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We Help Fitness Studio Owners and Gym/Health Club Operators Cut $50k+ in Annual Overhead in 1 Month

You give us your class schedule, we give you automated and streamlined sub communication

700 Locations and Counting...

Trusted Scheduling Partners

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We have a 4-6 week integration playbook to integrate with any scheduling system

Sydney Pole went from 6 managers to 1

Before: 6 Studio Managers

After: 1 Studio Manager

Timeframe: 1 Month

Story: 

Before: Mark Sheppard, CEO at Sydney Pole, had 6 studio managers managing the sub support process and spending 1/3 of their day doing this work. They needed to figure out a way to automate this process, measure it, and promote better subbing behavior.  They went through a huge cost spending exercise and took out the studio managers.

After: Within 1 month of using NetGym, they now only have 1 to 2 people doing this work. 80% of the covers are automatically covered, with 20% accounting for exceptions, and they are able to give a better customer experience. With one central GFM, there have better metrics for instructor KPIs and performance reviews. With the automation piece within NetGym, they were taken to the next level in terms of efficiency and time savings.

"We had all 6 Studio managers managing the sub support process and spending ⅓ of their day doing this work. Now after deploying NetGym, we have ⅓ of a 1 person doing this and the 1/3 of the time is due to exceptions.”

Author
Mark Sheppard
CEO, Sydney Pole

Chuze Fitness went from 10 to 2 hours per week

Before: 10 hours

After: 2 hours

Timeframe: 1 Month

"Before NetGym, 25% (10 of the 40 hours a week) of each GXMs time was spent doing subbing. We now spend max 2 hours a week total and it's usually related to emergencies. We can’t even think about what it would be like to not have NetGym!”

Author
Diana Gilbert
Director of Group X, Chuze Fitness

Uforia Studios went from 10 to 3 hours a week

Before: 10 hours per week

After: 3 hours per week

Timeframe: 1 month

Story

Before: Uforia's studio manager would spend at least 10 hours a week on finding subs. To get class coverage, they would have to put the request up on their previous workforce management software tool, email the team, approve the sub on that tool, and then make the change manually in Mindbody. This caused problems and was super time consuming. Sometimes classes did not get updated correctly, sometimes one class would be updated and not the other, and it was unclear who was teaching because there were discrepancies in the workforce tool and in Mindbody.

After: Within 1 month after using NetGym, communication was streamlined because it was so much more conducive to their programming. Now, the manager could easily approve, reassign, reach out to a subset of the team, send direct notifications to instructors, and gave her a shorter list to work with for urgent requests. The automatic communication with Mindbody made everything seamless, gave no room for error, and made it easy to maintain the hiring list. They now spend 3 hours a week MAX on sub support.

"Switching to NetGym was literally one of the best things that has happened to us at Uforia Studios, not only for myself (scheduling managing is one of my roles) but for my instructors as well.  Being that we are a boutique studio with 3 locations, 4 formats, over 50 instructors and use MindBody for our booking system, NetGym was FINALLY the solution to bringing everything together.”

Author
Ashley Bishop
Former Fitness Director, Uforia Studios

Large Multi-Location Yoga Chain automated the task of 100s of people

Before: Up to 12 hours per week, 3-5 no shows per month

After: < 30 min total, 0 no shows

Timeframe: 1 month

Shervin's Story: 

Before: Subbing was the #1 thing that drained energy and took the most amount of time for studio managers. Managers were spending this time covering these classes themselves and finding subs. They reported spending 6-8 hours a week. Subbing caused a lot of headaches because it was manual, took forever, and copy and paste. The goal was to take time off their plates so they could work a normal work week and focus on driving memberships and their growth. 

After: Within 1 month after the trial, NetGym took a task that 100s of people were doing and converted it into an automated technology. Managers now focus on making sure the teachers are up to par in their teaching, hold special events, collaborate with businesses, recruit new students in and show them the class experience, and retain the ones that show up and are excited to come back.

