Scheduling And Attendance

Scheduling and Attendance

Business Hours

The salon is open seven days a week. Monday is 10:00 AM – 2:30 PM (retail only). Tuesday through Sunday is full services. Hours may be adjusted seasonally, and any changes will be communicated to the team in advance.

Saturday Morning Huddles

There is a mandatory team huddle every Saturday at 8:45 AM. Dress code color updates and team announcements are shared during these meetings. Attendance is required for all employees scheduled that day with a shift starting when we open. If you cannot attend due to an approved absence, or if you start later in the day, check with a coworker or your manager for any updates you missed. A copy of the huddle is printed out in the breakroom - please read every huddle when you can to ensure nothing gets missed.

Scheduling System

All scheduling is managed through SalonBiz. You are responsible for:

  • Keeping your availability up to date in SalonBiz
  • Checking your schedule regularly - at minimum, review your upcoming week every Sunday evening
  • Submitting any change to your days or hours as a request to Christopher at least 14 days ahead (see Schedule Changes below) before anything is updated in the system
  • Not modifying your own schedule without written approval

Fixed Weekly Schedule

Every position at the salon works a fixed weekly schedule: the same days and hours every week. Guests book weeks ahead, and we do not move a guest's appointment because a provider's plans changed. A schedule that shifts from month to month means moved guests, and moved guests do not come back. Holding a fixed weekly schedule is a requirement of every position, and the salon sets the schedule, not the employee.

Schedule Changes

Any change to your days or hours is a request, not a decision. To request a change:

  1. Pick up a Schedule Change Request Form from the front desk
  2. Fill out the form completely - include the details of the change and the reason
  3. Submit the completed form to Christopher at least 14 days before the change would start
  4. Wait for written approval before making any changes in SalonBiz

You will get an answer within 48 hours. A request may be approved or denied based on coverage, guest demand, and the needs of the business. Until it is approved in writing, your current schedule stands and you are expected to work it. Telling the front desk or a manager about a change is not a request, and a change you make on your own is not an approved change.

If you change your schedule without an approved request, or do not work a shift you are scheduled for, it is treated as a missed shift and handled under the attendance rules on this page, up to and including termination.

This applies to planned changes to your days or hours. Sick days are different: follow the Call-Out Procedure below and let us know before your shift that day. This policy does not restrict the use of protected leave, including paid sick leave, CFRA/FMLA leave, pregnancy disability leave, or time off for religious observances or disability accommodations.

Shift Expectations

  • Be ready to begin work at the start of your scheduled shift - not just arriving at that time
  • You must report for your scheduled shift regardless of whether you are currently booked - last-minute bookings are common and cannot be accommodated if the assigned provider is not present
  • Weekend availability is required for all positions; Saturdays are the highest-volume day and all departments must maintain Saturday and Sunday coverage to support full spa package bookings
  • Remain available and working through the end of your scheduled shift
  • Do not leave early without manager approval, even if your last client finishes before your shift ends
  • On Saturdays, employees must stay for cleanup after they finish their last client
  • When not serving guests and not on a scheduled meal or rest break, stay productive by: cleaning and organizing workspaces, checking and restocking inventory, wiping down counter spaces, assisting with breakroom upkeep, organizing storage areas, or introducing yourself to walk-in shoppers. Report low supply levels before they are depleted. If unsure what to do, ask management for direction

Arrival and Setup

Employees must arrive before their shift for setup on all days. Setup includes:

  • Preparing your station (clean, sanitized, stocked with supplies)
  • Reviewing your day's appointments in SalonBiz
  • Confirming any special client needs or product requirements and communicating with the front desk
  • Being in dress code and ready to receive clients at the beginning of shift

On Saturdays, arrive by 8:45 AM for the team huddle.

Tardiness Policy

Arriving after your scheduled start time - or after 8:45 AM on Saturdays - is considered tardy.

  • First occurrence: Verbal reminder from your manager
  • Second occurrence within 30 days: Written warning
  • Repeated tardiness: Further progressive discipline, up to and including termination

If you know you will be late, call or text your manager immediately (see Call-Out Procedure below). Notifying ahead does not excuse the tardiness but demonstrates professionalism and allows the team to adjust.

On-Call Requests

If you are unable to report to work at the scheduled time, you must notify the front desk as soon as possible and request to be placed on call. On-call requests may be denied if there is insufficient coverage within your service category.

On-Call Shifts

Effective 10-01-2026. Some team members work on-call shifts instead of, or in addition to, a fixed schedule. This usually happens when your availability changes or when a day is slower than usual. If you are moved to on-call, the Owner will tell you in writing which days it covers.

