Mastering Your Schedule: Save 10+ Hours A Week Managing Instructor Subs

Unleashing Efficient Ways for Fitness Sub Scheduling 

For fitness studio owners, managers and group fitness directors, the struggle to manage instructor substitutions can feel like a never-ending battle, draining both time and energy. In this guide, we’ll walk you through steps you can take to save 10+ hours a week on subbing, giving you the freedom to focus on what matters—providing exceptional fitness experiences to your clients and members.

The Substitution Time Suck ⏱️

The manual process for finding subs, coordinating your instructors’ schedules, and dealing with last-minute sub changes can be overwhelming. We understand the frustration of spending hours on a task that could be seamless and automated. 

The 10+ Hour Challenge 🤬

Imagine saving 10+ hours a week spent on managing subs. Let’s break down how this challenge can be turned into an achievable goal: 

Centralized Communication Hub:

• Establish a central hub for communication.
• Ensure everyone on your team receives the same message, reducing miscommunications and delays. 
• Hold them accountable for responding—even if they can’t sub the class.

Automated Processes:

• Leverage any automation features accessible to your studio through your Business Management System/POS for quick and low-touch sub management.
• Ensure automatic filtering by location, certifications/formats, and instructor availability.
• Make the approval process simple, easy & compliant for managers or admins.
• Reduce any manual processes to get back time and reduce stress.

Real-Time Schedule Updates:

• Eliminate human error and minimize confusion amongst your team.
• Keep members & clients informed and happy by knowing who might be subbing.

NetGym in Action – YYC Cycle 🚴‍♀️

YYC Cycle, a Calgary-based spin studio, faced challenges with instructor sub management. Despite having many processes in place, their leadership team spent hours a week going back and forth with instructors, trying to find class covers, all the while trying to run their studios. 

Before NetGym:

🚫Sent emails w/ class times and reply-alls
🚫Switched to Doodle Polls and sent out compiled list on weekly basis
🚫Switch to Email, Google, PollUnit
🚫Google Forms to collect instructor availability
🚫Slack channel escalations
🚫All 3 systems/processes required manual schedule updates to Mariana Tek and sometimes led to class cancellations and human errors

Once they partnered with NetGym, YYC Cycle saw an 80% reduction in time spent on sub management and communication.  This empowered leadership to redirect their focus towards crucial aspects of the business, such as managing studios and developing spin instructors. NetGym’s strategic alignment with fitness industry needs and commitment to innovation solidified its position as a reliable partner for YYC Cycle, ensuring studio operational ease and success.

After Deploying NetGym: 🕺💃 😊 🥰😌

✅Cut time spent on scheduling/subbing by 80%
✅Automated schedule updates to Mariana Tek
✅Eliminated Email/Poll Unit for Subbing
✅ Eliminated Google Forms for Availability
✅ Instructor Insights at finger tips for performance reviews

Conclusion👇

Mastering subbing and scheduling doesn’t have to be a daunting task. With NetGym, you’re not just saving time. You’re gaining the freedom to invest your energy where it truly matters—in the growth and success of your fitness studio. Follow this guide and say hello to a future where managing subs is no longer a time sink but a streamlined, efficient process. 

Ready to reclaim your time? Schedule an introduction & demo of NetGym today. Your schedule—and your sanity—will thank you.