Checklist template

Personal training department standards for fitness centers

A ready-to-use checklist with 109 items in 6 sections, covering Certification, Session delivery, Scheduling, Client records, Floor conduct, Results. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 109 Items
  • 88 Yes / No checks
  • 6 Scored ratings
  • 118 Points

Use this template How audits work

1. Certification 17 items

  1. Personal trainers on staff Number
  2. Trainers whose certification expires within 60 days Number
  3. Earliest certification expiry date among active trainers Date
  4. Every trainer file sampled holds a copy of a current personal trainer certification Yes / No 1 pt
  5. Certifications on file come from the certifying bodies accepted by company policy Yes / No 1 pt
  6. Every trainer's CPR and defibrillator certification is current Yes / No 1 pt
  7. A tracking list of certification expiry dates exists for the department Yes / No 1 pt
  8. The personal training manager reviewed the tracking list in the last 30 days Yes / No 1 pt
  9. No trainer with a lapsed certification has sessions on the schedule Yes / No 1 pt
  10. Continuing education credits are recorded for each trainer Yes / No 1 pt
  11. Sessions for prenatal, senior or youth clients are assigned to trainers with a matching qualification on file Yes / No 1 pt
  12. A current liability insurance certificate is on file for each independent trainer, where the club uses contractors Yes / No 1 pt
  13. New trainers have a signed onboarding record covering shadow sessions and the assessment protocol Yes / No 1 pt
  14. Trainer biographies posted in the club match the certifications on file Yes / No 1 pt
  15. Each trainer signed the company statement on scope of practice for nutrition and medical advice Yes / No 1 pt
  16. A practical evaluation of each trainer by the manager in the last 6 months is on file Yes / No 1 pt
  17. Certification status of the trainer team Rating
    • All current and tracked 5 pts
    • Current but tracking incomplete 3 pts
    • Lapsed certification found 1 pt

2. Session delivery 20 items

  1. The session observed started at its booked time Yes / No 1 pt
  2. The trainer had the first exercise set up before the client arrived Yes / No 1 pt
  3. The trainer asked the client about soreness or injuries since the last session Yes / No 1 pt
  4. The session began with a warm-up Yes / No 1 pt
  5. The trainer worked from a written program on a tablet or sheet Yes / No 1 pt
  6. Sets, repetitions and loads were recorded during the session Yes / No 1 pt
  7. The trainer demonstrated each new exercise before the client tried it Yes / No 1 pt
  8. The trainer corrected the client's form with spoken cues Yes / No 1 pt
  9. The trainer asked permission before any hands-on correction Yes / No 1 pt
  10. The trainer stayed within arm's reach during loaded lifts Yes / No 1 pt
  11. The trainer's attention stayed on the client for the whole session Yes / No 1 pt
  12. The trainer's phone or tablet was used only for the session record Yes / No 1 pt
  13. The trainer stood or moved with the client and did not sit on equipment Yes / No 1 pt
  14. The session ended with a cool-down or stretch Yes / No 1 pt
  15. The trainer summed up the session and what to do before the next one Yes / No 1 pt
  16. The next session was confirmed before the client left Yes / No 1 pt
  17. The trainer returned and wiped the equipment used Yes / No 1 pt
  18. Length of the session observed (minutes) Number
  19. The session ran for the length the client paid for Yes / No 1 pt
  20. Quality of the session observed Rating
    • Planned, coached and recorded 5 pts
    • Safe but generic or unrecorded 3 pts
    • Inattentive or unsafe 1 pt

3. Scheduling 17 items

  1. Sessions delivered in the last 30 days Number
  2. Complimentary first sessions delivered to new members in the last 30 days Number
  3. Every session is booked in the company scheduling system Yes / No 1 pt
  4. Each trainer's availability is open in the system for the next 2 weeks Yes / No 1 pt
  5. Each session is redeemed against the client's package on the day it takes place Yes / No 1 pt
  6. 10 sessions sampled from last week each match a paid package Yes / No 1 pt
  7. Each client signed the cancellation policy Yes / No 1 pt
  8. The late-cancel and no-show policy was applied as written in the cases sampled Yes / No 1 pt
  9. Automatic reminders are sent to clients before each session Yes / No 1 pt
  10. Clients of an absent trainer were rescheduled or reassigned in the last absence reviewed Yes / No 1 pt
  11. New members are booked for their complimentary first session within the number of days set by company policy Yes / No 1 pt
  12. No trainer is booked for two clients in the same time slot, outside small-group sessions Yes / No 1 pt
  13. Small-group sessions stay within the group size advertised Yes / No 1 pt
  14. Clients with 2 or fewer sessions left are listed for a renewal conversation Yes / No 1 pt
  15. Clients with no session in 14 days have been contacted, with the contact logged Yes / No 1 pt
  16. The manager reviews each trainer's weekly session count against target Yes / No 1 pt
  17. Scheduling discipline Rating
    • All sessions booked and redeemed in the system 5 pts
    • Some sessions adjusted after the fact 3 pts
    • Sessions run outside the system 1 pt

