Dynamic Scheduling

Your staff is your number one asset. Without good qualified staff, your spa will not be a success. However, most spa managers complain that they do not have enough staff, especially during peak times. This means they need to turn down clients.

The idea behind dynamic scheduling is to optimize the number of therapists you have. 

One of the main challenges spas have is predicting demand levels. Sometimes, when you think your spa is going to be quiet, it turns out to be extremely busy. Equally, when you think your spa is going to be busy, it turns out to be very quiet. So instead of having four therapists doing nothing, or giving them downtime duties (such as deep cleaning, stock take, and so on), send some of them home. They’ll be happy too.

Some spas have expanded this idea further: they are now creating an ‘hour bank’ and appointing therapists ‘on call’. Depending on times of the month, the therapist ‘owes’ hours to the spa, or the spa owes the therapist ‘overtime’. Instead of being paid overtime, therapists can also choose to have a day off instead of using one of their holiday dates.

How can dynamic scheduling help your spa?

* You have a higher control of your staffing schedule.

* You have therapists when you need them (due to the on call system)

* Your therapists are happy as they don’t feel overworked and they remain motivated – sitting around and doing nothing is a drain of general team motivation.

* Your spa don’t incur huge overtime pay.

* Your therapists are more engaged and willing to help .

With this type of business model, there are two sides of the equation to consider. 

One side of this would be the spa owner that is “hiring” a contract freelancer to provide therapy services for the spa. 

The other side of this would be from the perspective of the therapist that was being contracted. Usually with this model the fee contract freelancer receives is either on per case flat rate or as a “split fee”. With a “split fee” the spa owner would give the contract freelancer a percentage of the total fee collected for the spa. Typical fee splits are 60/40 or 70/30. For example, with a 60/40 split, the therapist that provides the session keeps 60% of the total fee collected and the practice keeps 40%. 

A flat rate is just a set per session fee the spa would pay the therapist for seeing that guest at their spa regardless of what is collected from the guest.

Another business model that I think we will see more of is that the spa will have the same system as the hairdressers and personal trainers. As a new educated therapist you will charge your guest a cheaper rate and with more years, add-ons education, ratings and more established you would charge a higher rate. As a therapist you build your own brand under the spa roof. 

There are some pioneers out there and Nicola at a successful medical skin care clinic in Oslo says 

“ we have a provision ladder for the therapists, the more you bring into the clinic the more you will earn in provision. Some of the most established therapist has a bonus system as well. The clinic covers sickness, insurance and pension. We have a long tryout period of 6 months, anyone can show their best in 3 months, but during 6 months they will show their true self. A good team is so important. We pay further training, education too, and the therapist is bound to a time contract and has to pay back if the contract is not fulfilled.”

A dynamic scheduling should be practiced at every spa. To hire contract freelance therapists could be a good option or a mix depending on establishment and knowledge. 

As Nicola says it is important to have good working conditions for your staff that encourage them to stay and I think she is spot on.

Your staff is your greatest asset. They’re the heart and soul of your spa, delivering exceptional experiences to your clients. But what happens when peak hours hit and you’re short on hands? Or when you’re fully staffed, but the spa is eerily quiet? If you’re constantly struggling with these issues, it’s time to rethink how you schedule and hire your team.

The secret to an efficient, profitable, and motivated spa team lies in dynamic scheduling and freelance therapists. Let’s dive into how these strategies can transform your business.

Imagine having exactly the right number of therapists available at all times—never too many sitting idle, never too few scrambling to keep up. That’s the power of dynamic scheduling.

One of the biggest challenges spa managers face is predicting demand. Some days, you anticipate a slow shift, but suddenly, bookings skyrocket. Other times, you prepare for a full schedule, only to have cancellations leave your therapists with nothing to do.

Rather than resigning yourself to this unpredictability, you can optimize your scheduling by creating flexibility within your team:

On-Call Therapists: Implement an “hour bank” system where therapists either owe hours to the spa or are owed overtime. This ensures coverage without excessive overtime pay.

Send Staff Home When It’s Slow: Instead of making therapists do busy work (stock-taking, deep cleaning), let them go home. A happier, well-rested team is a more engaged one.

Higher Control Over Staffing: Dynamic scheduling helps you allocate resources exactly when and where they’re needed.

Contracting Freelance Therapists: The Game Changer

What if you could scale your team up or down as needed, without the fixed overhead of permanent hires? That’s where freelance therapists come in. Many spas are shifting to a model where they contract freelancers on a per-session basis, paying either a flat rate per session or a split fee percentage (typically 60/40 or 70/30).

This approach mirrors the hair salon and personal trainer industries, where professionals build their own brands under the spa’s roof. New therapists charge a lower rate, while experienced ones command higher fees based on their skills, client base, and additional certifications. This creates a natural incentive for therapists to continue growing their expertise and reputation while benefiting from the spa’s brand and resources.

The Future of Spa Employment: Hybrid Models

Some industry pioneers, like Nicola at a top medical skincare clinic in Oslo, are already implementing innovative pay structures:

Performance-Based Earnings: The more revenue a therapist brings in, the higher their commission.

Bonuses & Benefits: Established therapists can earn additional bonuses, while also receiving insurance, pension, and paid training.

Longer Tryout Periods: A six-month probationary period ensures that only the best, most dedicated therapists become long-term employees.

A Winning Formula for Spas and Therapists

The best approach? A hybrid model combining dynamic scheduling and freelance therapists. Whether you operate a high-end luxury spa or a boutique wellness center, creating a flexible, rewarding work environment will:

✔ Ensure therapists are available when you need them.

✔ Keep payroll costs under control.

✔ Prevent burnout and improve job satisfaction.

✔ Allow therapists to build their brand and boost their income.

✔ Strengthen your spa’s reputation for quality and expertise.

As Nicola wisely points out, investing in good working conditions keeps top talent loyal. And in an industry where experience, trust, and skill are everything, keeping your best therapists happy isn’t just good practice—it’s essential for long-term success.

So, are you ready to revolutionize your spa’s staffing strategy? Embrace dynamic scheduling, welcome freelance therapists, and watch your business thrive!