HR & Policies
Master PALOMA's attendance, time off, dress code, call-off procedures, and pay structures. These guidelines exist to protect your team, our guests, and our business. Know them, own them.
Quick Reference — Most Asked Policies
AttendanceText ALL members of the management team at least 4 hours before your shift if you cannot come in. You are late if you clock in 5 or more minutes after your scheduled start time.
TipsCash tips are collected at the front desk at the end of your shift — provide your initials to log receipt. Credit card tips are processed through payroll automatically.
Dress CodeWhites, off-whites, tans, browns, and black only. Natural, bohemian, and polished. No prints or patterns. Barefoot, sandals, or natural material flats.
Wellness PerkTeam member benefits and perks are governed by the Trade & Wellness Perk Policy. Full details are in the policy document embedded in the section below.
Time OffSubmit planned time off requests in Sling at least 4 weeks in advance. Blackout dates (no time off): Valentine's, Mother's Day, Thanksgiving, and all December weekends.
DiscountsThe full Discounts & Waiving Fees Policy — including in-bounds offerings and scripts — lives in the Guest Engagement module.
Culture First
PALOMA holds its associates to the same standards of care that we hold for our guests. These policies exist not to restrict you, but to protect the team, the guest experience, and the business. They're designed with intentionality and are rooted in respect for everyone who works here.
Our Commitment to You: You are part of the PALOMA family. These policies create the container that allows us to take care of each other—physically, professionally, and emotionally. When everyone shows up on time, honored, and present, we can do our best work together.
Whether you're an Experience Guide, a Healer, or part of our leadership team, your presence matters. Your reliability matters. Your integrity matters. As you read through this module, approach these policies as agreements you're making with your teammates and our guests.
Attendance & Punctuality
- Service Providers: arrive 15 minutes before your first scheduled client
- All other associates: arrive 5 minutes before your scheduled shift start time
- Upon arrival, find the Manager on Duty (MOD) for any important downloads that might impact your day or the guest experience
- You are LATE if you arrive 5 minutes past your scheduled shift time
Why This Matters: Our guests check in and out at the top and bottom of the hour. Arriving 5 minutes before your shift allows you to be ready to seamlessly integrate into your role and support the team around you.
Consequences of Repeated Tardiness:
- First occurrence: Conversation with manager
- Second occurrence: Written warning
- Third occurrence: Could result in termination
Back Door Access: With the exception of Associates who are opening and closing the building, all Associates must enter and exit from the front of the building. Using the back door during business hours is prohibited, unless you are escorted by a Manager or Key Holder.
PALOMA uses Sling to track Associate hours and to process payroll. Associates are expected to clock in and out for scheduled shifts AND breaks.
- Clock in when you arrive for your shift
- Clock out for breaks
- Clock back in after breaks
- Clock out when your shift ends
If You Miss Clocking In or Out:
- Contact your Manager immediately
- Note the missed clock in/out in Sling the same day
- Manager will make manual adjustments if needed
Important: If a break clock in/out is missed, your timesheet will automatically be adjusted to account for the scheduled break unless you note otherwise.
Break Policy
Associates working 5 or more hours are scheduled for unpaid breaks during each shift. Break length depends on your shift duration.
| Shift Length | Break Duration | Type |
|---|---|---|
| 5–6 hours | 30 minutes | Unpaid |
| 7+ hours | 60 minutes | Unpaid |
- Break times are directed by the Manager on Duty (MOD). Do not choose your own break time.
- Any adjustments to your scheduled break require approval from a Manager or Key Holder
- If you miss clocking out for a break, your timesheet will automatically adjust for the scheduled break
Time Off Policy
PALOMA offers two types of time off: Planned Time Off (vacation, personal time, rest) and Unplanned Time Off (illness, emergency, unexpected circumstances). Each type has different requirements and limits.
Request Requirements:
- Submit via Sling at least 4 weeks in advance
- Only one Associate's time off per day is approved without additional coverage (first-come, first-served basis)
- You must have accrued the hours in your annual budget
Annual Planned Time Off Budget
Based on weekly hours scheduled:
| Weekly Hours | Annual Days Off | Unplanned Shifts Allowed |
|---|---|---|
| 40 hours/week | 20 days | 2 shifts/year |
| 30-39 hours/week | 16 days | See unplanned limits |
| 25-29 hours/week | 13 days | See unplanned limits |
| 20-24 hours/week | 10 days | See unplanned limits |
| 15-19 hours/week | 8 days | See unplanned limits |
| 10-14 hours/week | 5 days | See unplanned limits |
| 9 hours or less/week | 2 days | See unplanned limits |
If Your Request is Denied:
- Find another Associate who can cover your shift
- Notify your Manager who will be covering
- Resubmit your time off request
Can I Exceed My Time Off Budget? Yes, if your request can be accommodated without disruption to scheduling. If coverage is needed, your request will be denied and you'll need to either show up or find coverage.
When You Need to Call Off:
- Notify ALL members of the management team via text
- Do this at least 4 hours before your shift starts
- Try to find coverage if possible
Annual Unplanned Time Off Limits
Based on your scheduled weekly hours:
| Employment Level | Weekly Hours | Annual Limit |
|---|---|---|
| Full Time | 30+ hours/week | 8 shifts/call-offs per year |
| Part Time | 20–29 hours/week | 6 shifts/call-offs per year |
| Part Time | 10–19 hours/week | 4 shifts/call-offs per year |
| Part Time | 9 hours or less/week | 2 shifts/call-offs per year |
Blackout Dates (No Time Off Allowed): Valentine's Day weekend (Fri/Sat/Sun) · Mother's Day weekend (Fri/Sat/Sun) · Thanksgiving weekend (Fri/Sat/Sun) · All December weekends (Fri/Sat/Sun)
Need Off on a Blackout Date? If your request can be accommodated without coverage disruption, it may be approved. If not, you must either show up, find coverage, or pick up another day within that blackout window to offset the request.
