With some of the UK’s most extensive studio timetables, Total Fitness runs an average of 71 group exercise classes a week per club – more than 120 at its busiest site.
Managing this high volume and more than 300 freelance instructors was a time-consuming challenge, particularly when arranging cover due to sickness or holidays. The fitness experience managers relied on WhatsApp and other group chats, fielding messages at all hours, while instructors – sometimes teaching across multiple employers – also struggled to juggle cover requests across numerous group chats.
The compliance process was another time-consuming task with the need to manually track certificates and insurance for all team members adding to the burden. Each site had to coordinate compliance independently, placing significant demands on time and resources for managers.
One app, big impact
To tackle these issues, Total Fitness trialled the CoverMe Fitness app at three clubs. The app simplifies finding class cover in just three clicks, while also streamlining compliance, recruitment and communication with instructors.
Using CoverMe, managers at the trial sites saved around 10 hours each month, with class cover rates doubling from 40 per cent to over 80 per cent. The app’s success led to a full rollout across the brand’s 15 clubs in the UK.
Product development manager, Dean Zweck, says: “Arranging cover and checking documents for compliance took each of our Fitness Experience Managers more than 10 hours a month. Extrapolating that over 15 clubs, it’s the equivalent of another full time member of the team.”
Compliance and communication
“Having an automated system that notifies both clubs and instructors when certificates or insurance are due to expire has saved even more time, gives increased protection to our members and instructors, and gives us peace of mind,” continues Zweck.
“The one-way messaging broadcast feature is a game changer. Now we have a simple way to communicate information and updates to instructors in a fair, controlled and compliant way, without opening the door to a protracted dialogue.
“Our managers can now enjoy their downtown and annual leave, without being interrupted by requests on a noisy WhatsApp chat.”
CoverMe’s data insights have also helped Total Fitness identify training and recruitment needs and a new budget now supports CPDs in areas such as aqua and indoor cycling. Zweck concludes: “CoverMe has been an excellent acquisition, increasing efficiency and providing value for money.”
More: www.covermeapp.co
