Technology and Equipment - Manager Reference

SalonBiz Account Management

Creating Accounts

When a new employee is hired:

• Create their SalonBiz account with the appropriate role and permissions
• Set a temporary password and require them to change it on first login
• Assign the correct service menu and scheduling availability
• Walk them through the system during onboarding - see Onboarding - Manager Reference

Resetting Passwords

If an employee forgets their password or is locked out:

1. Verify their identity (in person or by phone - not by text or email)
2. Reset the password in SalonBiz admin
3. Provide a temporary password and require an immediate change
4. Document the reset (date, employee name)

Deactivating Accounts at Separation

On the employee's last day of work:

• Deactivate their SalonBiz user account - do not delete it (historical records must be preserved)
• Reassign any future appointments to other providers
• Change any shared passwords the employee had access to
• Revoke access to brand training portals (Aveda Pure Pro, Comfort Zone, Jane Iredale)
• Remove the employee from any shared communication channels (group texts, email lists)

See Confidentiality and Client Privacy - Manager Reference for the full data access deactivation process.

Investigating Suspected SalonBiz Misuse

Signs of misuse include: altered appointment records, backdated transactions, unauthorized client record access, deleted records, or accessing records without a work-related reason.

Investigation Process

1. Document the concern - what specifically looks wrong? Record dates, times, affected records, and what raised the suspicion.
2. Review SalonBiz logs - check the audit trail for the user's activity (record changes, deletions, access times)
3. Compare against the schedule - did the user access records for clients they were not serving?
4. Do not confront the employee until you have gathered enough information to have a specific conversation
5. Meet with the employee privately with a witness present - present the specific concern and ask for an explanation
6. Determine next steps based on the explanation and evidence:
   • Honest mistake → coaching and documentation
   • Deliberate alteration of records → written warning or termination depending on severity
   • Unauthorized access to client data → written warning minimum; termination if data was shared externally
7. Follow the Progressive Discipline - Manager Reference

Equipment Inventory and Maintenance

Inventory

Maintain a list of all salon-owned equipment including:

Update the inventory at least quarterly and whenever equipment is added, removed, or taken out of service.

Maintenance Schedule

Damage Reporting

When equipment is reported damaged:

1. Take the item out of service immediately - tag it "Do Not Use"
2. Assess whether it can be repaired or needs replacement
3. If electrical, do not attempt in-house repair - contact a qualified service technician
4. Document the damage (date, item, nature of damage, how discovered)
5. Order a replacement if needed and update the inventory

Personal Tool Inspection

While employees are responsible for their own tools, tools used on clients must meet salon sanitation and safety standards.

Inspection Standards

• Shears: sharp, clean, no loose tension screws, no rust
• Combs and brushes: no broken teeth, properly sanitized
• Razors: properly guarded when not in use, blade changed between clients
• Clippers: blades aligned, cord intact, properly oiled

Frequency

Conduct a visual spot-check of tools at stations monthly. If a tool does not meet standards, ask the employee to replace or repair it before their next client.

Wi-Fi and Device Troubleshooting

Common Issues and First Steps

Escalation

If the issue is not resolved by basic troubleshooting:

• Internet/Wi-Fi: Contact the ISP (account number and contact should be posted near the router)
• SalonBiz system issues: Contact SalonBiz support
• Hardware failure: Contact the salon owner to arrange repair or replacement
• POS/card reader: Contact the payment processor

Document the issue and resolution for future reference.

Security Incidents

Password Compromise

If an employee reports or you discover that a password has been compromised:

1. Change the affected password immediately
2. If it is a SalonBiz password, review recent account activity for unauthorized changes
3. If a shared password was compromised (Wi-Fi, vendor portal), change it and notify all authorized users of the new password
4. Determine how the compromise occurred and take steps to prevent recurrence
5. If client data may have been exposed, follow the data breach response in Confidentiality and Client Privacy - Manager Reference

Unauthorized Software

If unauthorized software, apps, or browser extensions are found on a salon device:

1. Document what was installed (name, type, when discovered)
2. Remove the software
3. Determine who installed it
4. Issue a warning per policy - unauthorized software installation is prohibited
5. If the software could have compromised security (keyloggers, remote access tools), treat it as a security incident and investigate further

Data Exposure

If salon data (client records, financial information, employee data) is found in an unauthorized location (personal device, cloud storage, printed and left unsecured):

1. Secure the data immediately - collect printed copies, delete unauthorized digital copies if accessible
2. Determine how the data got there and who is responsible
3. Follow the data breach response if client data is involved
4. Discipline the responsible employee per progressive discipline

Technology and security issues can escalate quickly. When in doubt, secure the system first and investigate second. For any incident that may involve client data exposure, consult the salon owner and refer to the Confidentiality and Client Privacy - Manager Reference.

Last reviewed: March 2026