TRIBE HANDBOOK INTRO
INTRODUCTION
KEEP IN MIND
SUBJECT MATTER
Professional Appearance
It is important for our team to be able to express their personalities and styles.
However, with this freedom comes a sense of responsibility & requires good judgement skills. Being casual, but fashionable, yet business professional – In this dynamic industry the lines get easily blurred. We have some guidelines to help with this.
Continued Education
How can we be experts in our field, with out the proper training?
We promote continual education and up-trainings, which is provided in house or through 3rd party vendors. Emma Justine is proud to cover most expenses associated with continual education. It’s just another way we show our commitment to our tribe.
Community Involvement
We are passionate about giving back to the communities in which we live, work and play. Our commitment to beautify the world arounds us, starts in the Salon, but carries into our community. Emma Justine Salon is privileged to make monthly financial contributions towards disaster relief work. Simply put, being a part of our Tribe means that you are part of something much bigger.
Compensation
We are committed to ensuring that our compensation is competitive and provides proper incentives. With heavy emphasis on pay for performance, our compensation and salon platform drives a high-performing, guest-oriented culture with reward levels that reflect the Salon, Team and Individual Performance.
Open Door Communication
We believe in open and direct communication with employees. We believe each employee’s skills and abilities are enhanced by good working relationships, which, in turn, contribute to the foundation of a strong and healthy Salon.
Conflicts of Interest
You are part of a tribe. Emma Justine Salon employees must avoid situations that might interfere – or appear to interfere with the success of the Salon and guest experience.
Vacation & Time Off Requests
We recognize the importance of uninterrupted periods of rest and relaxation. But bills do not take time off. We want you to have peace of mind while you are relaxing with paid time off. Upon completion of year one of employment, eligible* employees receive time off with pay in the form of vacation.
Workplace & General Expectations
Positive Vibes Only! We work with integrity and promote teamwork: We only succeed as a team. We upbuild & We Encourage. We strive to earn the respect of your Team and the trust of our guests: Not only that, but we value and respect everyone that we come in contact with on a day-to-day basis.
Employee & Family Discount
Becoming a part of the Emma Justine Team means becoming family. Therefore, your family* becomes our family. Family members may receive a family discount. See guidelines for more details.
TRIBE HANDBOOK IN FULL SCOPE
About Our Salon
Emma Justine Salon is Louisville’s local, one of a kind Salon. At the core of our mission is to provide the highest quality service with clearly superior guest experience. Our commitment to serving guests and exceeding their expectations is the bedrock of the Emma Justine’s business strategy, and it’s the philosophy that guides our tribe. Emma Justine Tribe participates in our local community and charities! And when guests visit our Salon, they inevitably become a part of something bigger, a part of a our tribe and they become our family. We invite all to join our mission in beautifying the world around us!
Our Mission
Our missions is to to maintain a one-of a kind salon experience, led by a team with exceptional talent. Located in the heart of Middletown, Emma Justine Salon’s goal is Louisville’s Top Destination for Color & Extensions. Emma Justine Salon strives to be an upscale and professional salon, and at the same time, maintain a friendly and relaxed environment for all of our guests. Our Motto is simple – To make every guests Feel Bold. Feel Beautiful. Feel Confident.
Our Services
Simply Superior. When possible, we use natural/organic products and services that deliver a one of a kind experience. Focusing on complex coloring services and extensions, without compromising the health of the hair – that’s our focus. Emma Justine Salon has invested a considerable amount of resources and time in renovating the Middletown historic property, for it to be eco-friendly by build, and beautiful by design. By balancing these core initiatives, the mission is always to provide an unmatched employee, guest and community experience.
Our Commitment to Guests
We take our role as Louisville’s exclusive salon seriously, which is why enhancing the guest experience is a fundamental philosophy that guides investment decisions and the daily work of all salon employees. The Salon’s employees are expected to uphold the goal of making ongoing enhancements to better serve our guests. This philosophy starts with our Leadership team and permeates throughout our Salon. It’s through our continued actions that we give meaning to Emma Justine’s focus on enhancing the guest experience.
Our Salon Values
- Be an expert in your field, pursue growth and learning: Continuously evolve our skills and talents. Promote environmentally and physically healthy choices: During the re-construction of the Salon, we incorporated recycled materials within the design and made efforts to make the salon energy and water efficient.
- Create a lounge type atmosphere that exhibits a relaxed, comfortable, yet professional environment: Everyone is family.
- Work with integrity and promote teamwork: We only succeed as a team.
