• All FitLife team members have a profile on Group Ex Pro. 

• Your Username is your email address we have on file, and the default Password is FitLife! You are welcome to change the password. We recommend downloading the app to your smartphone. We also recommend you create a profile with a photo and short biography. 

• Group Ex Pro (GXP) is used to manage the class schedules for Fit-Yoga classes, Strength & Small Group Training classes, FitLife Mobile, and Move Right classes. 

● Record your class attendance 

● Request substitutes 

• We also use GXP to manage our CPR/FA and fitness certification requirements. 

ATTENDANCE TRACKING

• To record attendance with GXP, go to Schedule on the app and you will see your class schedule. Click on the edit icon next to your class.

• In the pop-up window record your attendance and hit ‘Submit’. 

• Attendance for all classes must be submitted on the day of the class (Fitness & Yoga, Strength & Small Group Training, and Injury Prevention)

Watch the following videos for step-by-step views of how to input attendance in Group Ex Pro!

INPUT ATTENDANCE VIA PHONE

INPUT ATTENDANCE VIA DESKTOP COMPUTER

FITNESS & YOGA CLASSES

All participants must register for class through rec.ucsd.edu before participating in the class. The participants are checked in by either a program assistant or the instructor. If the class maximum is decided according to room capacity. It is at your discretion to let additional participants in, and only if it is safe to do so. 

STRENGTH & SMALL GROUP CLASSES

Rosters will be emailed directly to you. After the first two classes, if you would like an updated roster, the Sales Desks should be able to print you a roster, otherwise, please contact the FitLife Offices at fitlife@ucsd.edu and we will provide you with a new roster. RAPs are not valid for Strength & Small Group Training Classes. 

If a person comes to class and they are not on your roster, they are NOT allowed to participate in class unless 

1. it is the first week free and they must sign the waiver or 

2. they have a sales receipt for the class, or 

3. it is the last week, ‘Bring a Friend to Class’ week. Guests are not allowed. 

CLASS SUBS & CANCELLATIONS

• Please limit your substitutions. Our participants sign up for and look forward to your classes! 

• You are responsible for finding your own replacement. For Fitness & Yoga classes, Strength & Small Group Training, Injury Prevention and FitLife Mobile classes, use the Group Ex Pro app to request your subs. Your substitute must be an approved FitLife instructor/trainer. Open your Schedule on GXP and click the double arrows. Your class will be moved to the Sub Board. DO NOT ASSUME THAT PUTTING YOUR CLASS ON THE SUB BOARD IS ALL YOU NEED TO DO. You need to monitor your class that it has gotten picked up. If it has not gotten picked up 48 hours before your class, email or call your colleagues. 

• On the Sub Board you will see the list of classes available to sub like this:  You can choose a class to sub. When a fellow FitLife team member accepts a sub job, the supervisor must approve it, and a reminder notification will be sent to the sub. 

• In the event that you cannot get a substitute and have to cancel your class you MUST text your supervisor and email the FitLife office 24 hours before the class date  (the FitLife assistants have a specific procedure for cancellations). 

Watch one of the following videos for a step-by-step view of how to submit and pick up sub requests in Group Ex Pro:

SUBMIT OR PICKUP A SUB REQUEST VIA PHONE

SUBMIT OR PICKUP A SUB REQUEST VIA DESKTOP COMPUTER

INCLEMENT WEATHER POLICY

In the event of inclement weather for an outdoor class, your class may be canceled. For classes before 1pm, a determination will be made no later than 5pm the previous business day. For classes at or after 1pm, a determination will be made no later than 5 hours before the start of the class. (For example, if your class starts at or after 1pm your class would be canceled at 8am.) Supervisors are responsible for initiating cancellation procedures such as contacting class participants, supervisors, Recreation staff. When classes are canceled within this time frame, instructors will not be paid for the class. 

*If you arrive at your class and the weather makes your class unviable, the class will be canceled and you will be paid for the class. 

EMERGENCY CANCELLATIONS

• If you cannot reach your supervisor, FitLife assistant or client in person, call the location of your class and alert the clerk there: 

RIMAC front desk at 858-534-3570 

Main Gym front desk at 858-822-4815 

Canyonview Pool at 858-822-0015 

STRENGTH & SMALL GROUP CANCELLATIONS

If a Strength & Small Group class is canceled, a make-up will be scheduled if possible, and if a make-up is not possible a refund will be issued to the students who are registered participants. 

In the event that the class does not meet the minimum number of class registrants, the class is subject to cancellation.