Cloud 9 Managers

Hiring Front Desk Team

8 min read

  • Hiring Contact, [email protected]
  • Key takeaway: Successful hiring depends on clarity, decisiveness, and momentum. Spending more time does not lead to better results, moving quickly on the right candidates does.

Reviewing Resumes

Work History

Good Experience

  • Previous spa experience
  • Non-related front desk experience
  • Restaraunt Host
  • Tutoring (Kumon)

Not a Good Fit

  • Storage facility attendant
  • Security guard
  • Housekeeping
  • At home caretaker

Scheduling Initial Interview

Be Clear and Decisive with Logistics

  • In the first indeed message, ask them to text you their earliest availability and email address to schedule a Google Meet calendar invite.
  • Keep communication in Quo to reduce delays and confusion. Do not message back and forth between Quo and Indeed.

Initial Interview Message on Indeed

Hi [NAME],

Thank you for your interest in our Front Desk position.

Please text [PHONE] with your name, the location you applied for, email address (for a Google Calendar invite), and your earliest availability to set up a 10 minute video call.

We are moving quickly with hiring and scheduling interviews on a rolling basis, so we hope to connect with you soon.

We look forward to speaking with you!

- [NAME]

Initial Interview

Keep It Short

Limit the first call to 5 minutes. The goal is a quick intro and basic alignment, not a deep interview. Avoid doing most of the talking; allow the candidate to speak so you can better assess their communication style and fit.

bAsk the following questions within the 5 minutes

  • Can you briefly talk about your past experiences/positions?
  • Confirm that shift availability aligns.
  • Ask how far they live from the location. If they live 30+ mins away, it is likely not realistic.

Trust Instincts Early

  • You can usually tell quickly if a candidate has the right warmth, professionalism, and communication. Don’t waste time on candidates you are passing on.

Strong Candidates

If the candidate shows strong potential, extend the call by another 10–15 minutes to share details about the role and the company. Use this time to highlight why Cloud 9 is a great place to work. Remember, strong candidates have options.

Schedule the On Site Meeting

  • EA: View the on site manager’s calendar and schedule the final interview asap before ending the call.

Ask when they are soonest available to come in for an on-site meeting and initial training. Explain that this visit is an opportunity for them to see our environment and work culture in person, and for both sides to determine if it’s a good fit.

Let them know you will send a 1-hour training link for them to complete before they arrive. This will set them up for success in learning our booking system. Also communicate that the on-site meeting and training time will be paid.

Who is a Strong Candidate?

  • Strong candidates are dependable, guest-focused, comfortable with technology, and able to stay calm and professional in a fast-paced environment.
  • Candidates should speak responsibly about previous employers (no excessive blaming or negativity).

Hire for Attitude First, Skills Second: Front desk skills can be taught relatively quickly. Warmth, reliability, and communication cannot. If someone sounds positive, engaged, and coachable, that’s often more valuable. However, candidates who struggle with basic technology are not a good fit for this role.

Professional Presentation Matters: Candidates should appear clean, well-groomed, and professional. As the first point of contact for guests, the front desk represents the spa and sets the tone for the client experience. A lack of attention to personal appearance and self care is a valid concern and may indicate how they will carry themselves on the job.

Tips on Hiring Successfully & Quickly

Create Urgency (without pressure)

  • Let candidates know early that you are hiring quickly. This helps strong candidates commit sooner and filters out indecisive ones.

Limit Interview Rounds

  • Front desk roles do not need multiple rounds. Too many steps slows hiring and is unnecessary.
  • Conduct 1 initial screening call + 1 final interview with the on side manager. (EA)

EA: Final Interview Expectations

The EA is responsible for screening and identifying strong potential candidates. Only invite candidates to a final interview if you are confident they are hire-ready and likely to be a good fit for the local manager.

  • Final interviews should be limited to 3 top candidates. Inviting more than this typically indicates that the initial screening was not selective enough.
  • The goal of the final interview is confirmation, not exploration. Quality over quantity.

Close the Candidate

Don’t assume they’ll say yes. Ask directly: “Is this something you’d like to move forward with?” Share why you think they’d be a great fit, candidates often need reassurance just as much as we do.

  • For each open position, invite 2–3 candidates for on-site interviews, as some may ultimately not move forward due to changes in interest or fit.

Documentation (EA)

Don’t Over-Document

  • Take notes only on the 2–3 strong candidates you’re seriously considering for the final interview.

Maintain Team Visibility and Momentum

  • Track starting and ending applicant count on Indeed in your work journal.
  • Be prepared to share your Google Calendar to show interviews conducted.

Interview Questions for Receptionists

Tip: these questions are for your reference. Ask more if you feel candidate with positive impression, make interview as short as possible if you don’t think it’s a good fit. tell them that hiring manager will reach out if they want to move forward, and mark as reject right after interview.

ASK

  • Tell me what you learned from your last job
  • Did you enjoy it?
  • What was the goal for your last position and how did you achieve it?
  • What’s the supervisor’s comments on your work?
  • Why are you interested in the Spa Receptionist job?
  • Is your availability reliable?
  • How can you contribute to customer service, communication and marketing?
  • How do you deal with difficult customer, co-worker?

WHAT WE ARE LOOKING FOR

  • Great communication & friendly personality
  • Taking initiatives
  • Contribute ideas for improvement
  • Systematic and organized
  • Helping each other

JOB RESPONSIBILITIES

  • Check-in, Check-out & collect payment
  • Make customer feel welcomed and come back
  • Participate & Contribute to company program to grow the business

WATCH FOR

  • Eye contact
  • Confidence
  • Active Thinking
  • Taking Initiative
  • Being organized and prepared
  • Get along with team
  • Communication clarity

Onboarding

Once hired, onboarding follows the published front desk material: Front Desk Training Schedule.

Send a follow up text with on site meeting details.

Hi —
It was a pleasure speaking with you today!
If you’re able, please complete the following readings/videos before your first day. We estimate it will take approximately 1 hour to complete:
MyTime Video Tutorials & Articles
Onsite Meeting / Initial Training:
Date: Monday, 01/19
Time: 12:00 PM – 4:00 PM
Training Location:
2511 W. Holcombe Blvd. Suite B Houston, Texas 77030
If you have any questions, you can send me a message at any time. We look forward to meeting you soon!

Front Desk New Hire

1st Email: Onsite meeting & Initial Training

  • Hi _____,

The next step in the interview process is your on-site meeting and initial training, scheduled for _____ from _____ to _____. This step is an opportunity for us to get to know each other better and ensure it’s a great fit on both sides.

To help you prepare, please take some time to review the materials and video tutorials provided MyTime Video Tutorials & Articles. The tutorials are estimated to take approximately 1 hour, and both this preparation and your training will be paid.

  • Following your on-site training, we will connect with you regarding next steps.
  • We appreciate your time and effort in preparing for this opportunity and look forward to meeting you!

2nd Email: 1 Week Follow Up

  • Hi _____,
  • Great job this week! You’ve completed your training and are now ready to work independently.

During the next week, please finish reading all remaining training resources linked here [link needed — this pointed at a Workflowy page that is going away] during your shifts. We also recommend reviewing each of the five days of scheduled training material in Workflowy to ensure everything is fully understood. If you have any questions, don’t hesitate to ask in your local group.

Please note the following

  • Our dress code is business casual, and overly casual wear is not permitted. Be sure to wear your name tag during every shift.
  • Cell phones must be kept put away and are not allowed on the counter. We maintain a zero-tolerance policy regarding cell phone use during working hours.
  • We’re excited to have you on our team and look forward to seeing you grow with us!
Search