Tanning Salon Compliance Excellence
Manage sunbed safety, age verification, and hygiene standards with digital tools designed for tanning professionals.
The Challenge
Tanning salons operate under the Sunbeds (Regulation) Act 2010, which makes it a criminal offence to allow anyone under 18 to use a sunbed. This zero-tolerance age verification requirement, combined with equipment safety obligations and health information duties, creates a compliance environment where documentation failures can result in prosecution. Trading Standards conduct test purchases, and a single failure can lead to significant fines, prohibition notices, and business-ending reputation damage. Paper-based age checking systems are inherently vulnerable.
How Assistant Manager Solves Tanning Salons Compliance
Each module is designed to address the specific challenges tanning salons businesses face every day.
Checklist Management
Tanning salons must balance rapid bed turnovers with rigorous hygiene and maintenance requirements - digital tracking ensures nothing is missed during busy periods
The Problems
Why This Matters for Tanning Salons
- Sunbed cleaning between clients happens inconsistently, with no documented verification of hygiene standards being maintained
Cross-contamination risks exist, and when hygiene complaints arise, you cannot demonstrate proper cleaning protocols
- Protective eyewear provision and cleaning is not tracked, with goggles of unknown cleanliness passed between clients
Eye infections can be transmitted, and when traced to your salon, the lack of eyewear hygiene documentation creates liability
- Tube replacement schedules, timer calibration, and emergency stop testing are managed informally with no systematic documentation
Equipment issues develop without detection, and when burns or overexposure incidents occur, maintenance records are absent
The Solution
How Checklist Management Helps
Digital checklists for sunbed cleaning, eyewear hygiene, and equipment maintenance with timestamps, tube hour tracking, and calibration scheduling
Every sunbed use is preceded by verified cleaning, eyewear hygiene is documented, and equipment maintenance happens on schedule with complete records
Use Cases:
- • Pre-session sunbed cleaning verification
- • Protective eyewear cleaning and distribution logging
- • Tube replacement scheduling with hour tracking
- • Timer calibration testing and documentation
- • Emergency stop function testing
- • Ventilation system checks
- • Daily opening and closing procedures
Feature Screenshot
Checklist Management
Real-World Examples
Example 1: Sunbed cleaning between clients happens inconsistently, with no documented verification of hygiene standards being maintained
Real Scenario
"A client develops a skin infection and claims the sunbed was dirty when she arrived. Your staff say they always clean beds, but you have no documentation. The client posts a detailed negative review highlighting hygiene concerns."
Example 2: Protective eyewear provision and cleaning is not tracked, with goggles of unknown cleanliness passed between clients
Real Scenario
"Several clients develop eye infections over a two-week period. Environmental health investigates and finds no goggles cleaning log, no individual goggle tracking, and no evidence of regular replacement. Your practices are questioned."
Example 3: Tube replacement schedules, timer calibration, and emergency stop testing are managed informally with no systematic documentation
Real Scenario
"A client suffers burns from overexposure. Investigation reveals the timer was running fast and tubes had exceeded their rated hours. You have no maintenance records showing when equipment was last tested or tubes replaced."
Employee Scheduling
Tanning salons must ensure every client interaction includes proper age verification - staffing must always include trained personnel regardless of how quiet the salon is
The Problems
Why This Matters for Tanning Salons
- Staff are scheduled without checking whether they have completed age verification training and understand Challenge 25 requirements
Untrained staff allow under-18s to tan, exposing the salon to criminal prosecution and business closure
- Unmanned salon periods are scheduled without considering the supervision requirements of Sunbeds Regulations
Sessions occur without appropriate staff oversight, creating both compliance and safety risks
The Solution
How Employee Scheduling Helps
Training-verified scheduling that only allows shifts with staff who have completed age verification training, with supervision requirements built into rota planning
Every shift is covered by properly trained staff, supervision requirements are met, and training gaps are flagged before they become compliance problems
Use Cases:
- • Age verification training requirement for all shifts
- • Supervision level requirements for session coverage
- • Training completion verification before scheduling
- • Break coverage to maintain age checking capability
- • Working time compliance monitoring
- • New starter supervised period scheduling
- • Training day allocation without service gaps
Feature Screenshot
Employee Scheduling
Real-World Examples
Example 1: Staff are scheduled without checking whether they have completed age verification training and understand Challenge 25 requirements
Real Scenario
"A new staff member starts during a busy period with minimal training. Trading Standards conduct a test purchase. The 16-year-old is allowed to tan without ID challenge. Prosecution follows. The staff member had never been formally trained on age verification."
