advice re employee

[AllyB]

Hi, I need some advice on a hypothetical situation, what to do if you suspect an employee of stealing when they are alone. we think since many appointments seem to be disappearing as cancellations and with very little cash going through the till this could be possibly intentional. We need to know where we stand legally, what we can do and if we decide to close that day how it would effect their contracted hours? any advice is much appreciated. Thank you.

 

[Vending Siting Services]

Hi

Your question is a little hard to answer without knowing what type of business you have and what the employee does.

If you can shed some light on the circumstance, we may be able to help you out.

Kind regards.

Barbara

 

[AllyB]

hi, yes sorry for being vague, never know who might read it. Hairdressing, a stylist.

 

[BellatorGero]

Call up the cancellations and ask them why they
cancelled and would they like to rebook. If all are cancellations. No problems. Just a coincidence. If they are a bit confused and say err what do you mean, then you got a problem

 

[AllyB]

yes we are taking steps to check cancellations but often written in pencil if they are rubbed out its difficult, changing that from now on. asking for a list of cancellations to be kept now for records, its more about where we stand if its proved than trying to prove it. can we turn around and close that day and just alter their contract? if it is proved we will have to be careful, we know that.

 

[Vending Siting Services]

When taking an appointment ensure you take telephone number. If cancelled, don't rub out, cross through with reason why cancelled and ensure your employee offers new appointment.

If you can prove it, then call the Police! Theft is theft!

Not sure about closing shop ad hoc. There will need to be a clause in your employment contract which enables you to do this without notice and without pay. Best get this checked out, I'm no Personnel expert.

Barbara

 

[LawHound]

Implement a policy for bookings taken for all staff which involves taking a record. All the details including mobile, home and work numbers woudl be kept on a card like you would do for client colour etc, just for each new client who books over the phone.

If this is not kept enforce through normal disciplinary issues and it has the benefit of also ensuring that competitor salons are not booking in and cancelling appointments which happens around our area. It means someone else can monitor the bookings to cancellation ratio and investigate each one. The information can be used to monitor all staff members including the one you are suspicious of.

As for closing, unless this is in your terms of employment or employment contract with the staff then you will need to introduce it as a new condition.

We do a lot of employment law advice for hairdressers but if you are a member of the hairdressing federation then you can get advice from their helpline too.

 

[Bri]

Install a camera over the reception, obviously youre not on the premises when these hypothetical scenarios are taking place. Just tell the staff its a security measure for their protection. You can easily monitor traffic through the salon.

 

[Atilla]

Install a camera over the reception, obviously youre not on the premises when these hypothetical scenarios are taking place. Just tell the staff its a security measure for their protection. You can easily monitor traffic through the salon.

Agreed.
Might also be worth covering the telephone too.
Gives you an extra audit trail re the cancelations.

 

[AllyB]

Thanks for all the comments, yes we are stepping up on the cancellation issue, however they often use pencil and if its rubbed out well, there's no way to tell. We are going to add a cancellation list.

A camera isn't really the route we want to go down.

We are NHF members and we have used the helpline before, We are just looking for general advice before contacting them.

Originally we were closed on a Monday but due to this staff member being reluctant to work Saturdays we decided to try opening on a Monday for them, it is now in the contract, we use standard NHF contracts so we are not sure if there is a condition regarding opening hours will have to check that out.

Not a great deal of takings are taken on a Monday so we were going to use that as the reason, it partly is really. The running costs if the salon is not busy on a monday just are not worth it.

The staff member would probably have to go back to working a Saturday or lose a days work and pay, can we give them this choice?

 

[Bri]

ok, an alternative which is standard in your industry. Offer that member of staff rental of a chair, self employed status. She has to gain her own appts and you get paid for the use of the chair including products too. Situation normal.

If you do suspect underhandedness I'm sorry but there are steps you need to be taking to protect your business that youve built up. This sounds very much like the tail wagging the dog.This member of staff must be the dogs testicles if youre changing your working hours to suit them.Plenty more people in your business that will work for you.

 

[AllyB]

we have tried that with another member of staff but some staff prefer the security of a wage and holiday allowance.

This was ages ago when they first started and we needed good stylists. left in a mess by another stylist being fired for gross misconduct needed a quick fix at the time, not my decision, but I do agree.

We thought at the time opening an extra day would be a good idea, now its more because its part of the hours agreed and as far as i know you cannot simply change that.

 

[Bri]

You could argue the number of hypothetical cancellations show that its not a good day to trade. I would be asking the member of staff, why are they cancelling and why arent you trying to rearrange the appt, therefore the needs of the business are such that we have to maximise our potential and our trading days/hrs will be now blah blah forthwith. This will send a direct message to that member, I also would be inclined to carry out spot visits if I'm not due to be there. Carbon the appt book, ban pencils and use pens only, take contact details of all appts and impose cancellation procedure.

Quick question: Are these cancellations regular customers or complete strangers?

 

[AllyB]

I am not sure, we can just make out that an appt has been erased, its going to be raised at the next team meeting, honestly never thought it would be an issue they have worked there for 3 years now. very sad if it is true, hope it's not, someone else has brought this to my attention i don't work in the salon.

steps I am taking so far:

Draw up a cancellation sheet date/time - name tel no - reason - what appt was for

no pencils

a record of how many times same people cancel.

one person responsible for cashing up every day.

raise the issue that the shop is not doing enough business on the Monday and we may need to close that day.

 

[Bri]

Unfortunately people change, they do it once, get away with it four or five times then before you know it it's greed that takes over and they cant stop themselves. I imagine the minimum punter pays is about £20.00, five cancellations and thats £100 pocketed isnt it, and free use of chair, product, etc.

If you dont work in the salon, what is it you do? I have several friends who own salons and various who rent the properties out to hairdressers and they keep a tight reign on their businesses.

 

[Beadons]

As someone who carries out a lot of Test Shopping I recommend you get someone you trust to make an appointment with this hairdresser.

At the end of the session make sure you get them to pay in cash. Then see whether this shows up in the appointment book as cancelled and whether the money ends up in the till.

 

[yorkshirejames]

Thanks for all the comments, yes we are stepping up on the cancellation issue, however they often use pencil and if its rubbed out well, there's no way to tell. We are going to add a cancellation list.

A camera isn't really the route we want to go down.

We are NHF members and we have used the helpline before, We are just looking for general advice before contacting them.

Nothing at all to stop you randomly closing next Monday (for any reason you like, or no reason - something like a knackered boiler might arouse least suspicion though). Note that you will have to pay your member of staff for the day.

Originally we were closed on a Monday but due to this staff member being reluctant to work Saturdays we decided to try opening on a Monday for them, it is now in the contract, we use standard NHF contracts so we are not sure if there is a condition regarding opening hours will have to check that out.

Not a great deal of takings are taken on a Monday so we were going to use that as the reason, it partly is really. The running costs if the salon is not busy on a monday just are not worth it.

The staff member would probably have to go back to working a Saturday or lose a days work and pay, can we give them this choice?

I'd like to work for you - sounds like a right t0ss off. I don't want to work weekends, mondays, wedneday mornings, thursday afternoons, or fridays, but I'd like £70k a year. Deal?

Legally, you are more than entitled to close on mondays (again, for any reason or none at all). By giving them the choice between cutting hours or working another day you are being very reasonable indeed.

Look up Karl on here - http://www.employmentlawclinic.com - he would be able to assist with writing compliant letters to do all the above.