Running more than 200 group exercise classes across three sites every week presents challenges, especially when superstar instructors fall ill or take a holiday. Stephen Turner, Director for the Reynolds Group, a seasoned professional with experience across public, private and golf hospitality, understands these challenges only too well.

“A stretch class is never a great alternative for yoga and we would consistently receive complaints when our specialist freelance instructors had to be substituted by our employed instructors,” says Turner.

After adopting CoverMe, a digital platform that simplifies group exercise management for clubs and instructors, these complaints became a thing of the past.

“Finding cover was a daily issue; taking up a significant amount of admin time – approximately 24-hours a week across our three sites. Since introducing CoverMe in November 2023, we haven’t had a single complaint about group exercise. The technology has allowed us to restructure so individual clubs are responsible for finding their own cover, which has saved valuable time and resources,” says Turner.

Ellie Morgan, Head of Fitness and Group Exercise, previously spent 40 hours each week managing group exercise across the group. With the introduction of CoverMe, she now enjoys a more member-facing role, teaching an additional eight hours of classes on-shift, overseeing fitness and group exercise and helping to grow the business.

“As a result of the restructure, we’ve made savings of around £28,000, which we are reinvesting in member services, such as adding new classes,” he says.

CoverMe revolutionises the way fitness professionals manage group exercise classes, providing the ability to source the best freelance exercise instructors in just three steps and less than 30 seconds.

Turner highlights the app’s impact during one of the most operationally challenging times of the year between Christmas and New Year.

“We used CoverMe to find an instructor to take a holistic class at The Retreat, where our Day Pass costs £65 per guest. Two members of the public paid to trial the club. They took the class and both converted to full membership because of the fantastic experience they’d received. That’s two 12-month memberships paid in full generating £2,600, which demonstrates the return on investment CoverMe is generating across all departments.”

Easily accessible and all in one place

Prior to CoverMe, the Reynolds Group managed the process of finding cover manually using different WhatsApp groups for each site. Turner says: “CoverMe is the only thing we now use for finding cover instructors. It’s compulsory and will be part of the self-employed agreement going forwards because it’s so great for organisation and compliance, as well as networking and clearer communication. Previously I would have to read about 40 WhatsApp messages to work out who was covering a class. With CoverMe I don’t have to do that.

“Everything is in one place and easily accessible. Being able to cross reference class cover with the relevant invoices streamlines our procedures and ensures the accounts are correct, which is fantastic.”

The app’s unique QR code system enables instructors to scan in at the club, so managers can track who is in the building. It produces class cover reports and generates automatic, accurate invoices to save further time and administration, and can also be used to find new permanent instructors to take group exercise classes, something the Reynolds Group has successfully achieved.

CoverMe’s Chief Operating Officer and the app’s onboarding manager facilitated a smooth integration process for the Reynolds Group. Turner explains: “The team ensured that both management and instructors were comfortable using the app. There were some minor teething issues, especially among instructors less confident using new technology, but with Beverlee and Edith’s support we easily overcame these.”

Now fully operational, the app has reduced the burden on general managers and front of house teams and has also allowed employed staff to earn additional income.

“Staff are more happy to volunteer to take regular classes off-shift, knowing if they are ill or something comes up, they can easily find class cover,” says Turner.

Desktop version helps present more professional front

CoverMe has also improved communication and workflow for the customer-facing teams. Turner says: “The solution has improved the team’s confidence dealing with member enquiries. The desktop version means staff aren’t glued to their phones on WhatsApp, while reception staff can easily see what’s going on and reassure members about who’s covering a class.
 
“We still have to make some last-minute cancellations, but since launching the app we’ve covered approximately 80% more classes than normal, and haven’t had to deal with any escalated complaints. I would recommend the app to operators managing employed and freelance instructors who are bogged down with messages, cover requests and group chats. It’s great for your network to be in one place.”

Despite initial concerns about losing instructors to other clubs, the opposite has been true.
“Instructors have referred the CoverMe app to other clubs they work with because it makes their lives so much easier, which simply broadens our network of instructors. Our freelance instructors work for themselves, but we treat them well so they are very loyal,” says Turner.

