ClubPilot

FREE MEMBER ONBOARDING CHECKLIST

New gym member onboarding checklist: the first visit and the first 30 days.

Help new members build a habit before they drift away. This checklist covers what to do before their first visit, what to show them on the day, three check-ins over the first month and the signs that someone needs a call.

By Callan, ClubPilot · Updated

Download onboarding checklist Read the checklist

Free PDF · Print and adapt · No sign-up required

First page of the New gym member onboarding checklist, showing the printable layout and fields
Preview · Page 1 of 2. Open the full PDF
  • Before, during and after the first visit
  • Day 3, week 2 and day 30 check-ins
  • Early warning signs and a 90-day check

AT A GLANCE

Built around accountable follow-through.

Ready

Welcome message, agreement and screening done and the first visit booked.

Shown around

Tour, access, club rules, safe equipment use and someone to ask for help.

Followed up

Three planned touchpoints in the first month, recorded in your membership system.

PRE-EXERCISE SCREENING

Use the official screening tool.

Most Australian fitness businesses screen new members with the Adult Pre-Exercise Screening System, developed by AUSactive, Exercise & Sports Science Australia and Sports Medicine Australia. Use the current version from the official source and follow up anything it flags before the member exercises.

PRACTICAL CHECKLIST

Gym member onboarding checklist: use it, adapt it and keep the evidence.

This operational guide is a starting point. Your approved procedures, leases, manufacturer instructions and legal duties remain the source of truth.

Before the first visit

  • Welcome message sent with opening hours, what to bring and how access works.
  • Membership agreement and payment details completed through your membership system.
  • Pre-exercise screening completed, using the Adult Pre-Exercise Screening System if your club uses it, and anything flagged followed up before exercise.
  • Emergency contact recorded.
  • First visit or equipment induction booked.

First visit

  • Tour of the club, including change rooms, emergency exits, the first aid kit and the AED.
  • Access card, fob or app set up and tested at the door.
  • Club rules explained: re-racking weights, wiping down equipment, towels, guests and unstaffed hours.
  • Shown how to use the main equipment safely, including treadmill emergency stops.
  • Goals discussed and a starter program or class plan suggested.
  • Introduced to a staff member or coach they can ask for help.
  • Shown how to report a fault, a hazard or a concern.

First 30 days

  • Day 3: check in by message or call and answer any questions.
  • Week 2: invite them to a class, a program review or a session with a coach.
  • Day 30: check progress against their goals and ask for feedback.
  • Record each touchpoint in your membership system.

Signs a new member needs attention

  • Visits drop below once a week in the first month: get in touch.
  • A payment fails: follow up promptly and kindly.
  • A complaint or poor feedback: fix it and reply within the time your club has set.
  • Nearing the end of a minimum term: book a review and talk about what is next.

STRAIGHT ANSWERS

Gym member onboarding checklist: questions worth asking.

Why focus on the first 30 days?

New members who do not build a routine early are the most likely to stop coming. Planned check-ins give staff a reason to reach out before that happens.

Who should do the check-ins?

Whoever the member met on their first visit, where possible. A familiar name makes the message more likely to be read.

Does every member need a full equipment induction?

Offer one to everyone, and require it for anyone using the club during unstaffed hours. Record who has completed it.

FREE RESOURCES

Gym member feedback follow-up template

Give each feedback item a response owner, due date and closure check. Keep sensitive member information in your approved member system and use references here. Free PDF

New gym manager first 30 days plan

Help a new manager learn the club, establish responsibilities and agree priorities before changing routines. Use weekly checkpoints with the area manager to turn observations into practical actions. Free PDF

Gym petty cash reconciliation template

Record the opening float, approved additions, receipt-backed spending and counted closing cash. Investigate differences before sign-off. This is an operational record, not tax advice. Free PDF

Gym event planning and follow-up pack

Plan an open day, Christmas event or member challenge with preparation tasks, budget approval and a post-event review. Seasonal ideas help you adapt the activity without inventing guaranteed results. Free PDF

See all 30 free resources

A PRACTICAL NEXT STEP

Make follow-up part of every club's routine.

ClubPilot gives each club manager recurring work with an owner and a due date, so member follow-up doesn't depend on memory.

Start free trial