Eligibility:
- 1+ year tenure with PALOMA
- 1,250+ hours worked (approximately 24 hours/week average)
What's Covered:
- Birth of a child
- Adoption of a child
- Serious illness or medical injury
Leave Duration: Up to 12 weeks unpaid leave of absence
Requirements:
- Notify Management in advance when possible
- Provide a doctor's note where applicable
PALOMA is Closed:
- July 4th
- Thanksgiving Day
- Christmas Day
- New Year's Day
- Quarterly Cleaning Days (3rd Monday of January, April, July, October — subject to change)
Modified Hours:
- Christmas Eve: Close at 4:00 PM
- New Year's Eve: Close at 6:00 PM
📋 Hourly Team — Attendance & Time Off Policy
Full policy document for hourly (non-service provider) team members.
📋 Service Provider — Attendance & Time Off Policy
Full policy document for massage therapists, estheticians, and all service providers.
Pay & Tips
Your pay rate is outlined in your offer letter. Your pay rate is confidential — do not discuss your salary with coworkers. This protects everyone's privacy and dignity.
Service Providers receive cash gratuities at the end of each shift. Follow this process:
- Collect cash tips from guests at end of your service
- Pick up your tips at the front desk
- Provide your initial to log receipt
Credit card tips are processed through our payment system and added to your paycheck automatically.
Pay Cycle: Saturday – Friday
Paydays: Every other Friday
Access Past Pay Stubs:
- Log into the Gusto app (download from your phone's app store)
- Go to "More" tab
- View all historical pay stubs
W-2s: Also available on the Gusto app
Trade & Wellness Perk Policy
The full policy document below outlines the rules and guidelines around using your PALOMA benefits and perks.
Style Guide & Dress Code
We're a culture built on first impressions. We see our entire team as brand ambassadors, and the dress code reflects the art you bring to your craft: a holistic, natural, warm, simple look.
The PALOMA Aesthetic: Natural, Bohemian, Sophisticated
- Barefoot or sneakers
- Jumpers, khakis, neutral tops
- Scrubs (service providers)
- Clean, well-fitted clothing free of holes, tears, or wear
Wear: Whites, off-whites, shades of tan and brown, black
Do NOT wear: Prints or patterns of any kind
Why Neutral? A neutral color palette is versatile and professional, allowing you to create coordinated looks that feel polished and intentional. It also keeps the focus on our guests and the PALOMA experience.
Overall Vibe: Relaxed, flowy, bohemian, yet polished. Effortless yet refined.
Tops Must:
- Cover the back
- Cover the tops of shoulders
- Cover the stomach
Do NOT wear:
- Halter tops
- Spaghetti straps
- Low-cut or crop tops
- Shorts or capris
- Yoga pants or leggings (unless paired with a tunic)
- Tank tops or workout attire
Approved Fabrics: Natural fibers such as cotton, linen, silk, wool, and hemp. Also high-quality synthetic blends known for durability and professional appearance.
Approved Textured Materials: Crochet, lace, or embroidered details are welcome.
Do NOT wear: Denim (Exception: white or off-white denim is acceptable)
Why Quality Matters: These fabrics provide comfort, adequate air circulation (especially for our massage therapists), and convey professionalism and care for your presentation.
Accessories: Natural or bohemian-inspired jewelry, scarves, and hats are encouraged. Use them to add personalized, artful touches.
Footwear Options:
- Sandals
- Espadrilles
- Natural material flats
- Barefoot (always allowed!)
Clothing and grooming styles dictated by religion or ethnicity are ALWAYS exempt from this dress code. Speak with your manager if you have any questions. We celebrate diversity and respect all cultural and spiritual practices.
📋 Service Provider Style Guide
The full visual style guide below is specific to service providers — covering color palette, fabrics, silhouettes, layering, footwear, and a capsule wardrobe reference.
Team Meetings & 1:1 Check-Ins
Frequency: Every other month
Attendance: Mandatory for all team members
Pay: Paid at your hourly rate
Why Team Meetings Matter: These gatherings keep us aligned, celebrate wins, address challenges, and reinforce our culture. Your voice and presence matter.
Frequency: Every other month during your scheduled shift
Format: One-on-one conversation with your manager
Pre-Meeting: You'll receive an electronic questionnaire in advance to reflect on your experience
Purpose: Performance feedback, growth opportunities, career development, and relationship building.
Key Takeaways
Before moving to Module 7, make sure you can answer:
- What time must you arrive for your shift, and what's the consequence of being late?
- How do you clock in and out, and what should you do if you miss a clock in/out?
- What are the break lengths for 5–6 hour shifts vs. 7+ hour shifts?
- What is the 4-week advance notice requirement for, and what is the difference between planned and unplanned time off?
- How many annual planned time-off days are you entitled to based on your weekly hours?
- What are the blackout dates, and what are your options if you need time off during them?
- What are the six impacts of a therapist call-off that managers must mitigate?
- What does the dress code mean by "barefoot bohemian," and what fabrics are approved?
Up Next: Module 7 covers PALOMA's Private Events Handbook — the 17 signature and milestone experiences we offer, mocktail menu, setup standards, and execution checklists. You're doing great.