Lauren's Story:

Before: The operations team spent 12 hours total per week on sub support. For a smaller studio, managers were spending 3-6 hours per week on the sub process. Teachers used group texts to send out sub requests and managers would have to send individual aside messages to further scout coverage. With this method, they experienced 3 to 5 no shows and 1 to 2 cancellations a month leaving the managers scrambling and most likely having to teach the class themselves. Studio managers expressed sub support as the worst part of their jobs and the biggest pain point. 

After: NetGym was a game-changer. Right off the bat, it removed the direct communication related to subbing which reduced the negative energy and alleviated the tension the managers had with the teachers and vice versa, especially in a time in which irritability is high. It provided immediate clarity of the schedule and allowed the managers to support the teachers and be there for them when it mattered most. With COVID-19, the moment someone had symptoms, they couldn’t teach. NetGym provided the instant ability to send off a request and have it covered within seconds. Managers now have spent a total of 30 min on sub support since signing up with NetGym. 

Quote: 

Grit Cycle saved hours per month

Story: 

Before: Before COVID, Grit Cycle had a full-time person overseeing sub support for their 6 locations and manually making updates to Mariana Tek, their scheduling system. Jill was scouring the interwebs and googling away to see if she can find anything to help eliminate the manual work.

After: While only just a few weeks into the Pilot before the covid shutdown happened, Grit Cycle had already shaved off hours of time. As soon as they were able to open back up a few months later, they didn’t have to bring back a full-time schedule coordinator to deal with subbing because of NetGym’s capability to integrate their sub policy and automatically update their live schedule in Mariana Tek.

Before: $50k in overhead

After: -$50k in overhead

Timeframe: 1 month

"Prior to NetGym, we paid someone a full-time salary to handle sub requests for 6 studios. It was not timely, nor cost effective. NetGym has simplified our sub requests by allowing instructors to pick up subs that work with their schedules and then changing the schedule in Mariana Tek pending our manager approval. We have also included NetGym analytics in our annual performance reviews by using their Insights to track how often they are requesting and picking up sub requests. NetGym has been a game changer for our company!!”

Author
Jillian Yasuda
Instructor Manager, Grit Cycle

TRX Training Center says it's a game changer!

Before: Phone, email, SMS

After: 0 no shows, all streamlined

Timeframe: 1 month

"We were doing phone calls, text messages, and emails. Dealing with I didn't get the message, phone was down before going to bed. Since 2016 we've been using the app and its literally been a game changer”

Author
Miguel Vargus
Head Coach, TRX Training Center

Benefits & Outcomes

Reduce Overhead Costs

Cut the majority of overhead expenses related to sub support 

Cut 90% of Sub Support Time

Give time to get back into the studio with your members & staff

Rid Manual Work

Rid the manual work and scattered communication 

Improve Member Experiences

Always find the best instructor to take the class 

Get Coverage in Seconds

Feel relieved and empowered because classes are covered in seconds and instructors can more easily and reliably find a sub

Get started with NetGym

There are few ways to achieve this....

Emails, texts, spreadsheets

Time Consuming - Costs 10-15 hours per week

Errors and inaccuracies - Affects member retention

Frustration and negative sentiment 

Spend $50k+ in overhead expenses

Using NetGym

Save 10-15 hours per week!

