Best Practices for Onboarding New MedSpa Staff: Setting the Standard for Success

Before Their First Day

Onboarding new staff members begins before they even set foot in your practice — and it’s up to you to set the stage for success. You should have a thorough process in place to help alleviate first-day jitters and ensure everything goes smoothly once your new hire arrives. 

Send Official Job Description & Offer Letter

Providing clarity is key when bringing on new team members. As you’re getting ready to send an offer letter, take the time to craft one that feels warm and welcoming, accompanied by a detailed job description that reiterates key details about the position you’re hiring for. 

If you’re unsure of how an offer letter should be structured, we provide examples and templates in our Super Staffing Course that you can personalize for your own practice. 

Provide Details About Compensation & Benefits

Transparency about compensation (and benefits) builds trust and helps your employees feel valued from the start. Provide new hires with information on the following:

• Salary or hourly rate
• Commission structures or performance bonuses, if applicable
• Health insurance options
• Retirement plans
• PTO policies
• Professional development opportunities
• Any unique perks your medspa offers, such as discounted services or products

Review Standards & Policies

Standards and policies form the backbone of company culture. Share key documents such as:

• The employee handbook
• Code of conduct
• Confidentiality agreements
• Social media and communication policies
• Client interaction guidelines

Encourage new hires to review these documents before their first day and come prepared with any questions. This proactive approach helps ensure they’re aligned with your medspa’s values and expectations from day one.

Set Up Essential Accounts

Whether it’s their email account, booking portal or any other platform necessary to their role, ensuring a new hire’s account is set up prior to their first day is a crucial step in integrating them into your team and avoiding communication mishaps. This process should include: 

• Creating their professional email address
• Setting up necessary software and communication tools
• Providing login credentials and instructions for accessing systems
• Adding them to relevant email lists and internal communication channel

Doing all this before their first day ensures they feel valued from the jump and are able to get familiar with your systems. It also avoids taking up too much time on their first few days, which could be better spent learning more valuable aspects of your business. 

We also recommend the owner or manager send an email introducing the new team member to the rest of your staff. Provide a little bit of background information, such as their credentials and expertise, favorite treatments, relevant work experience, hobbies, interests and more. You should also encourage your team to respond or reach out to connect and make them feel welcome.  

First Day Essentials

The first day sets the tone for a new employee’s experience. Make it count! Here’s what you should be focusing on as your new hire gets settled in.

Review & Sign Key Documents

Go through and have your new employee sign essential documents, including tax forms, leave policies and confidentiality agreements. You should also review the employee handbook and code of conduct. This ensures clarity on expectations and legal requirements.

Give an Overview of Administrative Procedures

Familiarize new hires with daily operations, from office access to client check-in procedures. This practical knowledge helps them navigate their new environment confidently.

Orientation

It’s important that your new employee can find their way around your practice, so provide them with a tour and point out important areas such as the front desk, treatment rooms, supply closets, bathrooms and emergency exits. You should also take this time to introduce them to the rest of your team and consider assigning a mentor to help them navigate the first few weeks. 

Training Checklist for New Providers

Each new hire brings a unique set of skills and experiences to your medspa. Whether you’re onboarding a nurse, an aesthetician or any other type of provider, comprehensive training will help them thrive at your practice while maintaining consistency and excellence across all roles. 

Here are our best practices for training new providers.

Shadow Other Providers

Begin the training process with an immersive shadowing experience. Have your new hire observe experienced team members for a day or two. This allows them to:

• Understand the flow of your medspa’s daily operations.
• Observe various client interactions and treatment techniques.
• Gain insights into your medspa’s culture and approach to patient care.
• Generate questions to give them clarity on the hows and whys of your processes.

Sit In On Consultations

Consultations are the bread and butter of your practice — they help you understand your patients’ needs and build trust, which can lead to happy, loyal clients. Emphasize the importance of consultations with new hires and help them understand what’s expected by:

• Letting your new hire sit in on consultations performed by seasoned team members. 
• Reviewing MINT’s 9-step consultation process. All team members should complete   The Perfect Consultation e-course. 
• Having another provider perform the 9-step consultation on the new hire, giving them a client’s perspective of the process and getting them excited about the perks of their new job

Gain Treatment Experience

To truly understand the client experience and build confidence in recommending treatments, we recommend that new providers do the following:

• Undergo the treatments they will be performing or discussing themselves. This lets them experience firsthand what to expect in terms of comfort, downtime and results. 
• Practice performing treatments on friends, family members and other employees when it makes sense for the role.

Leveraging Resources for Comprehensive Training

At MINT Aesthetics, we believe in empowering medspas with the tools they need for success. We recommend utilizing the following resources to enhance your onboarding process.

MINT Online E-Courses

Our extensive library of online courses covers everything from clinical skills to business acumen. Encourage new hires to complete relevant courses as part of the onboarding process.

Hands-On Training Opportunities

Consider sending new staff to MINT’s hands-on training sessions. These immersive experiences provide invaluable practical skills and networking opportunities.

Vendor Partnerships

Reach out to product and equipment representatives for initial training sessions. Many vendors offer generalized education that can complement your in-house training efforts.

Accelerate Your Growth With Strategic Onboarding Practices

Ready to revolutionize your medspa’s onboarding process? MINT Aesthetics offers a suite of resources designed to elevate your team’s performance from day one. Explore our comprehensive e-courses, hands-on training sessions and consulting services to build a workforce that sets your practice apart. Visit our training page now to discover how we can help you turn new hires into exceptional team members who drive your success.