“CoverMe has more than lived up to our expectations. It has improved the work-life balance of management and instructors, both employed and self-employed, helping them as much as us. We’ve said goodbye to Excel call lists and hello to digital and a brand-new community of likeminded clubs and instructors. It’s a solution-based app that does exactly what it says on the tin, and if I ever move companies it would be one of the first things I would take with me.”

As an instructor with more than 20 years’ experience under her belt, Syreeta Stracey knows only too well the struggles of finding cover when she’s unwell or a holiday means she cannot take her regular classes. Being introduced to the CoverMe app has changed that.

“The ease of finding cover when I need it has been such a blessing. I don't have to worry about finding the cover myself, as I did before, I just post the classes that need covering on the app and go and enjoy my time off. CoverMe does the rest. It’s so much less stressful.”

Syreeta has been an instructor at Studio Society in London since the club opened in 2017, where she teaches Zumba and Strong Nation, as well as indoor cycling, strength training, Yoga and a raft of other classes.

She says: “I love the community we have built at Studio Society over the last six years. The members are amazing and I've been lucky enough to create a lot of strong friendships, which I will be forever grateful for. I don't have a favourite class. When I teach I feel blessed and happy in that moment and think this is my favourite class, but then I go and teach another class and feel the same way.”

Syreeta has danced and taken part in competitive sports since childhood. Determined to work in the industry, she trained in a range of disciplines to teach multiple classes. Now a high-profile fitness professional, Syreeta has been a master trainer for various dance and fitness programmes, training students to become fitness instructors, and is currently a presenter for Zumba and Strong Nation (formally Strong by Zumba), showcasing them on stage at national and international fitness events. She also teaches sport to children with disabilities. 

In addition to allowing Syreeta to enjoy some well-earned downtime, without the stress of souring replacement cover herself, CoverMe helps freelance group exercise professionals like Syreeta to maximise their income. Free to download, the app allows instructors to find work when and where they want by raising their profile with gyms, studios and clubs in locations that suit them. CoverMe sends personalised class cover notifications direct to instructors’ mobiles – all they have to do is hit a button to accept and earn more by teaching more of the classes they love.

"Before CoverMe, I found work via other instructors, social media platforms and WhatsApp groups. Being part of the CoverMe community has increased my earning potential. It's comforting to know that if extra work comes up I can choose to apply or not. Extra work means extra money, and if I do more training courses or become qualified to teach other classes I can add these to the app and get even more offers of work – so my potential income is uncapped,” she says.

Syreeta’s advice for other instructors looking to raise their profile is don’t hold back. The more information you can provide, the better: “Employers will always look at your profile when you apply for a job at their fitness facility via CoverMe, so the more detail you have on your biography, including pictures and videos of you teaching the class they’re looking to cover, the more likely you are to get the work.”

In 2020, 36-year-old Aparna started teaching yoga in her home country of India, following a successful 10-year career as an actress and model and a two-year stint as a flight attendant with Qatar Airways.

She explains: “As an actress and model I worked with some renowned names, but when opportunities became slower in 2017 I got a little restless and joined Qatar Airways in order to travel.

“I visited about 50 different countries around the world before coming back to Mumbai to start my yoga teacher training courses, almost four years ago now.”

10 months ago, Aparna moved to London with her husband, the comedian and actor Aadar Malik, and was keen to continue teaching yoga, as well as her modelling journey.

She says: “I reached out to studios to find work, and started teaching a few times a week at different venues near to my home, where I was also introduced to the CoverMe app.

“The best thing CoverMe has done is secure me a regular teaching job. I started using the app to find cover classes and went on to get a permanent class at a local studio, which I’m thrilled about. I also became one of the faces of CoverMe, securing one of my first UK modelling assignments through the app.”

Showcasing qualifications
Aparna is deeply invested in her teacher training, having dedicated 500 hours to different courses, including a Yoga Sutra course with India’s prestigious Kaivalyadhama Yoga Institute & Research Center.

She is certified in Trauma Informed Yoga and teaches Vinyasa flows, Hatha flows, Slow flows, Power Yoga, yoga and meditation, as well as breathwork and meditation.