Create positive class experiences

Retain high quality instructors

Improve member experiences

How it works

Ensure compliance using digitized sub policy settings

"Its an automated class Scheduling/Subbing program that is compatible with ABC financial and has a mobile app. We started working with Net Gym at our 19 locations out here, and it’s been a TREMENDOUS help and time saver!" Troy R, Gold's Gym SoCal

Get coverage in seconds using the filtered sub request process

"I have to say, pretty awesome!!! Saved me a ton of time! I'm getting subs confirmed now faster than I ever have before!!!!! Thank you so much for bringing this to EXOS! To have 8 classes covered in under 12 hours is epic! That never would of happened before. I can't tell you how many hours of work you saved me!" - Tanya O., Instructor at EXOS

Understand subbing opportunities by recieving a relevant request

"This is great! No more "reply all" emails driving me crazy 😂 " - Wendy L., Instructor at Crunch

View all sub statuses using the Sub Schedule

"Netgym is essential, I couldn't live without it. its the best thing ever invented. I manage oer 250 instructors so I could not live without NetGym." - Caroline R, District Manager at Crunch Fitness

Quickly approve subs and auto update the live schedule

"I make all of the schedule changes for the team on MindBody, and I must say that NetGym has been such a time saver! I don’t know how I lived without it" - Madison, Studio Manager at Core40

Rid no-shows & cancellations using automated reminders

"By the way, I LOVE NetGym! I teach at several other gyms who have other programs (Group X Pro and 24HR Swapboard) for finding subs and NetGym is far superior! I like how it is connected with my phone and I receive text reminders about classes I am subbing. I wish more gyms were using this program :)" -Kim V. , Instructor at EXOS

Easy, Simple Plans

All plans include a 21 day risk free trial

No strings attached.

Basic Plan

$49

per location per month
Sub policy settings
Filtered sub requests
Sub board
Sub schedule
Approval process
Automated reminders
Calendar integration
Insights
Unlimited 24/7 support
Pro Plan

$65-$79

per location per month
*Basic plus the following:
Schedule integration
Messenger
Automatic instructor swap
Text notifications
Premier Plan

Custom Pricing

per location per month
*Pro plus the following:
Custom schedule integration
Custom reporting
Custom sub policies & restrictions

The NetGym Family (literally) 

Danny Orlick

CEO, Co-founder

#1 Sales Rep for 4 consecutive years at WalkMe, for 2 years at New Relic, top rated/popular cycling instructor @ EQX & Crunch Fitness

Danielle Orlick

CCO, Co-founder

VP of Customer Success and Solutions, Director of Revenue Operations at WalkMe

You may have questions...

We have a very complex sub policy - how would you be able to automate this?


We have seen a lot of policies with over 700 locations. If it makes sense for both of us, we are happy to incorporate custom work and connect you with customers who we have done this for. 

Can instructors see their permanent classes in the sub schedule?

Not today but that is because most instructors know their permanent classes already. It’s harder to keep track of what they are subbing since it’s one-off.

We already have a system in place for up to date contact information - why would this matter?

Reality is people thrive on structure and organization, especially when your staff are not full-time and have multiple employers. People also like one-stop-shops to find all information, especially as it relates to subbing. We know from experience!

Managers only need to see sub data for the locations they manage. Can they do that?

Yes! The sub schedule is filtered by the locations the studio manager manages only

We set up specific email distribution lists for each skill set for each region. We think it’s easy for instructors to see the instructors and then create a request based on that information

It’s very difficult to maintain an accurate distribution list over time, esp with high turnover and furloughs due to COVID. As I mentioned in my previous example, 2+ years after leaving that health club as an instructor, I was still receiving sub requests.

What if it doesn’t work and the update is not made?


The reason it wouldn’t work is if there was an issue syncing the data. We have controls in place to let us know when there was an issue syncing and we resolve this right away. We are also developing webhooks so we automatically know when changes are made to mindbody. Changes made to mindbody after a sub request is sent is the most common reason why a syncing error would occur. With webhooks, we will be able to make changes automatically to sub requests when these changes occur.

Instructors are sending requests through our slack which is organized by classes they can teach. Seems to be easy. Why would we need this or how is this different?

Although these messaging apps provide a great way to communicate directly, it does not close the entire loop of the sub process. 

First, they don’t tie into your live schedule. You still have to manually update who’s subbing requiring time from management or the administrative team to sift through and then have to make updates to the live schedule. This is time wasted and money lost.

