Equipment Maintenance

Equipment Maintenance
Keeping Your Business Profitable

by Judie Bizzozero

The most important part of a tanning salon is the bed, and that is the main reason why clients come to your salon. And since tanning beds sometimes run 12 hours a day for seven days a week there is a chance for component failure.

This is where understanding your equipment can serve you best. A tanning unit that is down for repair is a direct loss of revenue for your salon. A salon that continues to operate with machines down for repair ultimately will have to reschedule appointments, turn clients away or take a client out of a machine after a session has begun. This causes a domino effect, and your clients will lose confidence in you and your salon.

The fact is that any machine that runs continuously day in and day out eventually will malfunction. How well you are prepared to handle the situation can and will make the difference in keeping clients satisfied and your reputation intact.

Know Your Equipment

Salon owners should keep a record of the type or types of tanning units in their salons. These records should be kept in a place where all employees have access to them. In fact, all employees should know exactly what units are in the salon and their specific functions.

It is also 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. Copies of receipts for parts as well as the phone numbers and contact names of suppliers should be kept here as well. Maintenance begins the day you purchase the equipment. If the units are being installed by a factory technician, then take advantage of this opportunity to learn from the experts.

If you install the unit yourself, study the owner's manual and become familiar with all the bed functions. This will help you when you describe the equipment to your clients with expertise, as well as allow you to spot when a machine is not operating properly.

Take the time to learn the basics such as removing the acrylics and replacing lamps and lampholders. The more a salon owner can learn to do, the better he will be able to repair a problem quickly. If there is any doubt about whether you know enough to work on your equipment, always call and talk to your service personnel before you attempt a repair and possibly create a bigger problem.

Once the tanning unit is in place, the salon owner is responsible for knowing as much as possible about the equipment. As a salon owner, you use the equipment on a daily basis, therefore, you should be the most familiar with the functions. It is imperative that the front desk personnel be as educated as the salon owner. In the absence of a salon owner, they will need to be familiar with the suppliers' and technicians' phone numbers in case a problem arises.

By getting to know the suppliers and technicians, you can feel comfortable asking them questions. And remember, 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.

One of the best ways to monitor your beds' performances is to question your clients after they tan. They will tell you if a lamp is out or if they heard a strange noise. Be sure to investigate every lead and remedy the problem before you lose revenue.

When discussing the problem with a technician, try not to use words like "the whatchamacallit" or the "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 you are describing. If you have ordered the part previously, refer to your invoice for the part number.

Find out all the costs involved in repairing the machine and make sure your supplier has your correct shipping address. Always have the part shipped to your attention so it does not get misplaced in the salon. By speaking clearly and to the point you will ensure receiving your part in the quickest manner. If possible, have a backup supplier available in case your regular supplier is out of stock. Remember, downtime means loss of revenue.