Current State

This page records the current Headkount scheduling process for the build phase.

Headkount schedules beauty educators for brand visits and events at retailer doors. The baseline uses operating evidence collected from July 28 through August 14, 2026.

Main finding

Scheduling is a manual record-matching process. No system holds every fact required to schedule and track the work.

Staff compare five records for each visit or event:

1. The contracted brand obligation for the door.
2. The beauty educator's eligibility and availability.
3. The retailer request or booking result.
4. The related Connecteam shift.
5. The tracker record for completed and remaining work.

CONTRACT AND DOOR PLAN
          |
          v
  SLACK AND SHAREPOINT
          |
          v
   TRACKER OBLIGATIONS
          |
          v
 EDUCATOR-FIRST PLAN
      /           \
     v             v
CONNECTEAM    RETAILER PORTAL
      \           /
       v         v
 MATCH SHIFT AND BOOKING
          |
          v
     TRACKER AUDIT

People and ownership

Role	Current responsibility
Founder and account director	Define brand goals, supported doors, cadence, and business priorities.
Operations coordination	Turn contracts and changes into tracker obligations, events, and scheduling inputs.
Scheduler	Plan the month, complete retailer actions, create shifts, and repair mismatched records.
Field leadership	Handle denied events and direct store negotiation.
Beauty educator	Complete the assigned shift and record work through the field process.

Current process

1. Operations records contracted visits, events, and door changes in the tracker.
2. The scheduler starts with one full-time beauty educator.
3. The scheduler reviews brands, doors, events, existing shifts, availability, and time off.
4. The scheduler creates permitted same-door or nearby stacks.
5. The scheduler places scarce Sephora work before flexible Ulta work.
6. The team approves the preferred schedule and fallback choices before the portal opens.
7. The scheduler completes the retailer action and creates the matching Connecteam shift.
8. The scheduler reviews the tracker and repairs every mismatch.

Systems and trusted records

Record	What it controls
Contract and door plan	Purchased work, supported doors, cadence, and event commitments.
Slack and SharePoint	Brand intake, door changes, event details, and operating messages.
Tracker	Required work, scheduling progress, remaining obligations, and final schedule audit.
Connecteam	Beauty educator assignments, availability, time off, shifts, and scheduled hours.
Retailer portal	Exact retailer availability and the retailer's booking or request result.

The systems do not share one transaction identifier. Staff match records by brand, door, beauty educator, date, time, and visit type.

Core scheduling rules

• Use only beauty educators approved for the brand and door.
• Fill full-time beauty educator schedules before part-time schedules.
• Give each full-time beauty educator at least 32 scheduled hours each week.
• Assign no more than four brands to a part-time beauty educator.
• Assign no more than six brands to a full-time beauty educator.
• Do not schedule the same brand at the same door twice in one week.
• Stack two compatible visits at one door or within a ten-minute walk.
• Do not require driving between stacked visits.
• Do not place two skincare brands in one stack.
• Plan Sephora work before flexible Ulta visits.
• Count events against the same beauty educator capacity as regular visits.
• Treat an approved event as a replacement for one regular visit at that brand and door.
• Plan contracted hours without the former ten-percent buffer.

Results and record repair

A retailer action produces a confirmation, a sent request, a pending result, a denial, or no available slot. A sent request is not a confirmation.

Normal repair work includes edits, cancellations, rescheduling, portal access problems, tracker errors, and beauty educator changes.

The scheduler updates every affected retailer record, Connecteam shift, tracker row, and remaining obligation. A cancellation returns the related obligation to scheduling.

Main pressure and risk

• Staff enter and compare the same information in several systems.
• Portal slots can disappear while staff complete manual work.
• Free-text notes hold many scheduling rules.
• Pending, cancelled, and changed records can lose alignment.
• A booking without a matching shift creates an incomplete schedule.
• A shift or booking does not prove that the visit occurred.
• Retailer credentials and private personal data require controlled access.

Scope and evidence

This analysis covers schedule preparation, retailer action, shift creation, and record repair. Actual visit completion occurs after scheduling and is outside this analysis.

The evidence includes five meeting transcripts, four screen recordings, tracker files, workbooks, and system comparisons. Together, these sources define the current build baseline.