Download your club walkthrough
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About this club walkthrough
Download our Daily Managers’ Gym Floor‑Walk Checklist — a ready-to-use PDF and Excel template that turns a quick walk of the gym floor into hard, comparable data. Every observation ends up in one tidy place, so you can stop guessing and start knowing.
Who it’s for
- Duty or shift managers — the person with the keys on any given shift, running point on customer experience and operational safety.
- Senior instructors covering reception — when they’re the most senior team member on site, they can capture issues in the moment instead of waiting for a manager.
- General managers — especially useful when opening up or locking down to prove the site was safe, tidy and compliant at hand‑over.
- New supervisors in training — because each section maps to a department, the checklist doubles as structured, on‑the‑job learning. Ticking the boxes teaches them what “good” looks like.
When to complete it
- Start of every staffed shift — early, midday and late, so each team inherits a clean slate and knows what needs attention right now.
- Optionally mid‑afternoon at weekends — when footfall peaks, tidy standards slip and anything missed can snowball into bigger problems by closing time.
- After incidents or maintenance work — a quick re‑walk confirms that follow‑up fixes meet brand standards before customers spot the difference.
Logging issues at the start of the shift gives maintenance teams time to react — and means the next manager walks into clear hand‑over notes instead of surprises. No Wi‑Fi on the gym floor? Print the PDF and capture notes the old‑school way, then add them to the Excel master later.
What it covers
| Section | Typical checks |
|---|---|
| People & service | Uniforms, product knowledge, staff presence |
| Reception | First impressions, marketing screens, music volume |
| General walk‑through | Floors, lighting, temperature, signage |
| Studios & zones | Kit stored, spin bikes aligned, mats wiped |
| Equipment & maintenance | Upholstery, cables, fault tags raised |
| Cleanliness & hygiene | Washrooms, lockers, sauna/steam sheets |
| Health, safety & compliance | Fire exits clear, defib status green |
| Retail & consumables | Drink fridge, towel bins, pro‑shop stock |
| Back‑of‑house | Office tidy, staff room, cleaning cupboard |
| Daily summary | Faults logged, stock to order, member feedback |
Each line is a quick tick, cross or N/A with space for comments. On a tablet it takes 10–15 minutes — and nothing gets lost in translation.
Why it matters for operators
- Consistency — every club, across every region, follows the same checklist, so brand standards stay tight and easy to audit.
- Speed — clear prompts cut the time spent hunting for problems and free managers to coach their teams on the floor.
- Accountability — digital records automatically time‑stamp who checked what and when, backing up maintenance budgets, HR conversations and insurer queries.
- Insight — trends across days, shifts and sites highlight recurring pain points — think Monday‑morning locker rooms or Friday‑night spin studios — so you can fix root causes, not symptoms.
- Member experience — cleaner kit, faster repairs and consistent service translate directly into Net Promoter Score gains and stickier memberships.
How to roll it out
- Grab the template — download the PDF to print or open the Excel version on any tablet; brand it in minutes.
- Brief the team — a five‑minute huddle shows everyone how to log items and attach photos for extra context.
- Track the trends — drop the daily Excel logs into a simple dashboard to see hotspots (for example, Monday‑morning locker‑room scores or recurring cable faults).
- Close the loop — link maintenance tickets, track fixes and auto‑notify staff when an issue they raised is resolved.
- Share wins — celebrate high scores and recognise team members who keep standards soaring. Positive reinforcement locks in the habit.
Ready to tighten brand standards, boost accountability and keep members smiling? Download the checklist now — no strings, just practical help. And if you ever want to weave this process into a fully integrated digital toolkit, the Ocasta team is here to help.
Stop guessing. Start knowing.
Included questions
Here's what's included in this club walkthrough:
People & Service (5)
Ensure staff deliver outstanding service and are fully prepared for the day. Consistently engaged, knowledgeable staff drive member satisfaction and retention.
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Yes/No
Team members in correct uniform and name badges visible
Check that all on-duty team members are wearing the approved uniform and clearly visible name badges. A professional appearance boosts brand credibility and helps members identify staff quickly.
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Yes/No
Reception and phone covered to rota all day
Verify that the reception desk and phone are manned according to the published rota for the entire operating day. Continuous coverage ensures members and prospects receive timely assistance and prevents missed sales enquiries.
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Yes/No
All staff briefed on today's class timetable, promotions and any VIP visits
Confirm that every team member understands today's schedule, running promotions and any special visitor details. Well-informed staff deliver consistent experiences and promote offerings effectively.
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Yes/No
Personal Trainers active on the gym floor (not gathered at the desk)
Observe that PTs are engaging with members on the floor rather than congregating behind the reception or staff desk. Visible trainers add value for members and create an energetic atmosphere.