Example 2: Unmanned salon periods are scheduled without considering the supervision requirements of Sunbeds Regulations
Real Scenario
"To reduce costs, you schedule extended periods with minimal staffing. An incident occurs when the single staff member is in the back office. The lack of proper supervision is highlighted in the investigation."
Time & Attendance
Tanning salons must demonstrate that trained staff were present for every session - attendance records may be required as evidence in enforcement proceedings
The Problems
Why This Matters for Tanning Salons
- Staff presence during all operating hours is not verified, creating potential periods when age verification is not being performed
Gaps in supervision allow potential under-age access, and you cannot prove staff presence during specific sessions if questioned
- Part-time staff working across multiple tanning salons have unclear attendance that complicates training and compliance verification
Staff may work shifts at your salon while their training was at another location, creating gaps in site-specific knowledge
The Solution
How Time & Attendance Helps
Digital attendance tracking with training verification at clock-in, ensuring only qualified staff can start shifts, and accurate presence records for all operating hours
Staff presence is verified and recorded, training completion is confirmed at each shift, and you can prove who was on duty for any session
Use Cases:
- • Shift clock-in with training verification
- • Staff presence confirmation for all operating hours
- • Multi-site staff tracking for training compliance
- • Break recording with coverage confirmation
- • Incident timeframe staff presence verification
- • Working time compliance monitoring
- • Payroll timesheet generation
Feature Screenshot
Time & Attendance
Real-World Examples
Example 1: Staff presence during all operating hours is not verified, creating potential periods when age verification is not being performed
Real Scenario
"Trading Standards question whether age verification was performed for a specific session. Your CCTV shows the timing, but you cannot prove which staff member was on duty and whether they were trained. Your attendance records are inadequate."
Example 2: Part-time staff working across multiple tanning salons have unclear attendance that complicates training and compliance verification
Real Scenario
"A part-time worker who usually works at another branch covers a shift at your salon. She is not familiar with your specific age verification procedures. A test purchase occurs and she fails to follow your documented process."
Training & Development
Tanning salons are specifically regulated, requiring staff training that goes beyond general health and safety - the Sunbeds Regulations create specific training obligations
The Problems
Why This Matters for Tanning Salons
- Age verification and Challenge 25 training is delivered informally, with no documented evidence of what was taught or competency verification
When test purchase failures occur, you cannot demonstrate that staff received proper training, weakening your defence
- Health information training - skin types, exposure guidance, contraindications - is assumed from general knowledge rather than formally delivered
Staff give incorrect advice that leads to client harm, with no evidence they were trained on health information requirements
The Solution
How Training & Development Helps
Comprehensive training programmes for age verification, skin typing, health advice, and equipment operation with assessment, certificate generation, and renewal tracking
Every staff member completes documented training before serving clients, competency is assessed and verified, and training records provide evidence for any enforcement proceedings
Use Cases:
- • Age verification and Challenge 25 training with assessment
- • Skin type identification and classification training
- • UV exposure guidance and contraindications
- • Health information provision requirements
- • Equipment operation and safety
- • Emergency procedure training
- • Regulatory compliance awareness
Feature Screenshot
Training & Development
Real-World Examples
Example 1: Age verification and Challenge 25 training is delivered informally, with no documented evidence of what was taught or competency verification
Real Scenario
"Following a test purchase failure, you claim the staff member was trained. Trading Standards ask to see training records. You have nothing documented. Your "due diligence" defence collapses."