4. Client records 18 items

  1. Client files sampled Number
  2. Files sampled that were complete Number
  3. Each file sampled holds a signed personal training agreement Yes / No 1 pt
  4. A health screening questionnaire was completed before the first session Yes / No 1 pt
  5. A medical clearance is on file where the screening flagged a risk Yes / No 1 pt
  6. An initial assessment is recorded with baseline measurements Yes / No 1 pt
  7. The initial assessment includes a movement screen Yes / No 1 pt
  8. Goals are written down with target dates Yes / No 1 pt
  9. The program on file was updated in the last 6 weeks Yes / No 1 pt
  10. Notes exist for each of the client's last 5 sessions Yes / No 1 pt
  11. Injuries and limitations are noted where a substitute trainer would see them Yes / No 1 pt
  12. An emergency contact is recorded Yes / No 1 pt
  13. Client records are kept in the company system or a locked cabinet Yes / No 1 pt
  14. No client sheet or unlocked tablet was left unattended on the gym floor Yes / No 1 pt
  15. Progress photos are stored only with the client's written consent Yes / No 1 pt
  16. Files of clients under 18 hold a parent's or guardian's consent Yes / No 1 pt
  17. Clients of trainers who left in the last 90 days have been reassigned Yes / No 1 pt
  18. Completeness of client records Rating
    • Complete and current 5 pts
    • Agreements complete, notes or programs behind 3 pts
    • Screening or agreements missing 1 pt

5. Floor conduct 18 items

  1. Trainers wear the personal training uniform Yes / No 1 pt
  2. Each trainer wears a name badge Yes / No 1 pt
  3. Trainers on floor hours were on the gym floor, not in the office Yes / No 1 pt
  4. Trainers approached members between sets, not during a set Yes / No 1 pt
  5. A trainer with a client held no more than 2 stations at a time Yes / No 1 pt
  6. Trainers let members work in on equipment between the client's sets Yes / No 1 pt
  7. No trainer was eating on the gym floor Yes / No 1 pt
  8. No trainer was heard discussing a client with another person on the floor Yes / No 1 pt
  9. Trainers re-racked weights after their own client's session Yes / No 1 pt
  10. Trainers use collars and safety arms with clients, as members are asked to Yes / No 1 pt
  11. Trainers do their own workouts outside peak hours, per company policy Yes / No 1 pt
  12. Equipment reserved for personal training is stored in its labeled place Yes / No 1 pt
  13. The personal training desk is free of loose client sheets and personal items Yes / No 1 pt
  14. The package price list at the desk is the current one Yes / No 1 pt
  15. The schedule of trainers on duty today is posted or on screen Yes / No 1 pt
  16. Notes of the last department meeting are on file with the names of those present Yes / No 1 pt
  17. Member complaints about trainers in the last 90 days are logged with the reply given Yes / No 1 pt
  18. Conduct of trainers on the floor Rating
    • Attentive to clients and greeting members 5 pts
    • Attentive to clients but ignoring other members 3 pts
    • Phone use, eating or talk about clients seen on the floor 1 pt

6. Results 19 items

  1. Active personal training clients Number
  2. Personal training revenue last month (% of target) Number
  3. Clients who renewed a package in the last 90 days (%) Number
  4. Complimentary first sessions converted to a paid package in the last 90 days (%) Number
  5. Average client satisfaction score from the last survey Number
  6. Reassessments were done at the interval set by company policy in the files sampled Yes / No 1 pt
  7. Reassessment results are recorded next to the baseline Yes / No 1 pt
  8. Reassessment results were shared with the client Yes / No 1 pt
  9. The files sampled show progress toward at least one written goal Yes / No 1 pt
  10. Results of the last client satisfaction survey are available on site Yes / No 1 pt
  11. Department results are posted in the trainers' office Yes / No 1 pt
  12. Each trainer has individual monthly targets in writing Yes / No 1 pt
  13. A one-on-one between the manager and each trainer is documented for last month Yes / No 1 pt
  14. Trainers below target for 2 months in a row have a written development plan Yes / No 1 pt
  15. Client success stories on display carry the client's written consent Yes / No 1 pt
  16. Corrective actions from the previous review are closed Yes / No 1 pt
  17. Name of the personal training manager Short text
  18. Overall rating of the personal training department Rating
    • Standards met in every section 5 pts
    • Lapses in one or two sections 3 pts
    • Lapses in most sections 1 pt
  19. Corrective actions required Comments

About this template

This checklist is part of the InspectLoop template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

Categories

Related templates

← All templates

Brand standards

At every site, every time

Start Free Contact us