If you’ve been juggling all the things—client communication, employee issues, cleaning closets, fixing the online booking system, and somehow still giving massages—there comes a point where something’s got to give.
Maybe you’ve asked yourself:
“Do I really need a manager?”
Or more likely…
“Can I even afford a manager?”
Let’s talk about it—because waiting too long to hire a manager can slow down your business, wear you out, and keep you stuck in the weeds.
Here’s how to know when it’s time.
First, what even is a studio manager?
Not every business calls it the same thing. Some call it a front desk lead. Others say office manager, clinic coordinator, or operations assistant. But in most massage businesses, a studio manager is the person who:
- Keeps the day-to-day running
- Supports your team and handles minor conflicts
- Makes sure the front desk doesn’t fall apart
- Answers questions you shouldn’t be getting in your inbox at midnight
- Protects your time and energy so you can work on the business—not just in it
Think of them as the person who helps hold everything together… so you don’t have to.
The problem: Most massage business owners wait too long
What usually happens is this: you’re growing, things are going “well enough,” and it feels easier (or cheaper) to just do it yourself.
Until suddenly you’re the bottleneck.
- Your team is texting you all day for little things.
- You’re responding to emails between clients.
- You’re constantly interrupted and can’t think straight.
- You’re stuck in reactive mode, and everything feels urgent.
If this sounds familiar, you’re already paying the price—just not in dollars. You’re paying in time, stress, and capacity. And at some point, it’s not sustainable.
When is the right time to hire a studio manager?
Let’s break it down. Here are the signs it’s time to start seriously considering it.
1. You’re managing more than 8-10 people
Once you hit a small team size, managing becomes a full-time job. You might not feel it at first—but the mental load adds up. You’re fielding questions, solving problems, and being the default decision-maker for everyone.
This is a sign you need a manager to help shield you from the day-to-day.
2. Your business is consistently doing $25K/month or more
At this revenue level, you likely have the cash flow to support a manager—at least part-time. More importantly, not hiring someone is probably slowing you down.
A good manager pays for themselves through increased retention, better team performance, and giving you the freedom to grow.
3. You’re the default person for everything
Do staff and clients go straight to you with every question or complaint? Are you the go-to for scheduling, supplies, and all the “little things”?
If you’re constantly in the loop for stuff you shouldn’t be in the loop for, you’re overdue for a manager.
4. You can’t take a real vacation
Not a “vacation” where you check your phone and answer calls the whole time. A real vacation—one where the business still runs without you.
If your business falls apart when you step away, it’s a sign that you’re the glue—and that’s risky.
A manager helps you step away without everything breaking down.
5. You feel burnt out but don’t know what to let go of
You’ve delegated what you can, but you’re still maxed out. And you’re wondering:
“What would I even give a manager to do?”
That’s exactly why you need one. A good manager doesn’t just wait for instructions—they take ownership, fix broken systems, and handle the daily chaos so you can breathe again.
Common objections (and why they’re keeping you stuck)
“I can’t afford a manager yet.”
Hiring a manager doesn’t mean a $70K/year salary right away. Many massage studios start with a part-time role—10–20 hours a week—with a clear path to grow.
Start small, and build the role over time. The goal is to buy back your time so you can focus on higher-leverage tasks: hiring, marketing, growing the business.
“No one can do it like I do.”
That might be true—but someone can do it well enough. And honestly, clinging to that belief is one of the things that’s keeping you stuck in the weeds.
Your job as the owner is to lead, not to be the hero who does it all.
What to do before you hire
Here’s what to have in place to set your future manager up for success:
- A list of tasks you want to delegate or get off your plate
- Some basic SOPs (they don’t have to be perfect—just start)
- Clarity on what outcomes you want them responsible for (ex: retention, schedule coverage, team support)
You don’t need everything figured out to get started. But the clearer you are, the smoother the transition will be.
What happens after you hire one
This is the part that no one talks about:
- Things will get easier—but also a little messy at first
- You’ll need to learn how to let go
- You’ll have more time—but also need to figure out what to do with it
But once it clicks? It’s a game changer.
You go from running yourself into the ground to actually leading your business. You go from solving everyone’s problems to building a business that solves problems on its own.
You go from being stuck… to being the CEO.
Final thoughts
If you’re asking, “Is it time to hire a manager?” the answer is probably yes.
Because if you were fully supported…
If you had someone running the day-to-day…
If you weren’t holding everything together with your own two hands…
You could finally grow, scale, rest, lead—and build a business that doesn’t require you to be in crisis mode to function.
Start small. Get clear on what you need. And take the leap.
Your future self (and your nervous system) will thank you.