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Yes/No
Staff greeting members promptly and using names where possible
Assess whether staff welcome members quickly and use member names to personalise the greeting whenever possible. Personal welcomes foster a friendly community and improve retention.
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Reception & Front-of-House (5)
Create an excellent first impression for every member and guest. A welcoming front-of-house sets the tone and reinforces brand quality.
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Yes/No
Counter clear of clutter; point-of-sale material neat
Inspect that the reception counter is tidy and any POS displays are arranged neatly. A tidy counter creates a positive first impression and reduces risk of lost items.
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Yes/No
Entry gates and barcode scanners working
Test that all access gates and member scanners are operational. Smooth entry prevents queues and frustration.
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Yes/No
Marketing screens on, correct content playing
Confirm digital signage is powered on and displaying the scheduled content or promotions. Correct content drives secondary spend and reinforces brand messaging.
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Yes/No
Music volume and playlist suitable for time of day
Evaluate whether the foyer music volume and style are appropriate for the current daypart and clientele. Appropriate music sets the desired mood and supports different day-part demographics.
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Yes/No
Scent, temperature and lighting comfortable in foyer
Check that fragrance, ambient temperature and lighting levels provide a welcoming environment. Comfortable ambience encourages longer stays and membership referrals.
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General Walk-Through (5)
Overall cleanliness, presentation and atmosphere across the club. A well-presented facility boosts member motivation and word-of-mouth referrals.
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Yes/No
Floors, skirting and corners free from dust or litter
Inspect all public areas for debris, dust build-up and litter. Clean surroundings reflect high standards and support health & safety.
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Yes/No
Mirrors and internal glass smudge-free
Check that all mirrors and glass panels are clean and streak-free. Clear mirrors help members monitor form and enhance overall perception of cleanliness.
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Yes/No
Signage current and in line with brand guidelines
Ensure that all posters and signage are up-to-date and brand-compliant. Up-to-date signage avoids confusion and protects brand integrity.
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Yes/No
All lights operating; no flickering tubes or blown bulbs
Walk the facility to confirm all lighting fixtures work correctly. Adequate lighting improves safety and highlights facilities.
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Yes/No
Air-con vents clean; temperature reading within comfort range
Inspect HVAC vents for dust and verify ambient temperature on the thermostat. Proper climate control boosts workout performance and member satisfaction.
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Studios & Training Zones (5)
Readiness and presentation of specialised workout areas. Prepared spaces minimise class delays and maximise workout effectiveness.
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Yes/No
Group Exercise – mats wiped, kit stored away, instructor mic charged
Verify that GX studio is clean, equipment stored correctly and mic/headset fully charged. A prepared studio prevents class delays and enhances participant experience.
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Yes/No
Spin / Ride – bikes aligned, pedals tight, consoles reset
Check bike layout, tighten pedals, and ensure on-screen data is reset for the next class. Reset bikes ensure accurate metrics and reduce equipment faults.
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Yes/No
Functional / HIIT – ropes, plyo boxes, sleds back in place
Ensure all kit in functional zone is returned to storage points and safe to use. Orderly equipment reduces tripping hazards and speeds session turnover.
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Yes/No
Free Weights – dumbbells and plates racked by size, collars available
Confirm free-weight area is tidy, with weights ordered and collars present. Organised weights improve safety and help members locate equipment quickly.
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Yes/No
Stretch Area – mats, rollers and bands sanitised and undamaged
Inspect stretching zone for cleanliness and integrity of equipment. Clean stretch areas prevent infection and promote recovery.
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Equipment & Maintenance (6)
Operational status and condition of gym equipment. Reliable equipment reduces downtime, injuries and maintenance costs.
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Yes/No
Cardio kit powered up with screens functioning
Switch on cardio equipment and check screens and consoles are responsive. Operational equipment reduces downtime and complaints.
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Yes/No
Strength machines free of 'Out of Order' tags; any faults logged
Ensure no machine is awaiting repair without being logged in maintenance system. Addressing faults promptly avoids injuries and preserves revenue.
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Yes/No
Upholstery: no splits or loose stitching
Inspect pads and seats for damage or excessive wear. Good upholstery hygiene maintains aesthetics and prevents infection.
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Yes/No
Cables, pulleys and pins smooth and safe
Test movement of cable equipment ensuring no fraying or sticking. Smooth operation prevents accidents and premature wear.
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Yes/No
Spare batteries for consoles in stock
Confirm availability of replacement batteries for heart-rate straps or handheld consoles. Readily available spares minimise equipment downtime.
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Yes/No
Spray bottles full and blue roll available at cleaning stations
Check all member cleaning points are stocked with sanitiser and paper roll. Accessible cleaning supplies encourage member hygiene compliance.