- Earn the respect of your Team and the trust of our guests: We value and respect everyone that we come in contact with on a day-to-day basis.
INTRODUCTORY PERIOD
All new tribe members are required to complete an initial introductory period of 30 days during which time they must demonstrate their ability to achieve at least a satisfactory performance level. Emma Justine Salon uses this period to preliminarily evaluate employees’ abilities, work habits, and overall performance. In addition, the 30 day introductory period allows the new employee to also evaluate the salon and if Emma Justine salon is a good fit for their career. Upon completion of the introductory period, the employee is required to sign the Employment Agreement. This is a condition of employment.
OUR COMMUNITY INVOLVEMENT
Emma Justine Salon employees are passionate about giving back to the communities in which we live, work and play. Our commitment to beautify the world arounds us, starts in the Salon, but carries into our community. When possible, all employees are encouraged to play an active role in providing assistance to our local communities when the time calls for it. We humbly realize that none of the salon achievements would be possible without our loyal guests.
In addition, with the help of our loyal guests, the salon makes monthly financial contributions towards disaster relief work, as well as other charitable contributions.
OPEN DOOR COMMUNICATION
GENERAL EXPECTATIONS
General Expectations for Social Media Posting
EMPLOYEE PHOTO/VIDEO CONSENT
Emma Justine Salon and it’s subsidiaries and affiliated companies (Emma Justine Color & Extension Lounge and Meant Beauty Co.) uses photographs or videos of its employees in connection with employment at the company.
Emma Justine Salon and it’s subsidiaries and affiliated companies (Emma Justine Color & Extension Lounge and Meant Beauty Co.) uses these images or likeness in a photograph, video, or other electronic means, for advertising and promotional purposes such as but not limited to website, social media accounts, publicity, copyright purposes, education and training purposes, illustrations, marketing, and advertisement. Emma Justine Salon and it’s subsidiaries and affiliated companies (Emma Justine Color & Extension Lounge and Meant Beauty Co.) No payment or compensation shall become payable to employee by reason of such use.
Upon separating from the Salon, the employee waives and relinquish all rights, if any, that they might have in any photographs, motion picture footage or audio recordings produced by employee or employer, or containing employees image or voice in connection with their employment with the company.
PUBLIC COMMUNICATIONS
External Communication Guidelines (including Social Media & Other Forms of Electronic Communication)
The Salon expects that its employees will act responsibly and exercise good judgment and the highest degree of professionalism and confidentiality, as outlined below, when communicating any information that concerns or identifies the Salon or any of its products, services or employees. All Salon’s employees are required to maintain the confidentiality of Salon’s trade secrets and private or confidential information. Do not post or discuss internal reports, policies, procedures or other internal business-related confidential communications. Accordingly, all communications concerning the Salon, regardless of the method or media and whether it occurs during or after working hours, are subject to the guidelines.
CONFLICTS OF INTEREST
OUTSIDE EMPLOYMENT
COMPENSATION
Emma Justine Salon is committed to ensuring that our compensation is competitive and provides proper incentives. With a heavy emphasis on pay for performance, our compensation and salon platform drive a high-performing, guest-oriented culture with reward levels that reflect the Salon, Team, and Individual Performance.
- Commission Sliding Scale:
- 35% Commission: For total bi-weekly service sales between $0.01 and $4092.99
- 37% Commission: For total bi-weekly service sales between $4093.00 and $5500.99
- 39% Commission: For total bi-weekly service sales between $5501.00 and $7393.99
- 41% Commission: For total bi-weekly service sales between $7394.00 and $9936.99
- 43% Commission: For total bi-weekly service sales between $9937.00 and $11518.99
- 45% Commission: For total bi-weekly service sales above $11519.00
Note: The commission sliding scale is based on the employee maintaining at least a 10% Retail to Service Average within the pay period. If the 10% Retail to Service Average is not maintained, the commission employee will remain at the 35% commission rate regardless of the total service sales.
- Retail Commission:
- Employees earn a 10% commission on retail sales, incentivizing the promotion of our products.
- Minimum Starting Wage:
- The minimum starting wage at Emma Justine Salon is $17.00 per hour. For commission-based employees, if their commission earnings drop below this wage, their pay will be adjusted to ensure they receive at least $17.00 per hour for the total hours worked during that pay period.
This tiered approach ensures that your earnings increase with higher sales, reflecting both your individual efforts and your contribution to the salon’s success.
