From Solo to Studio: A Scalable Roadmap for Spray Tan Artists Building a Dream Team
Are you a solo spray tan artist ready to take your beauty business to the next level? Whether you're fully booked and turning away clients, or dreaming of opening multiple locations, scaling from a one-person show to a full-fledged spray tan studio takes more than just hustle—it takes strategy.
In this guide, we’ll walk you through how to build a scalable, sustainable spray tan business in just a few focused steps. From managing staff to syncing calendars, stocking inventory, and leveraging tech tools like Vagaro, this roadmap will help you grow with intention and ease.
Step 1: Know When You're Ready to Scale
Before you add staff or lease a second space, get crystal clear on why you want to scale. Ask yourself:
Are you consistently booked out weeks in advance?
Are clients asking for services you can’t provide solo (e.g. couples’ tans or expanded hours)?
Do you have repeatable systems in place for booking, payments, and client management?
Once you're confident in your solo foundation, you're ready to scale.
Step 2: Hire the Right People (Not Just Extra Hands)
When expanding your team, don’t just hire based on skill—hire for attitude and alignment. You want artists who match your brand energy, work ethic, and commitment to client experience.
Tips for managing a growing team:
Create clear roles and responsibilities for each team member.
Use SOPs (Standard Operating Procedures) for consistency across services.
Hold regular team meetings (in person or virtually) to keep everyone aligned.
A happy, well-supported team = better client retention + stronger brand reputation.
Step 3: Streamline Scheduling with Calendar Syncs
Double-bookings and missed appointments can destroy client trust—and your bottom line.
Here’s how to avoid that as your team grows:
Use shared calendars with permissions to view and edit availability.
Implement appointment buffer times to allow for cleanup, travel, and prep.
Enable online booking platforms that auto-sync with your calendar tools.
✨ Pro Tip: Use a salon software like Vagaro, which makes managing multiple staff schedules across one or more locations super simple.
Here’s how to manage multiple staff calendars using Vagaro:
Add Your Service Providers (Team Members)
Go to: Settings > Employee Profiles.
Click: + Add New Employee.
Fill in each provider’s name, role, work hours, and services offered.
Assign each staff member to the appropriate location if managing more than one.
. Set Each Provider’s Work Schedule
Still in Employee Profiles, go to the employee’s settings.
Under Working Hours, customize:
Start & end times
Lunch/break times
Available days
2. Customize the Calendar View
Go to your main Calendar page.
At the top, use the “Employee Filter” to select:
One provider
Multiple providers
All providers at once
You can view by day, week, or month, and color-code appointments by employee or service type for clarity.
3. Enable Online Booking per Provider
Go to: Settings > Online Appointment Rules.
Choose which providers are bookable online, and:
How far in advance clients can book
Cancellation/rescheduling rules
Appointment buffers between bookings
This ensures clients only see times your team is actually available.
4. Use Appointment Syncing (Google, Apple, Outlook)
Each team member can link their Vagaro calendar to:
Google Calendar
Apple iCal
Microsoft Outlook
Each team member can also utilize two-way syncing which is compatible with Google Calendars. This ensures all their personal appointments show up on both their Vagaro calendar, and all their work appointments on Google.
Go to Settings > Email & Notifications > Calendar Sync. This lets them see their studio schedule alongside personal obligations in one place.
5. Manage Multi-Location Calendars
If you operate more than one location:
Go to: Settings > Manage Locations.
Add separate locations with their own hours, employees, and services.
When booking or viewing the calendar, filter by location to avoid overlap or confusion.
6. Assign Appointments & Track Performance
Drag and drop appointments between providers if rescheduling.
Track bookings per team member using Reports > Appointments or Employee Performance.
Use this data to optimize staffing, identify high performers, and balance workloads.
Step 4: Inventory = Income—Manage It Like a Boss
Your spray tan solution, disposables, retail products, and equipment are your business lifeblood. Treat them as assets, not afterthoughts.
Inventory management essentials:
Assign one team member to monitor stock levels weekly.
Use a digital inventory tracker (like in Vagaro) to get alerts for reordering.
Run quarterly audits to assess shrinkage, expiration dates, and product trends.
Bonus: Keeping retail products in stock and displayed well can add $5k–$10k/year in passive revenue per location.
Step 5: Use Tech to Scale (Not Stress Out)
Gone are the days of paper charts and phone-tag bookings. To scale smart, use tech tools that grow with you.
Must-have tools for studio owners:
Vagaro: Manage team calendars, client data, inventory, and even payroll—all in one system. Best of all, Vagaro lets you manage multiple locations, so you stay in control as your empire grows.
Canva: For branding, marketing, and creating polished promo graphics.
Google Drive: Store SOPs, scripts, client forms, and onboarding docs in a centralized hub.
Step 6: Build a Studio Culture That Attracts and Retains Talent
Finally, scaling isn’t just about revenue—it’s about people. As you grow your team and your business, remember that leadership is what makes it stick.
Create a culture that values:
Professional development
Work-life balance
Recognition and team wins
Feedback and innovation
Your studio should feel like a career home, not just a stepping stone.
Ready to level up?
Bookmark this roadmap, implement each step with care, and watch your glow empire rise.
If you're ready to upgrade your biz, streamline your schedule, and never answer another “when do i exfoliate?” text again—head to vagaro.com/pro/tanbible to grab your FREE month of Vagaro.
You’ll get:
✅ Seamless client intake forms
✅ Automated email + text comms
✅ Branded, SEO-friendly booking page
✅ Checkout + deposits handled
✅ AND the spray tan scheduling peace of mind you deserve