A front desk runs on small, repeated tasks. When they depend on memory, they get done unevenly. A short written checklist makes every shift behave the same, whoever is on the desk.
Why a checklist helps
It protects against the common slips: a payment not recorded, a follow-up forgotten, a closing count not done. It also makes training a new person quicker, because the routine is on a page, not in someone's head.
Opening
- Open the dashboard and note memberships expiring soon.
- List the members due for a follow-up today and who will speak to each.
- Check pending payments and note who to ask.
- Check the enquiries with a follow-up date of today or earlier.
- Make sure the receipts and payment records are ready for the day.
During the day
- Record each payment immediately with amount, mode, discount and status, and give a receipt.
- Mark attendance at the same point each batch.
- Log new enquiries with a source and a follow-up date.
- Note conversations with members who are close to expiring.
- Add new members with a package and start and end dates the moment they join.
Closing
- Total the day's payments and compare with the cash and other receipts you hold.
- Check that every payment taken has a record.
- Look at tomorrow's follow-ups and enquiries.
- Note anything to tell the next shift.
Weekly add-on
- Review members who have not attended this week.
- Go through pending payments and decide on each.
- Close or mark lost any old enquiries.
- Review the expiring list for the coming week.
Make it part of the job
Print the list and keep it at the desk, or save it where staff can see it. Review it with your team once a month and change anything that is not working. Give one person ownership of it so it does not fade.
How this works in Gymnaro
The dashboard gives the opening numbers. Payments are recorded with receipts, attendance is marked present, absent or late, and enquiries are saved with follow-up dates. See the four dashboard numbers to check daily, gym payment tracking and enquiry tracking.
Adapt it to your size
- A small gym with one person at the desk: keep the list to the ten tasks that matter most and tick it off at closing.
- A larger gym with several staff: assign each task to a role, so it is clear who does what.
- Several branches: use the same list in every branch, and compare how consistently it is done.
Train a new person in one day
- Walk through the checklist at opening, doing each step together.
- Let them record payments and mark attendance while you watch.
- Let them run the closing routine with you checking the totals.
- Review the day and answer questions.
Questions owners ask
Should the checklist be on paper or on screen?
Whichever your staff will actually use. A printed sheet at the desk is hard to beat.
How do I know it is being followed?
Ask for it to be signed or ticked at closing and look at it weekly.
Common mistakes
- Writing it once and never updating it. Change the list when the gym changes.
- Making it too long. Ten items done are better than thirty ignored.
- Nobody checks it. Ask for it to be ticked off at closing.
← All posts · Guides · Pricing
