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Documentation Secure & effortless

Tired of chasing and manually organizing staff credentials during hiring, onboarding, and ongoing employment? Collect, track, and store critical documents—like CPR certifications, insurance, and training qualifications—right inside NetGym. Reduce your workload and gain peace of mind knowing all essential employment documentation has been collected and renewal reminders are in place.

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A tablet showing a NetGym staff profile with its Documentation tab, listing each document’s category, name and who submitted it

Key benefits

  • Compliance made easy

    Keep all your staff’s qualifications, certificates, insurance, and onboarding paperwork in one digitized place—sorted, searchable, and secure.

  • Automated assignment

    Assign required documentation individually or in bulk, send automated reminders to staff so you never have out-of-date or missing paperwork.

  • Set it and don’t forget it

    Staff upload their certifications and documents and set expiry dates—so nothing slips through the cracks and no credentials go out of date.

How documentation works

  1. 1

    Create custom categories for CPR, qualifications, insurance

    Set up categories, then mark as required or optional, add expiration dates, and apply rules to new users.

  2. 2

    Assign and track in bulk

    Send documentation requests to individuals or groups in seconds. Your staff are notified to upload what’s needed, and you’ll always know who’s done what.

  3. 3

    Monitor document status in real time

    Track everything with clear labels: Assigned, Submitted, Not Submitted, Expired, Expiring Soon.

  4. 4

    Upload existing documents or collect new ones

    Already have a signed form or copy on file? Upload it directly to their profile. Or ask staff to upload directly.

  5. 5

    Maintain historical staff profiles

    Every instructor’s documentation history is stored and accessible—making it easy to review credentials, spot gaps, and stay compliant year-round.

One place for staff docs

  • Reduced tools

    One platform for important qualifications and certifications. Say goodbye to shared drives, hard drives, spreadsheets, inbox searches, and endless folder digging.

  • Custom categories

    Create documentation categories for each type of documentation based on your needs.

  • Secure

    Store all your important employee documents in one secure location that you control and can share with relevant staff members.

  • Employee friendly

    Staff and instructors can upload documents from their profile in the app or directly through an email prompt.

The NetGym My Profile screen on a phone, with its Documentation tab listing each category and whether it is submitted

Custom permissions

  • Efficient for your staff

    Setup documentation requirements for specific groups and configure categories of documentation to automatically be required when new staff join your business.

  • Management and admin permissions

    Set access permissions for managers or regional leads to see your staff’s documents.

  • Create custom requirements

    Want to collect extra teacher training qualifications but not make it mandatory? Simply mark documents as required or optional.

The NetGym upload screen for an Insurance document on a phone, with a Select File button and fields for the document name and expiration date

Intelligent tracking & automated reminders

  • Expiration dates

    Instructors set expiration dates and renewal dates, so they don’t forget future renewals.

  • Track document status

    See at a glance with clear labels the status of documents submitted, missing, expired, expiring soon and more.

  • Auto-remind staff

    Remind your team before deadlines hit with messages and notifications from 90 days to 1 day—so they upload new documents before old ones expire.

  • Automated management messages

    Managers receive a weekly summary of upcoming expirations, missing submissions, and overall documentation status.

A NetGym reminder email on a phone, asking an instructor to upload required documentation, with an Upload Now button

No manual tracking. Just peace of mind.

Documentation shouldn’t live in your inbox or an unruly spreadsheet! With NetGym, you reduce the number of tools you rely on, lighten your mental load, and ensure your team’s documents are always where they need to be.

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A NetGym documentation table and a message listing documents that have not been submitted, beside a photo of two fitness instructors talking

More ways NetGym helps your team

NetGym reduces your tools and improves staff engagement

Empower your instructors and staff with a transparent and easy-to-use system. Boost morale and encourage collaboration within your team.

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Download the 6 step guide to gain back 40+ hours per month

Most studio and Group X managers spend 25% of their time on subbing and communication. This 6 step process has proven to gain back 40+ hours per month through process automation and streamlined communication.

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