PT confirmation slips, and procedures - GoodLife Fitness

PT Confirmation Slips
Personal Trainers must follow the procedures for PT Confirmation Slips as outlined in this policy.
Personal Trainers are prohibited from:
• Signing a member’s name on their behalf after the session was trained
• Signing a member’s name falsely when a session was not trained
• Putting through a PT Confirmation as ‘no show’ when a training session had not been
booked
• Putting through trained sessions without getting a PT Confirmation Slip signed at all
Personal Trainers that don’t follow the proper procedures regarding PT Confirmation Slips will be
disciplined immediately up to and including termination of employment for cause.
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Printing PT Confirmations
All clubs must have a ‘Confirmation Binder’ at the front desk with dividers for each Personal
Trainer. Confirmation Slips must be printed for each client to verify and authorize their serviced
sessions.
Each morning, opening Customer Service Representatives must print the Confirmation Slips and
place them in the ‘Confirmation Binder’ under the trainer’s name. When each session is
completed, Personal Trainers must bring their clients to the Confirmation Binder’ and have their
clients sign their Confirmation Slips to verify and authorize their serviced sessions.
At the end of each day, closing Customer Service Representatives must remove the Confirmation
Slips from the ‘Confirmation Binder’ and place them in the file for the Club Administrator to enter
the next morning.
Customer Service Representatives must also verify that all Confirmation Slips have signatures or
‘no-show’ written on them for the Club Administrators. Club Administrators must then approve all
Confirmation Slips and check for the signatures or ‘no-show’s’ written to ensure the Personal
Trainers are paid properly. If Personal Trainers don’t have their Confirmation Slips signed, the
hours worked will not appear on the timesheet for payroll to pay the trainers. Unconfirmed
sessions will not be processed by payroll.
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Members must sign the Slips confirming that the sessions have been serviced
Personal Trainers must have their clients authorize with their signature confirming that their
personal training sessions have been serviced.
Blank Confirmation Slips (no member signature) will not be processed
Blank Confirmation Slips (no member signature) are not acceptable. Club Administrator’s cannot
process blank PT Confirmation Slips therefore Personal Trainers will not be paid for the sessions.
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No-shows or cancellations
If clients don’t show up or cancel without proper notice and the Personal Trainer wants to charge
them for the session, the following must be indicated in place of the member’s signature: either “No
Show – Charge” or “Cancel without Notice – Charge”.
Personal Trainers that don’t charge for the session must indicate “No Charge – To be Re-
Scheduled" on the Confirmation Slips. Personal Trainers are responsible for un-scheduling
sessions ensuring they can be re-scheduled at a later date.

When clients have 2 recorded ‘no-shows’ in one month, the Fitness Manager, General Manager or
Assistant General Manager must call the client to let them know that they have been charged for
the two sessions and that we encourage them to come into the club and re- establish an
appropriate schedule with their Personal Trainer.
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Additional Responsibilities
Every morning, Club Administrators must verify payroll, therefore if Personal Trainers don’t have
their clients sign the Confirmation Slips they will not be paid for those sessions. Unconfirmed
sessions or missing Confirmation Slips must be unscheduled by Club Administrators if the
Personal Trainers haven’t done so already. Sessions cannot be confirmed for payroll more than
one time.
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Personal Trainer ‘to-do’ List
Immediately Daily Weekly / Bi ­ Weekly As Needed
Schedules must be
done 8 weeks in
advance. Each
week, Personal
Trainers must
schedule an
additional week of
training so that
sessions are always
scheduled 8 weeks
in advance
Confirm that all
Confirmations Slips
for the day have
been printed and
placed in the
‘Confirmation
Binder’
Schedule Sessions into
your available time as
required
Print Schedule
Please contact your
FM for any
inquiries or
requests before
contacting Home
Office
Have each client sign
their Daily Session
Confirmation
Complete no‐show
confirmations
Un‐schedule sessions
not marked as noshow
or completed
Query the PT
Inventory Database
Review PT
Availability
Un‐schedule sessions
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Personal Training Tracking Version 2 User’s Manual
For further details please refer to the ‘Personal Training Tracking Version 2 User’s Manual’ on
Public Folders.