Summer is a prime time for vacations but if taking a break as a spa owner feels nearly impossible, it might be time to summer-proof your spa. Read on to see how with the right systems in place, it’s entirely achievable and necessary for your long-term success.
Summer is a busy season for spas, but it can also be a time to recharge. Taking a break sets a positive example for your team, supports long-term mental well-being, and reinforces the value of trust and delegation in running a successful spa. However, for consistent business success, smart preparation is essential. By training the right team members, planning ahead, and putting solid processes in place, spa owners can enjoy a well-earned break without constantly checking their phones. Here are 7 key steps to summer-proof your spa so operations run smoothly while you’re away.
1. Appoint and Train a Temporary Manager
One of the most important steps you can take as a spa owner is identifying a trusted team member to act as your interim manager. This person should be confident, organized, and already familiar with the spa’s operations. Ideally, this is a senior therapist or front desk coordinator who has shown leadership potential.
About a month before your planned time off, begin delegating tasks and providing one-on-one training to really summer-proof your spa. This may include handling client complaints, managing staff schedules, placing inventory orders, and addressing emergencies. Empowering someone with the right tools and authority reduces the risk of disruption. To support your interim manager, provide a quick-reference guide with vendor contacts, spa software logins, and policies for common scenarios.
2. Set Clear Expectations with Your Team
Before taking a break, it’s crucial to meet with the full team and communicate exactly what to expect. During this meeting, outline who is in charge, how decisions should be made in your absence, and what protocols should be followed. Giving staff a clear roadmap increases their confidence and accountability, making it more likely your spa will continue running at its usual high standards. Reinforce service standards, scheduling policies, and procedures for unexpected issues to truly summer-proof your spa.
3. Notify Clients in Advance
Proactive communication with clients prevents confusion and builds trust. Notify customers well ahead of time—at least two to three weeks in advance—via email, text reminders, and clear in-spa signage at the front desk or in your window. If you are also a therapist, be sure to offer extra appointment slots before taking your break to accommodate regular clients.
Clients appreciate transparency, and clear communication helps preserve loyalty. For this reason, make sure to update voicemail messages, online booking notices, and social media profiles to reflect any changes in availability or leadership during the time off.
4. Stock Up on Supplies and Backbar Essentials
Inventory management is another key area that you must address before taking a break. A thorough check of cleansers, moisturizers, wax, wax strips, gloves, and other backbar essentials should be completed at least one week prior to your vacation. Place larger-than-normal orders to ensure your spa is fully stocked.
Retail shelves should also be evaluated and replenished as needed to prevent missed sales and keep your spa looking polished and professional. This simple step will prevent emergency calls about supply shortages while you’re trying to enjoy some well-deserved downtime.
5. Prepare for Common Issues
Even with the best planning, things can go wrong. That’s why it’s helpful to write down a few potential problems and provide clear instructions for handling them. For example:
🧴 Unhappy client: What is the compensation policy?
🧴 Power outage: Who do staff contact for tech support?
🧴 Team conflict or last-minute cancellation: What’s the chain of command?
Having protocols in place creates consistency and keeps minor issues from escalating in your absence.
Taking a break sets a positive example for your team, supports long-term mental well-being, and reinforces the value of trust and delegation in running a successful spa.
6. Leverage Spa Software and Tech Tools
Reliable spa management software like DaySmart Spa can help owners stay lightly connected without being involved in daily operations. Most platforms allow for daily sales summaries, appointment tracking, and internal communication tools. Set these to run automatically for simple oversight.
It’s also a good idea to create boundaries around communication. Establish a single check-in time per day (or, even better, every other day) for your interim manager to send updates or ask questions, so you aren’t fielding messages at all hours.
7. Plan for a Smooth Return
Lastly, planning your return is just as important as preparing to leave. Block off a few hours on the first day back to catch up before resuming a full client schedule. Have your interim manager keep a running list of updates or issues to review. This ensures the transition back is calm and informed, not chaotic.
It’s time to start planning your summer break. Grab your free guide to Prepping Your Spa for Summer now!
