Manager Processes & Checklists

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• The talent acquisition manager will post position openings on social media.

  1. Salon manager and general manager are encouraged to post openings on their personal social media pages.

• The talent acquisition manager will post the position to outside sources.

• The general manager will review previous applications.

• The general manager will notify the Talent Acquisition Manager of the open position through the staffing needs form.

• The talent team will contact all applicants within 1 hour of applying. 

  1. Once an applicant has been contacted the talent specialist will screen the applicant and set up a video Interview.

  2. The talent specialist will offer the applicant a position. If the applicant accepts, the talent specialist will send the operations manager and general manager a "New hire alert."

Ongoing Recruiting

• The salon manager will be willing to accept interns. 

• The salon manager will constantly network.

• Salon managers will complete onsite interviews and technical interviews on walk-in applicants using the approved Interview questions.

• Stay in touch with previous employees.

• Keep in touch with potential employees.

• Have goodbye parties with all employees leaving.

• Contact your education specialist If you would like information about attending a school presentation!

Interview

• Assistant Manager Questions

• Stylist Questions

R.L.O. Inc. Onboarding & Orientation Process

• The GM makes the initial call to New Hire and completes Google Table Employment Form which includes signing New/Rehire up for the Onboarding call.

• For Technical New Hires, GM’s will verify New Hires have a valid Cosmetology License prior to submitting the Employment Form.

• Employment Mgr. adds New Hire to Paychex Onboarding Site, contacts New Hire and schedules New Hire Onboarding call.

• New Hire/Rehire onboarding calls are conducted on Tuesday and Thursday from 2pm to 3:30pm for stylists.

• Receptionist New Hire/Rehire onboarding calls are conducted on the last Monday of the month and the second Friday of the month from 3:30pm to 4:30pm.  

• GM will schedule an in person Salon Meeting with New Hire to go over Salon rules, expectations and training requirements. GM will also complete the I9 process at this time. I9 form and ID verification must be completed before an employee can work in a Salon. (GM will need to remind New Hire to bring ID verification)

• GM’s will complete the I9 process and upload ID verification in Paychex Hire Tech Site. (Training will be provided on this process)

• Salon Managers and GM’s will use their New Hire Checklists

• Once I9 has been completed, the Payroll Mgr will enter this information into Paychex to complete enrollment.

• Employment Mgr. will monitor Hire Tech daily for I9 compliance and report any out of compliance issues to Missy and Kim.

• Payroll Manager will add New Hire to payroll once New Hire has completed the Onboarding process in Paychex. Payroll Mgr. will notify Missy and Kim of any employment issues such as invalid Cosmetology License, etc.

Welcome!

• The Operations Manager will meet with the Salon Manager and/or Coach to develop a customized training plan for all hires 

• All plans will include the GCU Great Academy pathway, the Orientation Checklist, and the Delivering GREAT Certification Form 

• The Operations Manager will track the progress of individual plans, following up with the Salon Manager and/or Coach. Reporting any performance concerns with the GM

GCU - New to Great Clips

• Salon Manager will help stylist Log into GCU and complete the Great Academy online courses

  • Contact the GCU Help Desk (877) 527-2184, the Operations Manager, or this video   if assistance is needed

  • Salon Manager will print the Academy Participant Packet

  • The stylist will complete the packet as they watch the online courses

  • Courses must be completed in sections during multiple shifts

  • This packet is also needed for the academy virtual call.

  • The GM or Manager will register the stylist to attend an academy virtual call within the first 30 days of employment

  • GCU training must be completed within the first 30 days of employment or the stylist will be subject to be removed from the schedule

GCU - Already worked for Great Clips

• • Old academy dates must be confirmed within the first 2 weeks of employment. 

  • If the old date cannot be confirmed the stylist will need to complete the online courses and the virtual call before day 30 of employment

  • Salon Manager will help stylist Log into GCU and complete the Great Academy online courses

    • Contact the GCU Help Desk (877) 527-2184, the Operations Manager, or this video   if assistance is needed

  • Re-hires that have been away from Great Clips for more than 6 months but less than 3 years will need to complete the Great Clips refresher courses 

  • Re-hires that have been away from Great Clips more than 3 years will need to re-take all online courses and attend a virtual call

  • GCU training must be completed within the first 30 days of employment or the stylist will be subject to be removed from the schedule

Stylist Technical Evaluation and Certification

• The salon manager and/or the coach will evaluate all technical employees haircutting skills prior to allowing  them to cut hair on customers

• All technical employees will be certified on all 6 foundational haircuts using the Delivering GREAT Certification Form

  • Certifications will be conducted on customers

  • The salon manager and/or coach will step into service to certify the cut

  • The Delivering GREAT Certification Form will be completed, reviewed and signed by the stylist

  • Certification forms will be sent to the Operations Manager for confirmation and added to the employee's digital file

If further technical training is needed

• • Determine what haircuts the stylist will need more training on before allowing them to perform those haircuts on customers

