INTRODUCTION

So you’re ready to grow. You’ve been fully booked for months, maybe even turning away clients. You’re starting to think, “It’s time to hire help." But before you post that “Now Hiring” story on Instagram, there’s one major step you can’t skip: building your systems.

Hiring without systems is like trying to build a house without a foundation. You’ll waste time, lose money, and spend your energy putting out fires instead of growing your business.

Let’s break down the 3 essential systems every esthetician should have in place before they bring on their first team member — whether it’s a front desk assistant, apprentice, or another esthetician.

Sign up using any of our affiliate links within this blog to claim your free copy of 'The Social and Solo Esthetician's Guide to Mastering Your Business Growth'.

1. The Client Management System

Your new hire can’t read your mind — they need a system that makes it clear how you serve your clients from start to finish.

Start by documenting:

• How clients book (HoneyBook, GlossGenius, or Vagaro).

• Your consultation process (forms, photos, and notes).

• How rebooking and follow-ups are handled.

• Any loyalty or referral systems.

Pro Tip: Use HoneyBook to create automated workflows that send reminders, intake forms, and thank-you messages. You can save hours each week and create a seamless client experience your new team member can easily follow. Explore HoneyBook for Estheticians (Get 30% Off)

2. The Operations & Policy System

Before you hire, your business needs boundaries; written, clear, and easy to reference.

This system includes:

• Salon Policies: Cancellations, late arrivals, uniform, code of conduct.

• Standard Operating Procedures (SOPs): Step-by-step guides for cleaning, setup, and closing.

• Team Communication System: How and where you communicate (Slack, Asana, or Google Workspace).

Why it matters: These systems prevent misunderstandings and keep your business running smoothly when you’re not in the treatment room.

Resource: SOPs and Protocols in the Medspa Business (YouTube)

3. The Money System

If your finances aren’t clear, adding payroll will create chaos. Before you hire, your money needs to be organized and tracked.

Your money system should include:

• Budget + Forecasting: Know exactly what you can afford in payroll and supplies.

• Bookkeeping Software: QuickBooks, Wave, or HoneyBook financial tools.

• Payroll Setup: Gusto or Square Payroll for easy automation.

Bonus Tip: Start saving for your new hire at least two months in advance. Aim for one full pay period in reserve before their first day.

Read: Common Mistakes New Spa Owners Make (And How to Avoid Them)

FINAL THOUGHTS

Hiring is one of the most exciting steps in your solo esthetician journey but success starts with structure. When you have your client, operations, and money systems ready, you won’t just hire help, you’ll hire with confidence.

Want a done-for-you way to organize your business systems before you hire? Learn more about the Build Your 7-Figure Team program and learn the exact systems, policies, and templates that scaled estheticians from solo to CEO.

Our Top 5 Resources for Solo Estheticians

Sign up using any of our affiliate links within this blog to claim your free copy of 'The Social and Solo Esthetician's Guide to Mastering Your Business Growth'.

ASCP Esthetic Insurance: Enjoy comprehensive general, professional, and product coverage no matter where you work, featuring the highest dollar amount of coverage available in the industry.

Take advantage of our exclusive link to receive a discount on your annual insurance plan and save $20.

Gloss Genius: Take control of your business. Use our exclusive link and try it for free for 14 days, no credit card required.

Beauty Biz Pro by Jake Randolph: Discover how to dominate your local search results and attract dream clients with this FREE step-by-step guide tailored for beauty professionals, How to Rank your Beauty Business #1 on Google.

Corpoderm Health & Beauty: Introducing the new DP Skin Essentials! This subscription-based, 100% digital skin analysis tool is here to elevate your skincare game! With a simple software download for your laptop and a user-friendly phone app, you can upload pictures and analyze up to 8 key criteria for your clients’ skin health. Pre-order yours today and mention The Solo Esthetician to access unbeatable savings!

Procell Therapies with Carole DeZarn: The fastest growing system on the market. With less than 9000 devices worldwide, you can be one of the first to offer it in your area. All made in the USA with a lifetime warranty. Procell Therapies has the HIGHEST Return on Investment in our industry. Sign-up today!

More Resources for Solo Estheticians

Explore our curated resources designed specifically for solo estheticians to enhance your business and streamline your operations. These tools provide essential support in marketing, branding, inventory management, and customer engagement, helping you to thrive in your solo practice. Utilizing these resources can help you focus on what you do best—providing exceptional services to your clients—while handling the business side with ease.

Buff Browz: Founded in 2020 Buff Browz was originally created for SPMU pre-drawing. Since then it has developed into a global brand recognised by Semi Permanent Make Up Artists and Brow Maintenance artists alike. Each and every one of our products are hand selected, tried and tested to give you guys the best results.

Use our exclusive affiliate link to save $15 on your next purchase plus a free copy of our ebook, The Solo Esthetician's Guide to Mastering Your Business Growth.

Planoly: Want to make your social media scheduling a breeze? Solo estys, if you’re tired of juggling posts and want to stay consistent without the stress, check out Planoly—my go-to tool for planning, scheduling, and auto-posting content on Instagram, Facebook, TikTok, and Pinterest. Trust me, this is a game-changer for staying visible online and saving time in your solo business!

Bosses in Beauty - 7 Figure Team: Ready to scale your beauty business? This program teaches you proven hiring strategies, systems, and policies so you can grow your team, increase revenue, and work less. Learn from Raya—who scaled her business to 7 figures—and join a community of beauty bosses on the same journey.

Jane: Jane is a practice management software and EMR that helps health and wellness practitioners book, document, schedule, bill, and get paid. On our mission to help the helpers, we want to support practitioners with administrative tasks so they can focus on providing great care.

Our software is thoughtfully designed and easy to use for busy practitioners, patients, and admin staff. And when you use Jane, you’re never alone. Our Support Team is always available to help you succeed, no matter how long you’ve used Jane, for no extra cost.

Today, Jane is used by over 200,000 practitioners worldwide.

Use our exclusive affiliate link to receive a free copy of our ebook, The Solo Esthetician's Guide to Mastering Your Business Growth.

Keap: Industry-leading marketing automation software that helps you manage your client relationships with ease. Keap allows you to automate your marketing campaigns, track leads, and keep your appointments organized—all in one platform.

Later: A powerful Social Media & Influencer Marketing platform that enables you to plan and schedule your posts effortlessly. With Later, you can visually organize your content, analyze performance, and engage with your audience, making social media marketing a breeze.

inFlow: Simplify your inventory management with inFlow, a user-friendly tool that helps you track stock levels, manage orders, and streamline your operations. This software ensures you never run out of essential products, allowing you to focus on delivering excellent services to your clients.

Looka: Use Looka's AI-powered platform to design a logo and brand you love, even if you don’t have design skills. With a few clicks, you can create a professional brand identity that reflects your unique style and attracts clients.

NiceJob: Automate your review generation, referrals, and social media content with NiceJob. This tool helps you build a strong online reputation by collecting testimonials from satisfied clients and sharing them effortlessly across various platforms.

Brand24: Gain AI-powered access to mentions across social media, news, blogs, and more with Brand24. This tool provides valuable insights into your brand's online presence, helping you monitor conversations and engage with your audience effectively.

Discover more Esthetic resources inside our Resource Directory

At the Solo Esthetician,

We understand the importance of having the right tools and resources. If you’re not yet a member of our group, we urge you to join our Facebook community of over 90,000 esthetics professionals worldwide to connect, learn, and grow together. Together, let's elevate the esthetics industry and thrive in our passion for beauty and wellness.

All the Best,

KimBella

Founder, The Solo Esthetician