Are Administration Tasks Occupying Too Much Of Your Time?

Congratulations! You have achieved the dream of opening your own gym or personal training facility. Your initial marketing campaign was such a success that your membership numbers have gone through the roof and many of your fitness classes are oversubscribed. It all sounds wonderful, however, as your business grows unfortunately so does the administration and tasks. Administration tasks that can take you away from offering first class support to help your members achieve their fitness goals. It’s great to be kept busy by clients on the increase, signing up and joining classes but there is a price to pay if it all becomes too overwhelming. The wheels of progress can collapse in two ways:

1) The administration tasks become overwhelming and this results in mistakes.
- Too many clients turn up for a class due to incomplete bookings for previous clients, resulting in a double booking and therefore not enough space for everyone.
- So either you allow everyone to participate anyway – even though there are too many clients - resulting in a cramped, stressful environment. Or you have to turn away some clients even though you were meant to have booked them in – and again they’re stressed,
- Or maybe you’re letting clients in without a package by mistake so they are attending classes without sufficient monitoring. So clients end up coming to classes without paying. There was frequent rescheduling but the action wasn’t sufficiently monitored enough so the class ends up being surprisingly empty.

2) The other scenario is you’re on top of the administration tasks but it's taking you forever and stopping you from actually leading those fitness classes or guiding your members to reach those fitness goals you helped them set when they joined your facility.

In the April edition of Gym Owner Monthly Magazine, Gym Owner of the month – Nick Pugliese from Bornefit – listed one of the main reasons for the success of his new facility is because they know their members on a personal level and create a family atmosphere within the gym that urges people to come and train.

However, it is possible to be up to date on your admin without it taking over your life while still engaging with your customers and ensuring they feel welcome at all times. If you give clients a way in which they can book their own classes or personal training sessions online, or through a mobile app, then they are in total control of scheduling themselves. Not to mention all of that time spent in administration tasks is now back on your side for however you see fit!

Using EZFacility’s self-service module or branded mobile app can get you there. Our clients can see what classes you are offering, how many spaces are available based off the maximum class numbers that you set and book into the ones that suit them. When a class is full, it’s full – no double bookings! No crammed classes!

You may be thinking how a ‘family feel’ of a facility stays intact if clients are not engaging with anyone when they are making a class reservation? Well, with the branded mobile app you can share facility information, photos and videos to keep your clients informed as well as sending “Push Notifications” to update clients about class availability, recent news, events and more. Keeping that family feeling 24/7 rather than whenever members pop in. Furthermore, you can create virtual coupons and market current promotions to your clients. What better way to keep engaged with your clients in the modern day at any given time!

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