  • Attend a training plan meeting with the Operations Manager (the manager can include or assign the salon coach to attend the meeting)

  • Technical training plans can include, but are not limited to:

    • GCU foundational haircut courses

    • GCU live virtual events

    • In-person RLO Education Specialist training 

  • Communicate the development plan to the stylist and schedule their technical training

In-Person Foundational Haircut Training

• • The Operations Manager will include the GM and Education Specialists in the training plan meetings as well as any follow-up communication on the plan

  • Education Specialists will schedule weekly training for their assigned regions

  • Education Specialists will continue training plans based on the performance at the in-person training session

  • If GCU live virtual classes are recommended the Education Specialists will work with the salon manager and/or coach to ensure the stylist is registered and scheduled to attend

RLO INC Termination Process

• For both Voluntary and Involuntary terminations, Managers are to use the NOTICE OF SEPARATION (Google Form) so the payroll manager may quickly process any final deductions.

Voluntary Terminations

• Managers should request a notice of resignation from the employee stating the reason and date of the resignation. The notice of resignation should be sent to the Human Resource Manager, Lisa Storm.  This notice can be completed by the employee by either email, text, or written letter.  The notice of resignation should include:

  • The first and last name of the employee 

  • The date the resignation was submitted 

  • The last date the employee will be working 

  • The reason for the resignation

Involuntary Terminations

• When an employee is involuntarily terminated the manager will fill out a feedback documentation form that will be reviewed with the terminated employee, the manager, and a witness.  This form will state the reason for the termination, and the date of the termination and must be signed by the manager and the witness. The employee should be asked to sign the document. This feedback form should be sent to the Human Resource Manager, Lisa Storm.

Termination Process

• General managers will notify the operations administrator and the accounting manager of the request to obtain a Barbering license at their salon location.

  • A minimum of one week’s notice will be given.

  • Barbers will not be permitted to perform services in the salon until the license is approved.

  • The employee must have their current barber license with them at all times.

• A state board inspector will perform a routine inspection after being notified of a salon’s approval to obtain a barber license. 

R.L.O. Inc., Scheduling Process

• The operations administrator will set all inputs for peak weeks (for example: BTS, Holidays, etc.) 

• Schedules will be created based on the scheduler's recommended shifts, and ready for the operations administrator and general managers to review on Mondays, 12 days before the start of the schedule. 

• General managers will check their salon's schedules for Fairness, salon-specific concerns, unscheduled recommended floor hours, floor hours scheduled outside of recommendations, and receptionist hours. 

• General managers will approve or provide feedback to salon managers no later than Wednesdays, 9 days before the start of that schedule

• Schedules will be posted for all salon employees no later than Wednesdays, 9 days before the start of that schedule.

• Managers and general managers will be held accountable for the scheduling results: Waits and Payroll.

• GMs will follow up with managers to ensure that posted schedules reflect feedback given, and schedules are posted on time. 

Each salon is eligible for up to five free haircut certificates to use for donations each year.

1. The Salon Manager emails the Marketing Manager the following information one month before the event:

   1. Date of event

   2. Event organizer name

   3. Event organizer's email and/or phone number

   4. Beneficiary of the event

   5. Include a flyer if available

2. Marketing Manager mails free haircut certificates to salons & tracks requests on the Donation spreadsheet.

3. Salon Manager advises the event organizer when the free haircut certificate is available for pickup at the salon.

When evaluating donation requests, the salon manager should consider the following criteria:

• Is anyone on your staff connected to the cause or affiliated with the group? (ie, stylist’s daughter’s dance team or receptionist’s father’s benefit)

• Could this event theme be controversial? (political? religious?)

• Do expected event attendees look like Great Clips customers?  (Is it likely attendees will visit Great Clips?)

• How much visibility will Great Clips receive as a result of donating to this event? (expected attendance? Will people see/hear Great Clips if I contribute to this event? Will our logo be on a website? Flyer? email?)

Discontinued Product Process

• Salon Innovations releases a "Statement of Changes" twice a year. 

• When those changed include discontinued products, place the discontinued product on the "50% Shelf" and communicate this with staff. 

• After 6 months we must remove the product from our shelves. The product is then subject to becoming obsolete and will not scan at all.

Mascots will only be reimbursed if used during a grand opening or Great Haircut Sale as approved by the Marketing Manager.

1. Salon manager sends the following information to accounting@rloinc.net and their GM, within 3 days of the mascot volunteering their time for a gift.  (In the event of grand openings, just one email/week.  For GHS, send just one email/GHS event.)

   1. Name of Mascot/human directional or Group name

   2. Dates & hours worked

   3. Valid email address of individual or group contact

   4. Phone number of individual or group contact

   5. Mailing address (groups only;  individuals will be paid via email)

   6. Tax ID number (groups only)

2. Accounting will pay mascot/human directional or group directly within two weeks of receiving notice from the Salon Manager.