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Cleanliness & Hygiene (5)
Washrooms, lockers and wet areas kept immaculate. Exceptional hygiene protects health standards and the club's reputation.
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Yes/No
Toilets and showers spotless; bins not overflowing
Inspect cubicles, shower stalls and waste bins for cleanliness. Spotless washrooms are critical for health standards and member perception.
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Yes/No
Soap, hand-sanitiser, paper towels and loo roll topped up
Ensure consumable hygiene products are sufficiently stocked. Adequate supplies enable proper hygiene and prevent complaints.
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Yes/No
Locker doors and keys working; lost-property box tidy
Test random lockers and review lost-property area for organisation. Functional lockers protect belongings and improve trust.
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Yes/No
Sauna/steam temperature and hygiene sheets completed
Check logs are signed and temperatures within safe limits. Correct temperatures ensure safety and maximise therapeutic benefits.
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Yes/No
Drinking fountain and bottle-fill station clean with good flow
Run water to confirm flow and inspect cleanliness. Clean hydration points prevent illness and promote water intake.
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Health, Safety & Compliance (6)
Legal and safety standards continuously met. Proactive compliance mitigates risk and demonstrates duty of care.
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Yes/No
Fire exits and routes unobstructed; push-bars functional
Verify that all escape routes are clear and doors operate correctly. Clear exits are a legal requirement and vital in emergencies.
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Yes/No
Emergency lighting test indicator showing 'OK'
Check monthly test indicator or run quick function test. Working lighting guides evacuation during power failures.
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Yes/No
Fire-extinguishers and hose reels in date and sealed
Confirm inspection tags are current and tamper seals intact. In-date extinguishers enable rapid response to fires.
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Yes/No
Defibrillator present, battery indicator green
Inspect AED to ensure pads in date and indicator shows ready. A ready AED can save lives during cardiac emergencies.
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Yes/No
First-aid kit fully stocked; accident book on hand
Open kit to check contents against checklist and locate accident report book. Well-stocked kits allow prompt treatment and reduce incident severity.
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Yes/No
Wet-floor and caution signs ready for quick use
Confirm safety signage is stored near cleaning stations and in good condition. Readily available signs reduce slip accidents and liability.
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Retail & Consumables (4)
Refreshment, towel and merchandise areas attractive and well-stocked. Well-managed retail boosts secondary spend and enhances member experience.
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Yes/No
Grab-and-go fridge stocked (water, drinks, protein shakes)
Check that refrigerated display is clean, stocked and at the correct temperature. Well-stocked fridges drive secondary spend and member satisfaction.
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Yes/No
Bar and snack display rotated and within date
Inspect product dates and rotate older stock to the front. In-date stock protects health and brand reputation.
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Yes/No
Clean towels available; used-towel bins not overflowing
Confirm fresh towel stock and check soiled linen collection points. Towel availability improves hygiene and overall experience.
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Yes/No
Merchandise rails neat, sizes in order, price tags attached
Review retail rails for visual merchandising standards and completeness of sizing. Neat displays increase sales and reflect quality.
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Administration & Back-of-House (5)
Behind-the-scenes areas organised and compliant. Efficient back-office operations support smooth front-of-house service.
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Yes/No
Office desk organised; sensitive paperwork filed away
Check workspace tidiness and secure storage of confidential documents. Organised workspace improves efficiency and data security.
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Yes/No
Cash drawer balanced, PDQ rolls in stock
Count cash float and ensure spare card-machine rolls are available. Accurate cash control mitigates loss and audit issues.
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Yes/No
Staff room clean, fridge cleared of out-of-date food
Inspect break room cleanliness and food storage. Clean staff areas boost morale and set standards.
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Yes/No
Cleaning cupboard tidy; chemicals labelled and stored safely
Review COSHH compliance and organisation of cleaning supplies. Proper chemical storage prevents accidents and legal breaches.
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Yes/No
Deliveries signed in and put away, no boxes in corridors
Verify that all deliveries are logged and stored; walkways free of packaging. Prompt processing keeps areas clear and goods secure.
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Daily Summary (4)
Capture key actions, incidents and handover notes. Clear daily records ensure accountability and seamless shift transitions.
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Text
List faults raised and work-order numbers
Record any maintenance issues identified during the walk-through and related job numbers. Tracking repairs ensures accountability and closure.
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Text
Note stock shortages to reorder
Document any low or out-of-stock items that require reordering. Proactive ordering prevents stockouts and service gaps.
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Text
Record any member feedback or incidents
Summarise notable member comments, complaints or accidents. Recording feedback identifies trends and opportunities.
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Text
Handover notes written for the next manager on duty
Provide concise handover information for the incoming duty manager. Clear handovers maintain continuity across shifts.