She has also completed a certified course on Samkhya philosophy; the base philosophy of yoga. But her biggest passions are leading Chakra Yoga, breathwork and meditation and Yoga Nidra sessions.

She says: “The most important thing for me was the ability to add all my training certificates to the CoverMe app. I'm proud of my qualifications and want to showcase them to make me stand out from the crowd”.

Aparna believes her strong bio also helped her get noticed by club managers.

She explains: “I listed my styles of teaching, areas of expertise and the things I’m most passionate about in my CoverMe profile to give potential employers a good idea of who they would be hiring.”

This, along with lots of images showing Aparna teaching, proved a winning formula, helping her to find regular work teaching the classes she loves within months of arriving in a new country.

A series of new research projects have shed light on the significant challenges faced by leisure operators and group exercise instructors in finding short-notice cover for classes, as well as its impact on members.

One study, conducted by Leisure-net Solutions on behalf of on-demand group exercise cover app, CoverMe, finds that sourcing high-quality freelance cover when instructors fall sick or are absent is one of the most significant challenges faced by club managers. The task not only consumes hours each week but often results in class disruption and cancellations, which are detrimental to both operators and their customers.

Another survey conducted by EMD UK found that group exercise instructors avoid taking time off due to the stress of finding cover, with almost a quarter of instructors (24%) juggling up to seven different WhatsApp and social groups for the different classes they teach.

According to Leisure-net’s Operator Report, a staggering 63% of leisure operators offering group exercise programmes reported spending valuable time each week trying to source replacement instructors to cover classes and prevent cancellations that would disappoint their customers. Even more concerning, nearly one-fifth of operators (17%) said they have to allocate time every single day to find class cover.

Despite their best efforts, operators often face difficulties in securing adequate replacement instructors, leading to unavoidable class cancellations or changes. In fact, 41% of operators are forced to cancel or change their group exercise classes every week due to their inability to find suitable cover.

The impact of disrupted and cancelled classes are far reaching. Researchers also surveyed individuals who had participated in group exercise classes within the last six months and found that a third (33%) regularly or quite often experienced disruptions or cancellations to their classes. As a result, 36% of participants stated they would not recommend a club to a friend if they encountered frequent disruptions to the group exercise timetable, while 16% said they would cancel their club membership altogether.

Very often, finding class cover falls to the instructor themselves in the event of illness or holidays. This means calling in favours from their instructor colleagues or posting messages in WhatsApp and other social groups, all of which is very time-consuming. As a result, more than half (54%) of instructors say they simply avoid taking time off, while half (49%) say they find the process stressful.

Failing to find cover has significant implications for instructors. In most cases, classes are simply cancelled causing instructors to lose income. Beyond this, many instructors worry that failing to find class cover risks letting participants down, losing customers and damaging their reputation.

Sue Wilkie, Head of Instructor Support at EMD UK says: “It’s hardly surprising that group exercise instructors feel so stressed about finding cover for their classes when they are sick or go on holiday. Research shows that half of instructors regularly view one to three different social groups when trying to source cover, while 7% keep track of eight to 14 social groups. And almost a quarter of instructors (23%) say they don’t know where to source cover, which increases the risk of class cancellations and is clearly bad news for instructors, clubs and clients.”

Today’s operators benefit from advances in technology in almost all areas of club management, yet when it comes to sourcing freelance instructors, managers still rely largely on substitute instructor lists and seeking help from other instructors through messaging platforms like WhatsApp. Very often, club managers are forced to accept whatever cover is available, rather than the ideal cover that would ensure a great member experience. The CoverMe App’s algorithm matches inspirational, qualified and insured freelance instructors, vetted by CoverMe’s own in-house team, with gyms and studios, factoring in skills, proximity and availability – all in real time – so managers can source and book class cover in less than 30 seconds.

“Sourcing high quality group exercise cover is one of the most time-consuming and challenging aspects of club management. That’s why we are delighted to be working with an increasing number of club operators, including Nuffield Health, Serco and BXR, to solve this problem, improve efficiency, enhance member satisfaction and eliminate the frustration and operational time consuming activity of class changes,” says Rosanna Tucker, CEO of CoverMe.