Second, they don’t provide insights into sub behavior and trends so you can’t make decisions on who should be keeping their permanent classes 

What if you currently do not integrate with our scheduling system?

We have built a playbook to integrate into any scheduling software within 4-6 weeks. We can partner to make that happen or we also offer a basic version of the software where the integration is not necessary. This version requires manual information of the class information

What happens if it doesn’t work and the requests don’t go through or they are not filtered correctly?

This comes down to an issue with the instructors profile set up. Management is responsible for assigning Skills to instructors for classes they are eligible to teach. However, we have an awesome and super responsive support team and can quickly assist tp make sure all instructors are receiving what they should.

Due to employment law, we cannot have instructors receive communication from us when they are not working. How do you prevent that?

We have settings in place where not only the instructor can decide when and how often they receive the communication but we also have customized account settings to ensure instructors will not receive anything outside of their working hours. That’s the beauty of us incorporating your unique sub policy!

We have a slack channel that makes it easy for instructors to respond - this doesn’t seem that necessary

Sure, the slack channel allows for the communication to occur but it doesn’t provide the same visibility of what is available and coverage statuses as we do. We allow the instructor to receive sub requests in their channel of choice. This can be through email, text, or push notifications. Having this choice and wide coverage allows the instructor to easily see all the requests that are available and quickly accept ones they can teach. It then provides data behind who is subbing what classes and most often which can influence your payroll system directly. Reliable, effective and efficient collaboration could guarantee classes are covered with the best available teacher

We want to make sure instructors are not inundated with reminders..how do you avoid that?

Instructors can set up the frequency and the channel in which they want to receive notifications.

We already look at this data in mindbody - why does this matter?

You probably don’t have all of the activity tied to subbing. That’s where we come in. We can also sync with mindbody to collate reporting and make it easier to make decisions about your classes and instructors

We have 1 studio - is this still applicable?

We have found that subbing is a problem no matter how many locations a studio has. The more studios, the bigger the problem. If it’s a minor problem or a burden with 1 studio, it will only amplify as you grow

We are trying to cut costs due to COVID and we seem to already have a system in place - why would I need this?

Well, The ROI speaks for itself not only in dollars but in staff happiness. Filtering requests within one system cuts multiple hours per week off of studio management's schedule, allowing them to focus on quality time with instructors, members, and other operational functions, which is ultimately saving TONs of cash but also driving more revenue.. 

Are there any long term contracts?

We can work out multi-year contracts at a discounted rate

Are there short term more flexible contracts?


We are a small family run business so we do annual contracts but can work with you on flexible payment terms. We support our customers and are happy to accommodate changes needing to payment plans as they endure restrictions and limitations during COVID. For example, we proactively paused all subscriptions to help our customers deal with COVID.

What are the exact terms of the guarantee? 

We offer a free 30 day trial so if the product is not a good fit for you during that time, there is no commitment and are free of any charges. Although, we have never had a customer not convert after a trial ;).

Will this work for me if I’m not in the USA?

Yes, we have a number of happy customers in AU including Power Living, Fitness Playground, Sydney Pole, and Crunch.

How do I justify the cost?

There’s an initial investment, and that can seem daunting. But there are major long-term gains in terms of overhead expenses and the ability to scale your resources along with future locations. You’ll also remove negativity sentiments around subbing and support the managers in a better way, allowing them to do the work they love and that matters most to the studio. This will ensure they stick around and demonstrate your care for your staff. By using our product, you’ll cut hours off the managers time spent on these administrative tasks and also contribute to their mental state, ensuring they stick around and have low turnover. 

There is a high ROI impact of our product and we are confident it will help you reach your goals to improve operational efficiencies, retain high quality instructors, and retain members. The product produces such good results that it will pay for itself.

Some of your competitors are cheaper...why the price point?

