Today’s equipment choices blend unmatched technology with inspiring elegance to create the ultimate tanning experience. Selecting the right mix of tanning equipment is one of the most important, and most expensive, decisions a salon owner can make. For this reason, it is imperative to keep equipment operating at optimal performance.
Tanning equipment maintenance starts with organization. A firm understanding about the specific equipment and its components will reduce downtime if a unit fails.
Know Your Equipment
Salon owners should keep precise records of the type or types of tanning equipment in their salons. Additionally, these records should be accessible to all employees so they can become familiar with the equipment and its specific functions.
It also is an excellent idea to keep a detailed maintenance log on each and every piece of equipment. Everything from lamp changes to part replacements should be noted in the log. Also include copies of receipts for parts, and phone numbers and contact names of suppliers.
Maintenance begins the day equipment is purchased. If the units are being installed by a factory technician, take advantage of this opportunity to learn from the experts. If a salon owner chooses to install the equipment themselves, it is wise to study the owner’s manual to become familiar with all of the unit’s functions. This will allow a salon owner to describe equipment detail to clients as well as spot when a unit is not operating properly.
Once the tanning unit is in place, the salon owner is responsible for knowing as much as possible about the equipment. Salon owners use the equipment on a daily basis; therefore, they should be the most familiar with the functions. It is imperative that the front-desk personnel be as educated as the salon owner since they will need to contact the supplier or technician if a problem arises in the salon owner’s absence.
Take the time to learn the maintenance basics such as removing the acrylics and replacing lamps and lamp holders. The more a salon owner can learn to do, the faster a repair can be made. Be sure to call the service technician if there is some uncertainty about how to make a repair because a mistake can create a bigger and more expensive problem.
Get to know the suppliers and technicians, and remember that no question is a dumb question. When trying to describe a problem, be as specific as possible. Know how long a particular problem has been occurring and any other specifics. Keep a detailed record of when the problem occurs.
When discussing the problem with a technician, don’t use words like “whatchamacallit” or “thingamajig.” These terms can be difficult to identify, especially when talking over the phone. If necessary, use the owner’s manual or a copy of the brochure to determine the exact part being described. If a part has been ordered previously, refer to the invoice for the part number.
Find out all of the costs involved in repairing the machine and make sure the supplier has the correct shipping address. Always have the part shipped to the salon owner’s attention so it does not get misplaced. By speaking clearly and to the point, a salon owner will ensure receiving the part in the quickest manner. If possible, have a backup supplier available in case the regular supplier is out of stock. Remember, downtime means loss of revenue.
Maintenance Basics
1. Check the warranty. Some companies will void a warranty if you remove anything but the acrylic shield, starter or lamps.
2. You can and will lose up to 20 percent of your tanning power through dust buildup alone. Most units have an air-cooling system for the lamps, which becomes a giant vacuum cleaner for room dirt. Dust buildup on the lamps and the bed components can have a significant effect on the units overall output and the lamps’ intensity.
3. Hair clogged in the vents and fans will make your tanning bed overheat, causing it to work twice as hard. Thus, the possibility of burning out your fans, motor or lamp sockets is great, leaving you with a bed that cannot be used until repaired. You easily can avoid this by following a regular cleaning schedule.
4. One of the most important and overlooked components of a tanning bed is the acrylic shield. The factors that determine how often an acrylic shield must be replaced depend on how well it is manufactured and fabricated and the kind of wear and tear the bed undergoes from customers. The most common cause of acrylic breakdown is using the wrong disinfectants and cleaners on the beds and allowing customers to use outdoor lotions and oils during their tanning session. Use only those products that specifically state they are safe for indoor tanning; if you don’t, you may have to replace your shields more often than you like.
5. Check the voltage going to the tanning bed periodically.
Inventory
It is impossible to know which part will fail, but a salon can take a proactive approach to the problem by stocking small components known to fail every now and then. This allows a salon owner or employee to replace the part immediately with very little downtime and saves money on overnight shipping charges for the part. For example, a lampholder only costs about $5, but express shipping costs $20 and that added expense comes right off the top of profits.
Since tanning is a seasonal business for most salons, take some time to make a list of parts to keep in stock during that busy time. Remember that during the busy season, some suppliers can run low on high-demand parts. In fact, with certain equipment, it may be weeks before parts can be delivered if the supplier is out of stock.
Cleaning Equipment
Cleanliness is a major part of a salon’s image, and cleaning the tanning unit is just as important as making sure the machine is mechanically sound. Cleaning your machines also will help keep them running better and longer. Dust can be a major contributor to certain component failures. If there is consistent dust buildup on the fan blades or in the relay system, it is possible that it will reduce the life of these components considerably. Dust on the lamps or on the reflectors will reduce the lamp output and result in clients becoming dissatisfied with their tanning results.
One of the components of your equipment that requires the most consistent maintenance is the acrylic. In addition to disinfecting the acrylics after each and every tanning session with an EPA-registered and state-approved cleaner, the acrylics—top and bottom—should be taken out at least once a month and thoroughly cleaned. The consensus is to clean every nook and cranny, including the bulbs. And everyone agrees on the importance of NOT using products that contain any alcohol or ammonia. Overall, daily cleaning and a thorough once-a-month cleaning with the appropriate cleansers will go a long way in preserving your acrylic shields. However, if your acrylic shield cracks, replace it immediately.
At some point, you will need to change your acrylics. To help a salon owner determine when to change the acrylics, some manufacturers recommend using a UV meter to monitor a bed’s transmittance levels. However, the best advice is to talk to your bed manufacturer or acrylic supplier. Ask them for their recommendation for determining how and when to change acrylic shields. But before you call, have as much information about your tanning bed as you can gather, including the brand name; the make; the model; even the smallest details like where it was made or the color of the handles will help the manufacturer or supplier answer any question you may have.
To help your acrylics last as long as possible, follow these general maintenance guidelines:
DO NOT allow your customers to clean the beds themselves.
DO disinfect the acrylic shield after each session. This is required by both the EPA and state regulations.
DO NOT allow your customers to use oils of any kind or lotions that are specifically made for outdoor use because these products will break down the acrylic
DO use a cotton cloth or towel when cleaning the acrylic. They are less abrasive than paper towels.
The following is a brief daily, weekly and monthly maintenance program.
Please add it to your salon’s procedure handbook.
Maintenance Checklist
Daily. Turn the tanning bed on and make sure all the lamps are lit. Run the unit for three minutes. Check for unusual noises and smell the bed for any electrical problems or burning. Check the vents for any clogs caused by dust or hair. Dust the outside of the unit. After each use of the machine, clean and disinfect the acrylic shield, top and bottom, with an acrylic cleaner and disinfectant.
Weekly. Remove the acrylic shields, top and bottom, and clean and dust both sides of each. Wipe the reflectors and lamps with a clean, damp cloth. Wipe the entire machine with a disinfectant. Vacuum the fan inlets and screens as well as the ends of the beds where the air flow begins. Vacuum around the starters if your machine has them. Also vacuum around the sockets (where the lamps are mounted) and along the sides of the lamps.
Monthly. Remove the inspection plates and vacuum the area. Vacuum around the ballasts. Vacuum the reflector channels, air-flow inlets and fan mounts. Remove and wipe the lamps with a clean, damp cloth. Clean the reflectors while the lamps are out. Clean both sides of the acrylic shields with a cleanser and disinfectant.
