For most gym owners, the word “onboarding” relates to customers – how to help a new gym member integrate, feel welcome, and stick around for a long time to come.
But don’t forget to flip it to the other side and consider how “onboarding” applies just as importantly to your employees. You need a better onboarding process for staff, too, so they integrate, feel welcome, and give you their best for as long as possible.
Happy teams don’t happen by accident! They’re made by thoughtful leaders.
If you need convincing, think back to the worst job you ever had. What made it so bad?
· Did your boss outline expectations?
· Did he or she express interest in your abilities and interests, or did they treat you as just a cog in the machine?
· Did all your colleagues seem to be operating in their own little worlds, with competing agendas and conflicting messages?
It’s on you as the boss to make sure your gym doesn’t throw new employees into the deep end and let them sink or swim on their own.
A better onboarding process for staff can make a significant difference in staff satisfaction, productivity, and overall gym success.
For gym owners, it’s not just about getting employees to understand their roles—it’s about creating a cohesive team that shares the same vision for member experience, safety, and business growth.
A better onboarding process for staff sets the tone for long-term success and helps ensure that all staff are on the same page from day one.
This blog post will look at ways to help you create that better onboarding process for staff. It will pay off in all kinds of ways, short term and long term, for you, your team, and your members – all the components of the thriving community you’re building.
Why You Need a Better Onboarding Process for Staff
Gyms are special. They’re not like most workplaces. Every job matters and is interconnected in building the culture you want and providing the user experience you intend – from trainers to front staff and beyond.
With a better onboarding process for staff, you’ll know that all your employees are singing from the same sheet of music – that they’re delivering the right key messages, tone, and approach to prospects and clients alike.
This process will let them learn your gym’s systems and culture faster, reducing mistakes and boosting confidence.
It will lead to higher retention and steam unity.
And it’ll make your members feel like they’re in the right hands. When employees feel confused, undertrained, or isolated, it can ripple out to affect your members’ experiences and gym operations.
What Should be in Your Process
Here’s one of many reasons to build a better onboarding process for staff.
The onboarding process is the perfect opportunity to communicate your gym’s mission and core values. Staff need to know why your gym exists, how you deliver value to members, and what’s expected of them in their roles.
How to do this:
- Share a mission and values document or presentation.
- Provide real-world examples of how staff members contribute to the gym’s goals.
- Set clear expectations for performance, punctuality, teamwork, and customer service.
Align your expectations with what motivates your employees. Lots of them are passionate about fitness and helping people. So, help them see how their job can help them make a positive impact on people’s lives.
To effectively onboard employees at your gym, you should:
· Send welcome information and necessary paperwork before their first day.
· Give them a tour.
· Outline expectations and responsibilities of each job, not just theirs.
· Introduce them to the team.
· Show them how to use equipment and software.
· Get them to take one of your fitness classes or experience something else you offer to customers.
· Check in with them regularly to see how they’re doing.
Develop a Structured Training Schedule
When you’re bringing on a new team member, don’t wing it.
That tells employees that you really can’t be bothered to help a new employee get off to a good start. It sets a bad example, and it gives the sense that you’re not organized.
It also leaves them feeling overwhelmed, which leads to inconsistent performance – which undermines the experience you’re trying to provide for your members and the image you’re trying to put out into the community.
Unstructured training leads to overwhelmed staff and inconsistent performance. A structured onboarding program with a clear schedule ensures that employees learn their roles step-by-step.
Key components to include in the training:
- Operational Training: Teach staff how to use your gym’s software systems (e.g., scheduling, payments, CRM) and equipment.
- Customer Service Training: Help staff develop strong communication skills to engage with members, resolve complaints, and deliver exceptional service.
- Safety and Emergency Procedures: All staff should know your safety policies, including guidelines on using equipment, emergency responses, and first aid.
Break training into digestible chunks so you don’t overwhelm your new hire.
You can use a combination of in-person mentorship, videos, and hands-on practice to reinforce what you want them to learn.
Assign a Mentor or Onboarding Buddy
If your gym is big enough, try relying on this old reliable. When you’re in a new situation, it can be helpful to have one person designated to help you and be a guide through the initial days and weeks.
Secondary benefit: This can be a great way for you to nurture another employee’s desire to take on leadership roles.
How to do it:
- Pair new hires with experienced staff who can answer questions and provide feedback.
- Schedule regular check-ins during the onboarding process to track progress and address concerns.
Be sure your mentors are prepared to represent you and the business. But also encourage them to share their own experiences and insights. This will build trust and help the new person feel connected to the team.
Incorporate Hands-On Learning
Gyms are practical, hands-on environments, so training should reflect that. Classroom-style learning has its place, but nothing beats learning by doing.
Ideas for hands-on learning in your better onboarding process for staff:
- Allow new trainers to shadow senior trainers during sessions.
- Role-play customer interactions to simulate real-life scenarios.
- Have front desk staff practice using the software while also “handling” simulated situations that can cause them stress.
Be sure your new hire gets feedback immediately so they can make adjustments that are most relevant to their job.
Create an Onboarding Checklist
A better onboarding process for staff needs a checklist, period. It will ensure that nothing falls through the cracks. It also gives new staff a sense of progress as they work through the list.
Your checklist might include:
- Completing paperwork.
- Reviewing the employee handbook.
- Training on systems, customer interactions, and safety.
- Meeting key team members.
- Touring the facility.
- Shadowing other employees.
Provide both a digital and printed version of the checklist for convenience.
Consider this a “working” document that you might want to adjust from time to time as you learn what works and what doesn’t.
Common Onboarding Mistakes
Be mindful of these common pitfalls in building a better onboarding process for staff:
- Too Much Info, Man! Avoid overwhelming staff with too much information at once. Spread out training to allow for better retention.
- The Big Picture. Don’t focus solely on job duties — introduce new hires to your gym’s culture, values, and team dynamics.
- Follow Up. Regularly check in with new employees to ensure they’re adjusting well and have the tools they need to succeed.
- Don’t Leave Them to Figure It Out: Ensure staff have access to all necessary tools, documents, and support during onboarding.
Final Thoughts on Building a Better Onboarding Process for Staff
Creating a seamless and effective onboarding process is one of the most important investments you can make in your gym’s future.
A better onboarding process for staff boosts employee satisfaction, reduces turnover, and helps build a high-performing team that’s aligned with your gym’s goals.
By clarifying expectations, providing hands-on training, and fostering teamwork, you’ll not only get new hires up to speed quickly but also create a workplace culture where staff feel valued and motivated.
Remember, a happy and well-trained staff leads to happy members — and a thriving gym.Want more tips on hiring the right team? Get our free guide “12 Places to Hire Your Next Star Trainer” here.