On the surface, it may seem that way, but there are reasons our product may seem like it has a higher price point. We offer several valuable features that our competitors don’t and will actually help you earn revenue. This includes integration to various scheduling vendors which allow for the automatic instructor swap on the live schedule and the messenger which offers a new way to conduct mass communication. We also customize the sub process to fit your unique sub policy needs. Lastly, we offer and consolidate real-time insights into all subbing behavior which most alternative communication systems (i.e. slack) do not. 

How do I know you guys are legit?

We can share several case studies with you that show how a studio similar to yours was able to triple their ROI by switching from there old solution to ours.


We also have a one-sheet that highlights some of the specific benefits of our product for you to forward to your team. We’re also happy to arrange demos with anyone on the team that needs clarification. 

Given you have a small team, how will we know you can support all of our locations?

We currently work with studios who have 1 to 100 locations across the globe. We can share the many testimonials of their managers praising our outstanding, responsive support. Because of the product’s ease of use and intuitiveness leading to not needing a lot of training, we do not have any backlog of support inquiries.

How will you train all of us?

We have an extensive library of articles on our help.netgym.com page and we also respond within 1-2 hours or less through our support channel. We also have found that the our 5 min training video onboards all instructors quickly and that's all they need. The tool is THAT intuitive ;)

What if I'm in a different time zone? How do I get support? 

We offer 24/7 support and have many customers that will attest to our responsiveness. 
Even if within a different timezone, we can assure you, you will get a response within 24 hours.

We don’t know how we can afford it! We have more than 1 site and it will be a huge cost on our end. We are trialing just having a whatsapp group instead and seeing how that goes

Totally understand where you are at from a cost perspective during this time. Depending on how you are running your sub supporting system, we could ultimately help cut those operational costs :). Our customer over in Australia, Sydney Pole, went from having 6 studio managers managing their sub process and each spending 1/3 of their day doing those tasks to now only needing to have 1/3 of 1 studio manager's time focused on this. Similarly, Grit Cycle used to have a full-time salaried employee solely to handle sub requests for their 6 studios and now no longer need this person at all so have saved ~$60,000 in overhead costs. Just a few examples of how we have helped ultimately cut costs, improve the efficiencies, and relieved some of the stress that goes into subbing. We are happy to provide more examples of the ROI as well.

We are giving the responsibility to the instructors, but will look into it again as we continue to grow. 

We get where you’re coming from as that’s an easy thing to give to the teacher, but before you make that decision, let’s talk about exactly how much revenue your studio can lose over the next 6 months by considering that option. They will now have to find coverage on their own through disparate systems without any organization or automation around updating the live schedule. This could disrupt the member experience and also put an extra burden on the instructor which will directly impact your revenue. Also, the time in which you use on both the instructor and manager side will be lost. This is all money that could have been spent on NetGym while we are at the same time creating positive staff and member experiences. We all need that right now in the fitness industry!
You want to retain the best instructors and that being said, your studio needs to offer the best technology to support them. And this isn’t just equipment. It comes down to what your competitors are doing in the space which is digitizing and automating all processes and systems. 

We are shut down due to COVID so only have our virtual location. Why would I need this now?

Totally understand where you are at from a cost perspective during this time. Depending on how you are running your sub supporting system, we could ultimately help cut those operational costs :). Our customer over in Australia, Sydney Pole, went from having 6 studio managers managing their sub process and each spending 1/3 of their day doing those tasks to now only needing to have 1/3 of 1 studio manager's time focused on this. Similarly, Grit Cycle used to have a full-time salaried employee solely to handle sub requests for their 6 studios and now no longer need this person at all so have saved ~$60,000 in overhead costs. Just a few examples of how we have helped ultimately cut costs, improve the efficiencies, and relieved some of the stress that goes into subbing. We are happy to provide more examples of the ROI as well.

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8 ways to cut operational costs

Most studio and GroupX managers spend 25% of their time on subbing and communication.

These 8 steps will show how you can cut costs through process automation and streamlined communication.

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