We contact you. When we need coverage, a manager or the Owner will call or text you to offer the shift. You do not need to call in or check whether you are needed.

Notice. For a next-day shift, we will try to reach you by 6:00 PM the day before. For a same-day shift, we will contact you at least 2 hours before the shift starts. Shorter notice only happens in an emergency, and you are always free to say no.

Your time is your own. While you are on call, you do not need to stay near the spa, keep the day open, or answer right away. Reply when you can.

Saying no is okay. If you cannot come in, just let us know. Declining an on-call shift, or missing the call, will never be held against you or count as an attendance issue.

When you come in. Once you accept an on-call shift, it is treated like any scheduled shift: arrive on time, clock in, and follow the Call-Out Procedure below if something changes. If we send you home before you work half of the shift we offered, California reporting time pay applies.

Hours are not guaranteed. On-call shifts depend on how busy we are, so some weeks may have fewer hours than others. Your position and pay rate do not change.

Keep your availability current. Let the Owner know about any change in your availability, especially other jobs or school, so we only contact you on days you can work.

Call-Out Procedure

If you are unable to work your scheduled shift, it is important to communicate as early as possible so the front desk can contact your clients to move or reschedule their appointments.

  1. Call or text your manager - reach out to your manager directly by phone call or text message to let them know you will not be coming in
  2. In an emergency, call the salon directly - if you cannot reach your manager, you can call the salon at any time and speak to the front desk or leave a voicemail
  3. Notify as early as possible - the more notice you give, the better the team can adjust. At minimum, notify your manager before the start of your shift
  4. If you know you will be sick the next workday - communicate at least 2 hours before the salon closes so the front desk has time to call your guests and reschedule their appointments. Last-minute call-outs leave clients without service and create a poor experience
  5. Provide the reason for your absence - you are not required to share detailed medical information, but the salon needs to know whether the absence is due to illness, emergency, or another reason
  6. Indicate when you expect to return

If your absence will extend beyond one day, call each day unless you and your manager have agreed on a return date.

No-Call / No-Show

Failing to show up for a scheduled shift without calling is a no-call/no-show. This is one of the most serious attendance violations because it leaves clients unserved and puts additional burden on the team.

  • First no-call/no-show: Written warning
  • Second no-call/no-show: Further disciplinary action, up to and including termination
  • Three consecutive no-call/no-shows: Considered voluntary job abandonment and treated as a voluntary resignation

Shift Swaps

If you need to swap a shift with a coworker:

  • Find a qualified coworker who is willing and available to cover your shift
  • Both employees must submit the swap to the manager for approval before the change takes effect
  • Unapproved swaps are not recognized - if you do not show up for your originally scheduled shift without an approved swap, it counts as an absence
  • You are responsible for ensuring your clients are covered and aware of any changes

Schedule Blocking

Schedule blocking requires advance management approval. Blocking is generally reserved for urgent or emergency situations and lunches.

  • Unauthorized schedule blocking may result in corrective action, including revocation of blocking privileges
  • Blocking before the start of the business day may result in missed booking opportunities from early requests received before phone lines open
  • This policy does not apply to absences covered by paid sick leave, CFRA/FMLA leave, disability accommodations, or other legally protected leave

Peak Season Scheduling

  • Begin discussing Mother's Day booking with guests well in advance - it is the spa's highest-volume event
  • During peak seasons (November and December), employees should open their books for extended availability and speak to management about maximizing scheduling
  • Employees may opt into extended hours during late November and December; those who opt in should open their availability early to allow books to be filled in advance

Time-Off Requests

Submit time-off requests at least 2 weeks in advance through your manager. Requests are approved based on staffing needs and salon coverage. Submitting a request does not guarantee approval - wait for confirmation before making plans.

  • Requests for time off on Fridays, Saturdays, and Sundays will be evaluated with heightened scrutiny due to peak business demand
  • Due to high seasonal demand, vacation requests during December and the week of Thanksgiving are subject to limited approval and will be reviewed on a case-by-case basis
  • This policy does not restrict the use of protected leave, including paid sick leave, CFRA/FMLA leave, pregnancy disability leave, or time off for religious observances or disability accommodations

For time-off policies, paid sick leave details, and your rights under California law, see the Time Off and Benefits and Leave pages.

Attendance and Your Performance Review

Attendance and punctuality are evaluated as part of every performance review. Consistent, reliable attendance is one of the most important factors in building a loyal client base and maintaining trust with the team.

Last reviewed: March 2026