Employee Timekeeping & Scheduling for Day Spas

Employee Timekeeping & Scheduling for Day Spas

Case Study: Day Spa

An upscale day spa doesn’t just sell hot stone massages and body wraps, they sell an experience—an escape from the demands of everyday life. Spa personnel need to be extremely attentive to their clients’ needs to create the perfect spa experience. To maintain a peaceful setting, there must be order and organization behind the scenes. When a massage patron waits a half hour for a late therapist who was confused about the schedule, the appointment starts out on the wrong foot and may never get back on track.

Scheduling Confusion Detracted From the Atmosphere

Our example day spa/salon was afraid that it would start losing patrons because staff scheduling chaos and just-under-the-surface employee job frustration detracted from what was supposed to be a relaxing, nurturing environment.

The scheduling system was about as obsolete as you can get, but surprisingly, not at all uncommon in the industry. The manager created a schedule on a dry erase board weekly. When visitors cancelled or rescheduled, or an employee got sick, she erased and re-adjusted. She would try to text the staff whose shifts were altered, but sometimes she got distracted and forgot—and even when she remembered, they often didn’t get the texts in time. (The twenty-five staff members had to keep their phones turned off and in their lockers while working, as the guest rooms were cellphone-free zones.)

The manager and the owner concluded that they desperately needed an advanced scheduling solution to tame the chaos and restore an atmosphere that would let employees cater to their patrons. The owner gave the manager a budget and directed her to research and select the one she thought was best for their organization.

A Quest for the Ideal Spa Employee Scheduling System

Determined to complete thorough due diligence with this important organizational process upgrade, the manager carefully compared tools of the leading systems and saw many demos. After painstaking investigation, she settled on WorkforceHUB, which also turned out to be the most affordable.

Solution — WorkforceHUB


      1. TimeSimplicity for expedited day spa employee scheduling and mobile coordination.
      2. TimeWorksPlus for integrated time and attendance tracking.


Scheduling Nirvana

TimeSimplicity’s drag-and-drop scheduling allowed the manager to build schedules in just a few minutes and make changes in just a few seconds. The system handles part time and contract workers just as handily as full time team members. She doesn’t need to remember to text personnel whose shifts are changed because the system sends messages automatically. That feature alone is a real game-changer and has dramatically improved the atmosphere.

Job Satisfaction Restored

The system is cloud-based, so all staff can check the schedule anytime from a mobile device. Job codes ensure that the staff members with the required certifications are scheduled appropriately. Everyone values the time card self-management tools that enable associates to check time cards and access HR information without having to go through the manager. Lastly, the system works seamlessly with their payroll service.

Payroll Partners proudly offers the ultimate tool for streamlined spa/salon employee scheduling. If you own a spa or salon, we invite you to schedule a demo of WorkforceHUB.


Payroll Partners offers WorkforceHUB, the unified Human Resources portal that makes it easy to optimize the performance of your supervisors, employees, and organization.

WorkforceHUB includes TimeWorksPlus, TimeSimplicity, and TimeWorks Mobile. We’ve just added onboarding, benefits enrollment, performance reviews, and employee engagement! WorkforceHUB is designed for busy employers like you who need to streamline scheduling, automate time and attendance tracking, maintain regulatory compliance, and lessen labor costs.

How much can you save? Check our Payroll Partners ROI Calculator.

We can get you up and running with Workforce Management Suite in minutes. Contact us today to book a demo.