Salon House Budget Allocation Policy – Effective December 1, 2023, Emma Justine Salon implemented a 5% service price increase alongside a 5% house fee. This adjustment was designed to support the salon’s operational and marketing needs without affecting stylist commission pay.
The purpose of the house fee is to:
-
Fund strategic marketing efforts to attract new clients
-
Support salon operations and facility upkeep
-
Provide resources for team growth and education opportunities
Commission remains stable, and the house fee is deducted from total service sales prior to commission calculation. The policy will be reviewed periodically to ensure alignment with salon goals and team sustainability.
For complete details please see Commission Reference Sheet and Salon House Allocation Policy for more details.
Client Refund, Adjustment & Non-Payment Policy –
Summary
Emma Justine Salon handles all refund, adjustment, and
non-payment situations on a case-by-case basis, with fairness and
professionalism.
We always strive to provide an exceptional guest experience
and stand behind the quality of our services. While we aim for complete
satisfaction, there may be rare instances where a refund, service adjustment,
or client walkout occurs.
- Refunds
must be approved by management and will not affect a stylist’s commission
tier placement. However, the refunded amount will be deducted from the
stylist’s next pay cycle.
- Stylists
will still be compensated at $17/hour for time worked on any refunded or
unpaid appointment.
- Only
management may approve or process refunds or redos.
- In the
event of a client walkout, the salon will make reasonable efforts to
collect payment. If recovery is unsuccessful, the stylist will still be
paid hourly, and the salon will absorb the loss.
For full details, please refer to the Client Refund,
Adjustment & Non-Payment Policy.
Vacation/Paid Time Off
Upon completion of year one of employment, eligible* employees receive time off with pay in the form of vacation. Emma Justine Salon recognizes the importance of uninterrupted periods of rest and relaxation. Please see Vacation Time and Time Off Request Section of the handbook for additional details.
Work Week & Pay Dates
For Payroll purposes, the work week begins on Monday at 12:00 a.m. and ends on Sunday at 11:59 p.m. Unless otherwise notified, employees are paid biweekly, or every two weeks, on Friday (generally 26 pay periods per year). Employees are paid one week in arrears, meaning that a paycheck received on a Friday will cover hours worked through the preceding Friday.
It’s important to verify the accuracy of every paycheck, If there are any discrepancies you must report it within 7 calendar days.
VACATION TIME & TIME OFF REQUESTS
CONTINUAL EDUCATION
Emma Justine Salon promotes continual education and up-trainings, which is provided in house or through 3rd party vendors. At the discretion of Management, an approval can be given to cover the expenses up-front via direct payment from the Emma Justine Salon to the entity providing the education.
All regular, full-time active employees are eligible to participate in Continual Education under this Policy, as long as they are in good standing and if applicable to their position. For purposes of this Policy, an employee is in “good standing” if the employee is meeting performance expectations. An employee’s status must be active in order to be eligible to participate in the program.
*For more details please see the Continued Education & Uptraining Policy.
EMPLOYEE, FREINDS & FAMILY DISCOUNTS
Salon Services and Retail Products for All Employees
- Employees can purchase retail items at “delivered cost” (45% off retail price). Note: Hot tools are often purchased during a promotional period; therefore the true “at cost” price may vary and must be checked with management for proper at cost pricing.
- Employees can enjoy complementary salon services after their introductory period. *Exclusions and limitations may apply; see management for details.
- Employees must schedule their services during times that do not interfere with guest needs, as guests take priority.
- When team members are receiving or providing services, they must clock out. The only exception is when the team member performing the service is doing so as part of their training; in this case, the trainee stays clocked in while the employee receiving the service clocks out.
- Hair extension services, including the extension hair itself, are provided completely complimentary once a year. If new extension hair is requested before the one-year mark, the employee can purchase the hair out of pocket at the salon’s *delivered cost.
- If an employee leaves within 6 months of receiving extension services, they must reimburse the salon for the cost of the service/extensions.
Salon Services & Retail Products for Friends & Family
- Family and friends receive a 20% discount on all retail products.
Service Providers Only Benefits (Stylists/Estheticians)
- Service up to five (5) friends or family members at a discount, with names provided at the start of each calendar year. Changes to these names can only be made at the start of the year.
Discount Options:
- 80% off total services (cut/style is free):
- Appointments cannot be reserved in advance and must be outside scheduled hours or same-day if available.
- Employees must clock out during these appointments.
- These totals do not count towards commission.
- Extension services are offered at a 20% discount.
- 20% off total services:
- Appointments can be reserved in advance.
