Employee Scheduling Software for Gyms, Health Clubs, Exercise & Fitness Facilities

In today's health conscientious environment, gyms, health clubs, exercise & fitness facilities often operate 24/7. Gym and health club managers must also constantly strive to improve the fiscal health of the gym. Among other things, that means ensuring that the team of gym employees is running at its optimal cadence. Scheduling gym employees, however, can be a tiresome task when one considers the logistics behind synchronizing the schedules of trainers, instructors, managers, and the sales team into an efficient team. With peak hours, high seasons, part-time employees, and a variety of job positions to schedule and multiple shifts to cover, gym managers face an uphill climb. Snap Schedule gym employee scheduling software is there to help gym managers reach for the top.

Key Benefits & Features for Gyms

  • Schedule trainer and instructor hours based on availability

  • Schedule breaks and specific tasks within shifts

  • Reduce labor and overtime costs for increased profitability

  • Graph station coverage in real-time for every minute of the day

  • Track overtime, on call, and vacation costs

  • Store data securely in the cloud or on premise*

  • Remotely access employee scheduling data*

  • Comply with labor rules and collective agreements

* Features available in Snap Schedule 365 and Snap Schedule Premium only.

Snap Schedule Capabilities for Gyms

Easily schedule unlimited number of team members with Snap Schedule software

  • Drag & drop to easily schedule fixed, rotating, and split shifts, mark time off, move or copy assignments..
  • View assignments and schedule your team from three different views. Use whichever view is easiest and most effective for your scheduling tasks.
  • Create rolling work schedules – from days to years.
  • Use the software to automatically generates work schedules using industry standard shift patterns or user-definable schedule plans.

Quickly and efficiently fill a shift or find a substitute

  • Quickly find and contact a substitute staffer to fill a cancellation.
  • Tell Snap Schedule software your criteria and it will show you a ranked list of available candidates to fill a shift. Ranking can be based on many criteria including job position, skills, availability, labor cost, work hour limits, and seniority.

Track all training, vacation, sick leave, and other off-work requests

  • Define as many paid and un-paid time-off reasons as you like.
  • Simply drag & drop a reason onto the Schedule Planner to mark when a gym employee is off-work.
  • The Schedule Outlook shows who is off-work and why.
  • Available reports provide details on planned vacation, training, time off hours for any time period you select.

Assign breaks, duties, and tasks within each shift

  • The Task Schedule Planner provides a more granular level of control for assigning employee activities within a shift.
  • Visually assign tasks of any length from 1 minute to several hours with a simple drag and drop. You may use a task to identify a scheduled break, a floor, a location, or a specific duty.
  • Standard reports provide detailed and summary information on assigned breaks and tasks for cost control, payroll, and accounting purposes.

Manage labor costs and avoid over/under staffing

  • Set overtime policies for your gym.
  • Define hourly cost, overtime exempt status and work hour constraints for each employee.
  • Use the Shift Coverage planner to monitor under/over staffing conditions based on position (e.g. trainers, instructors, receiptionists), skill, and assignment reason.
  • Adjust workers' shift assignment start time, end time, and payable hours as necessary to reflect actual work hours.
  • Standard reports provide labor cost data by shift, employee, position, work order, location, and other criteria.
  • Export labor cost data for payroll and accounting purposes.

Adjust individual shift assignment start and end times

  • Employees assigned to a shift are anticipated to work the same period from the shift start time to shift end time.
  • When a late start is needed or an early departure is necessary, you can adjust an individual team member’s shift assignment start and end times to reflect the actual hours worked. You can also adjust the hours that the workers will be paid for working a shift.
  • Labor cost reports reflect any adjustments made to the individual shift start and end times.

Work around your schedule constraints with ease

  • Define your operational constraints such as non-working days, shift start times, end times and applicable days of the week for each shift.
  • Define each employee’s availability schedule, desired work hours, daily work hour constraints, and weekly work hour constraints.
  • The Schedule Planner alerts you to availability conflicts, duplicate shift assignments, overlapped shift assignments, and conflicts with scheduled time off.
  • The Daily Assignment Validation report identifies all discrepancies and constraint violations.
  • The Staffing Overview graph displays the number of scheduled employees having a specified skill by location, station, shift, or hourly coverage.

Easily publish schedules to gym staff and managers with Snap Schedule software

  • Print schedule views, lists, assignment calendars, and reports to communicate schedule information to management and your employees.
  • Easily publish shift schedules, calendars, and any report in PDF and a variety of other formats.
  • Automatically email work schedules (in text or iCalendar file format) to staff members and/or their supervisors.

Our Clients

We are proud to serve some of the world's biggest brands

The dynamics of this software are phenomenal. It gives us visibility and overviews we never had. Schedule misunderstandings are nearly impossible, except when there’s human error. This new clarity helped us reduce overtime pay mistakes by 90 percent.

William Freeman, Detective Sergeant, Windsor Police Department

Today, with Snap Schedule Premium, after I create our schedule and work in the changes, each person will receive an individual shift schedule by email. Then I publish a report outlining the complete employee schedule on our department web site. I can’t imagine shift scheduling software working any other way.

Gilles Pinard, Client Support Analyst Team Lead, Canadian Blood Services

Now with Snap Schedule, it is extremely easy for me to quickly implement any requested changes and generate the new schedule. I can just click and drag in order to swap shifts. In no time at all I can have an up-to- date schedule ready. I no longer have to retype entire schedules, like I had done in the past using the old system, saving me a lot of time and tons of stress.

Chris Jones, CIO, SEMO Health Network

Snap Schedule employee scheduling software saved New South Wales taxpayers $250,000 in custom programming the second we saw how good this staff rostering program is, and stopped looking further. Snap Schedule is also saving us quite significant payroll costs, as we're using fewer members to get through our caseload.

Evan Pidgeon, Business Systems Administrator, Consumer, Trader and Tenancy Tribunal