Example 2: Health information training - skin types, exposure guidance, contraindications - is assumed from general knowledge rather than formally delivered
Real Scenario
"A client with skin type 1 receives inappropriate exposure advice from staff who were never trained on skin typing. She develops severe burns. Investigation reveals staff had no formal training on health advice."
HR Management
Tanning salons need to demonstrate competent staffing to enforcement bodies - organised HR records support your overall compliance positioning
The Problems
Why This Matters for Tanning Salons
- Staff files with training certificates, right-to-work documents, and references are incomplete or disorganised
When enforcement bodies request staff records, incomplete documentation creates additional compliance concerns
- References and background checks for staff working in age-restricted environments are not systematically conducted
Staff without proper vetting may be inappropriate for roles requiring trusted client interaction
The Solution
How HR Management Helps
Centralised staff file management with training certificate storage, reference tracking, right-to-work verification, and compliance documentation organisation
All staff documentation is organised and instantly accessible, training is verified and current, and files demonstrate professional HR management
Use Cases:
- • Training certificate storage with verification
- • Right-to-work document management
- • Reference collection and verification
- • Employment contract management
- • Staff photo ID for client verification
- • Performance and disciplinary records
- • Termination documentation for departed staff
Feature Screenshot
HR Management
Real-World Examples
Example 1: Staff files with training certificates, right-to-work documents, and references are incomplete or disorganised
Real Scenario
"Following an incident, Trading Standards request full staff files including training records. Your paper files are disorganised. Some training certificates are missing. The enforcement officer notes concerns about your overall management standards."
Example 2: References and background checks for staff working in age-restricted environments are not systematically conducted
Real Scenario
"A staff member is discovered to have previous convictions related to fraud involving identification documents. No reference check was conducted. Questions arise about the suitability of your hiring practices."
Risk Assessment
Tanning salons have unique hazards - UV radiation, high-powered electrical equipment, enclosed spaces - requiring specific risk analysis beyond general premises assessments
The Problems
Why This Matters for Tanning Salons
- UV exposure risks, burn hazards, and client safety considerations are covered by generic assessments that do not reflect your specific equipment and procedures
When burns or overexposure incidents occur, inadequate risk assessments demonstrate failure to properly identify and control your specific hazards
- Electrical safety, fire risks, and emergency procedures for tanning equipment are not specifically assessed
Equipment-related incidents reveal gaps in safety assessment, and fire service inspections find inadequate emergency planning
The Solution
How Risk Assessment Helps
Comprehensive risk assessment for UV exposure, equipment safety, and premises hazards with unit-specific assessments and linked control measures
Every sunbed unit has specific risk controls, exposure recommendations are documented by skin type, and emergency procedures address tanning-specific scenarios
Use Cases:
- • UV exposure risk assessment by sunbed type and power
- • Skin type-specific exposure limit documentation
- • Contraindication assessment procedures
- • Electrical equipment safety assessments
- • Fire risk assessment for tanning areas
- • Emergency procedures for entrapment and burns
- • Pregnancy and medication contraindication protocols
Feature Screenshot
Risk Assessment
Real-World Examples
Example 1: UV exposure risks, burn hazards, and client safety considerations are covered by generic assessments that do not reflect your specific equipment and procedures
Real Scenario
"A client suffers severe burns from your highest-powered unit. Your risk assessment mentions sunbed burns generically but has no specific assessment for this unit, no exposure recommendations by skin type, or contraindication screening procedures."
Example 2: Electrical safety, fire risks, and emergency procedures for tanning equipment are not specifically assessed
Real Scenario
"A sunbed develops an electrical fault and causes a small fire. Fire service investigation reveals your risk assessment does not address electrical risks from tanning equipment, and staff are unclear on emergency procedures."