- Employees may stay clocked in.
- For commission employees, these totals count towards commission.
- Extension services are offered at a 20% discount.
Administrators/Receptionists/Front Desk Coordinators:
Family members may receive a 20% discount with service providers that are currently building their book*. Family members wanting to book an appointment with all other providers must pay full price.
Services Associated with Training and Mentorship Programs
- Type of services booked with Assistant Stylists should be evaluated prior to booking by the mentor.
- Model pricing for training related services, including extensions will be evaluated on a need by basis. Speak to management for any clarification.
ADDTIONAL GENERAL EXPECTATIONS & POLICIES
Information You Provide
Employees are responsible for keeping their information up-to-date in all Salon systems as changes occur.
Salon Assets
Employees are expected to use and handle the Salon’s physical and intellectual assets in a responsible and safe manner.
All of the Salon’s real and personal property and resources, including without limitation workspaces, communications, telephones, voicemail boxes, mobile communications devices monitored, reviewed, or recorded at any time subject to applicable law. Employees have no expectation of privacy in any of Salon’s real and personal property and resources, except as provided by law.
Intellectual Resources | Proprietary & Confidential Information
Emma Justine Salon considers intellectual resources to be a vital part of our business.
Unless specifically authorized, you may not transmit, post or disseminate proprietary or confidential information, trade secrets, communications, or other potentially confidential information. Dissemination of confidential information is taken seriously and handled with urgency by the management team.
Business and Customer Information
The Salon possess valuable confidential information which could be harmful if disclosed to outside third parties including competitors. The Salon takes steps to ensure that this information is not publicly disclosed.
Employees are expected to keep any and all non-public Salon information confidential; including customer, financial, and intellectual property. This also includes confidential employee information.
Disclosure of any of the above information should be limited to those within the Salon who have a need to know and should not be disclosed outside the Salon without authorization from Salon Manager. Because these limitations on disclosure apply even after employment with the Salon ends, upon separation from employment for any reason, employees must return any material containing any Internal or Sensitive information, including customer database and must refrain from disclosing any such information, in any form or manner, to anyone outside of the Emma Justine Salon. The Salon customer information/database is considered the property of the Salon.
Other Salon Information
It is Emma Justine Salon policy to use only ethical and legal means to gather competitive information. To effectively serve our customers, general business information about our industry is important to our business, and we may utilize publicly available competitive information, such as in publications, Internet sources, presentations, and public meetings, as well as information from analyzing competitors’ products or services where available in the open market. However, Emma Justine Salon employees should not induce or persuade others to disclose proprietary information of or from competitors, vendors, contractors, or other business entities.
Similarly, information provided to Emma Justine Salon by other companies, such as suppliers, contractors, vendors, or joint venture partners on a confidential basis, must be protected. In addition, employees upon hire must disclose to Emma Justine Salon any non-competition, non disclosure agreement, confidentiality or other restrictive agreements with former employers or others, and must verify that these agreements do not limit their employment or ability to perform their job.
Protecting Emma Justine Salon Intellectual Property | Copyrights
Many materials, including articles, software, photographs, books, magazines, and other items used in the course of business are protected by copyright laws. Reproducing, distributing, or altering copyrighted materials without permission of the copyright owner (salon) is against the law. In addition, creating unauthorized copies of copyrighted material may result in violations subject to civil penalties. Likewise, materials, including photos and videos created during the course of employment by Emma Justine Salon employees are protected by copyright and owned by Emma Justine Salon. Employees should not copy or distribute such materials except in the performance of their duties or in furtherance of Emma Justine business interests while being employees with Emma Justine salon. Employees wishing to publish their work in shows or trade journals, or discuss their work at conferences/trainings should first seek review and clearance by the Salon Manager.
Return of Salon Property
Upon separating from the Salon, employees must return/decommission all Emma Justine Salon property, including all customer records, data and materials/tools.
Customer Photographs and Videos
Upon separating from the Salon, employees must remove all photographs of Employer’s Customers from any and all media used by Employee and will not use the photographs in the future. This includes, but is not limited to, social media sites, print media, and electronic mail.
Conclusion
We hope this Handbook has provided helpful information on important subjects that affect employees and Emma Justine Salon. As Emma Justine Salon strives to be an salon employer of choice for any seeking a career in the beauty industry, it is our goal to continue open communications with all employees. We encourage employees to utilize all available resources, including this Handbook, other policies and procedures and Management to make their career at Emma Justine Salon a fulfilling and rewarding experience.