Specifications for Mascot/Human Directional

1. Individual

   1. Will by paid via Amazon gift cards

   2. Rate is $15/hour (ie:  $30 Amazon gift card will be sent to mascot who works 2 hours on Saturday)

   3. While there isn’t a minimum age requirement, please ensure the individual is mature enough to wave signs safely without putting themselves at risk of being injured.

   4. For younger teens, it is recommended at least two individuals work at the same time for safety.  Please communicate kids should come inside the salon if they have any safety concerns.

   5. A maximum of two individuals should be waving signs at any given time.

2. Groups (fundraising opportunity)

   1. Must work minimum of 3 hours in one day

   2. Group must consist of minimum of 4 people

   3. An adult must be present if any group member is under 18 years of age. 

   4. Groups will be given a donation of $100/day.  Check will only be written to the name of the group, not individuals.

3. RLO Staff

   1. RLO employees who serve as mascots will clock in under Admin.

   2. Provided they are not actively cutting hair, RLO staff are the preferred source of human directionals.  Receptionists and/or student interns recommended.

4. Under no circumstances will anyone be paid via a paid out from the salon drawer.

Mascot Scheduling

• Schedule mascots a minimum of one hour after the salon opens and end a minimum of one hour before the salon closes.  (If salon hours are 9a-6p, a mascot won’t be paid from 9-10am or 5-6pm.)

• Maximum shift is 4 hours.  No individual should work more than 4 hours waving signs.

• Prioritize weekends - schedule mascots on Saturday & Sunday prior to scheduling any weekdays.  

• Weekday mascots should be scheduled a maximum of three hours/day.  3-6pm is recommended.

• Contact your education specialist in your market for more information regarding internships. ES may also reach out to the manager/GM if an intern contacts us first. The manager/GM and ES will work together to make a Great Experience for the Intern

• ES and/or salon manager will Interview the Intern to make sure Great Clips is the place they wish to intern

• Students can Intern under anyone with 5+ years of experience as long as each stylist Is listed on the agreement/enrollment form.

• Show the interns around the salon and let them know what the daily tasks include. Make sure the Intern has all the Paperwork from the State Board/School that was provided to them

• Interns are responsible for their paperwork. Managers may put intern hours on their schedule for future reference if needed. The manager will need to sign an hour log from the intern paperwork to verify hours. It is the responsibility of the Intern to have this paperwork signed

• Day 1- Have the Intern fill out the  Intern onboarding Form on the team iPad and submit the form.

• After the Internship is over,  on the last week, have the intern fill out the Intern Exit Form on the team iPad.

For more detailed information on having an intern and what they can expect, contact your Education Specialist for more information.

• At closing, if the drawer is over or short by $10 or more, 

• At the beginning of each shift the manager will review the prior day’s closing sheet. If the drawer was short the manager will review the following:

  • Make sure there are not any amounts listed incorrectly in the computer count.

  • Was the opening drawer count off for that day?

  • Look under/behind the drawer for lost bills.

  • Were any credit card transactions put through as cash?

  • Were there any credit card issues for the day?

  • Were Paid Ins/Outs recorded correctly?

  • Does the deposit amount on the closing sheet match what was taken to the bank?

• If an error is found the manager will email their general manager and the accounting manager.

• If a shortage of money can not be found the manager will notify the general manager.

  • The general manager will contact the accounting manager to determine if the error was at the bank. 

  • The general manager will review the following reports to assist the manager in locating missing money

    • Journal 

    • Cash drawer count for opening/closing

    • Exceptions report

  • Any drawer shortages that cannot be explained will be tracked to determine if there is an ongoing issue. Tracking to include:

    • Employees scheduled on days there are drawer shortages to look for trends

    • Amount short and the date

• General managers will pull a week-to-date report each day to verify the manager is aware of and looking into any drawer shortages.

• The GM should communicate to the Accounting Manager (accounting@rloinc.net) within 24 hours the reason for the over/short so they can note it for the financial records and make the appropriate adjustments, if necessary. 

• The Accounting Manager will track drawer and bank issues to communicate back to the GM every month.

• Manager

  • Weekly

    • Pull the Salon Performance Detail Report

    • Review the amount of neck, beard, and bang trims.

    • If any employee stands out, meaning they have serviced more "other services" than the other employees, you will need to digf in.

    • Review service times and credit tips to determine if the "other services" were valid. (Call your GM or Operations Manager, Tabbi, if you need help.)

  • Monthly

    • Select 5 sets of daily tickets for each employee. Note that the GM will audit the salon manager

    • Go through each ticket and verify coupon is attached if a discount was applied.

    • If there are coupons missing meet with the employee to review the coupon process.

• Home Office

  • On a monthly basis the Operations Manager will perform a detailed audit on employees who have higher than the company average:

    • Neck, beard, or bang trims

    • Service discount percent

    • Retail discount percent

    • Free haircuts (Courtesy, wigs for kids, and clips of kindness)

  • The Operations Manager may pull the camera feed to determine if foul play is involved.

  • The Operations Manager will share findings with the general manager and determine if customers need to be called for verification.