Incident Reporting
Tanning salons face specific incident types - burns, overexposure, age verification refusals - each requiring documentation that may be used in enforcement proceedings
The Problems
Why This Matters for Tanning Salons
- Burns and overexposure incidents are handled at the time but not formally documented with details needed for investigation or defence
When clients later claim more serious injury or make complaints to authorities, you have no documented evidence of what occurred or what care was provided
- Age verification refusals are not logged, missing both the legal protection of documented due diligence and pattern identification for problem visitors
Persistent would-be under-age clients are not identified, and you cannot demonstrate your refusal practices to enforcement bodies
The Solution
How Incident Reporting Helps
Incident reporting for burns, overexposure, equipment issues, and a dedicated refusal log for age verification with full details and pattern tracking
Every incident is documented with complete details for defence purposes, refusals create a record of active age verification, and patterns identify equipment issues or persistent problem visitors
Use Cases:
- • Burn and overexposure incident documentation
- • Equipment malfunction reporting
- • Age verification refusal logging with details
- • Client health concern documentation
- • Test purchase incident records
- • Complaint tracking and resolution
- • Pattern analysis for safety improvement
Feature Screenshot
Incident Reporting
Real-World Examples
Example 1: Burns and overexposure incidents are handled at the time but not formally documented with details needed for investigation or defence
Real Scenario
"A client complains to Trading Standards about burns she claims were caused by faulty equipment. You remember the incident as minor sunburn from ignoring advice. You have no incident record to support your version of events."
Example 2: Age verification refusals are not logged, missing both the legal protection of documented due diligence and pattern identification for problem visitors
Real Scenario
"During a test purchase prosecution, you claim you regularly refuse under-age customers. Trading Standards ask to see your refusal log. You have nothing. Your claims of diligent age verification are unsupported."
COSHH Management
Tanning salons use products in unique ways - lotions applied before UV exposure, cleaners on surfaces clients will lie on - requiring specific safety consideration beyond standard product assessments
The Problems
Why This Matters for Tanning Salons
- Tanning lotions, cleaning products, and sanitisers are used without COSHH assessments documenting allergens and proper handling
Staff and clients are exposed to products without proper hazard awareness, and allergic reactions occur without documented product safety analysis
- Sunbed cleaning products may have specific requirements for use in enclosed spaces where clients will be exposed to residues
Clients react to cleaning product residues on sunbed surfaces, with no assessment of this specific exposure scenario
The Solution
How COSHH Management Helps
COSHH assessment system for all tanning and cleaning products with allergen identification, skin-contact considerations, and staff training on proper product use
Every product is assessed for client and staff safety, allergens are identified and communicated, and appropriate products are verified for tanning equipment cleaning
Use Cases:
- • Tanning lotion and accelerant COSHH assessments
- • Sunbed cleaning product assessments for skin contact
- • Sanitiser and disinfectant documentation
- • Retail product allergen identification
- • Staff application product training
- • Client allergy screening for product recommendations
- • Product substitution procedures for allergic clients
Feature Screenshot
COSHH Management
Real-World Examples
Example 1: Tanning lotions, cleaning products, and sanitisers are used without COSHH assessments documenting allergens and proper handling
Real Scenario
"A client has an allergic reaction to a tanning accelerant product sold in your salon. Your staff recommended it without any knowledge of allergens. You have no COSHH assessment for the product. The client sues for negligent advice."
Example 2: Sunbed cleaning products may have specific requirements for use in enclosed spaces where clients will be exposed to residues
Real Scenario
"Multiple clients report skin irritation after using a particular sunbed. Investigation reveals a staff member has been using an industrial cleaner not approved for skin-contact surfaces. No product assessment had been conducted."
Results Tanning Salons Businesses Achieve
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Shine a Light on Compliance
Join tanning salons using Assistant Manager to maintain regulatory compliance and client safety.