon owner if needed.
Last reviewed: March 2026