McLaren Vale

Keys

The spare keys can be found either blue tacked in the front cupboard or in the lockbox outside on pole - code 2424.

Email Password: MCVemail24

Unique Promos / Deals

Membership Perks & Grassroots

Grassroot Partners:

MFNC - McLaren Flat Netball Club

WND - Willunga Netball Club

WDSC - Willunga Districts Soccer Club

Friends Train Free: Tuesday

During staffed hours only, valid once per person. Process as a casual pass with code FTFT.

Kids Club

Monday - Friday: 8am-11am

Children must be aged 6 months and above.
Sessions are 45 minute slots. Bookings required.
Parents/guardians must remain in the facilities at all times.
Kids club is FREE with any membership.
For any NEW attendees, the kids club employee will provide a registration form for the parent/guardian to complete on arrival of their first child.

Physio Partnership

Physio Alive runs their own classes within our XROOM. All questions, payments and registrations are handled directly through the physio.

Bins

Bins are located behind the fence, behind the building. Labelled with 1/112 and 24fit.

Bins are placed on the back street for collection day.

Merch Honour System

The merch honour system should always maintain the required quantity of each listed product, unless stock is low.

When completing the merch honour task, cross reference the merch honour sheet against the required quantities and top up items from the cupboard as needed. If an item is missing and has not been recorded by the member on the sheet, assume it has been taken and email Shenai with the date and time it was noticed for follow up.

If gym stock is low or below the required quantity, this will be noted on the communications page.

Shakers 6 | Towels 8 | Drink Bottles 3 | Hoodies 4

Shift Cover Process

For covers arranged in advance:

Use Deputy’s ‘Offer Shift’ function to offer the shift to co-workers.
If it remains unclaimed and the shift is within the week, ask in the group chat if anyone can cover it.
If the shift is within 48 hours and still has no cover, notify management that you need assistance.

For illness or a shift within the next 24-48 hours:

Ask fellow co-workers in the group chat first.
If no one is available, contact management.

For last-minute notice: Please phone management immediately.

Last minute class cancellation outside business hours:

Only use this as a last resort, after attempting to contact management. If management has not responded, you may cancel the class at your discretion.

Before cancelling, please screenshot or note all booked class members for management’s reference. Then use the SMS function in the Gymflow Staff app and send the following message below. After the SMS has been sent, please remove the class. Please notify Shenai with a copy of the class members, time cancelled and reason for cancellation.

Class Cancellation – [time and class name]

We unfortunately have had to cancel our [time] class today due to staff illness.

We sincerely apologise for the inconvenience and hope to see you in class again soon.

Kind regards,
24fit Team

This is a no-reply SMS.

Xpress Facebook Group

The purpose of this group is to keep our members engaged, informed and connected. It's a place to share updates about the gym and classes, celebrate member wins, post fun content, and continue building a supportive and positive community.

To keep our community thriving, we all need to be consistent with posting, commenting and engaging with our members. Below are the minimum expectations based on your role. If you don’t wish to use your own facebook, you can post from the McLaren Vale facebook. Please send Shenai via deputy what you’d like posted.

Gym Crew:

• Minimum of 1 post per week

• Comment, reply and like member interactions.

• This can be completed during your gym shifts and will also be added as a Deputy task reminder.

Tip: Keep a document with post ideas or create a few posts in advance that you can copy and paste throughout the weeks.

Group Fitness Coaches:

• Minimum of 1 post per week (where time allows around class setup/pack up) OR regularly comment, reply and engage with member posts.

Ideas: Share the workout of the day, a class photo, celebrate a member milestone or shout out someone who smashed their session. Members love seeing their wins celebrated!

Personal Trainers:

There is no minimum requirement to engage, however we'd absolutely encourage it! It's a great opportunity to build relationships with members, share knowledge, celebrate client achievements and let members get to know you.

These groups are such an important part of creating the community we're known for. Every post, comment and reaction helps members feel seen, supported and connected.

Xpress Member Experience

Member’s First Booking

Welcome each new member warmly and take a few minutes to get to know them before class. Introduce yourself, ask whether they have attended similar classes before, and check for any injuries, movement restrictions, or concerns. Answer any questions they may have so they feel comfortable and supported.

After the class, add a note to the member’s Gymflow profile. Notes should include:

Any injuries or movement restrictions
How they went during class
Their confidence level
Their personality, energy, or engagement
Any support or follow up they may need

A note must always be added following a member’s first class.

If follow up is required, create a task for the Gym Crew with an appropriate due date and time. Include a clear task name, such as “Follow up call”, along with a brief description of the required action.

Member Nurturing

A minimum weekly requirement, after your scheduled AM or PM block of classes, identify at least one member who would benefit from follow up or some extra attention.

This may include a member you spoke with during class, someone managing a new injury or who seemed a little off, or a member who you noticed has not attended for a while. It can also be a positive touchpoint to acknowledge a birthday, personal best, milestone, great effort, or consistent attendance.

Add a note to the member’s profile outlining the interaction or reason for follow up. Create a follow up task with clear details and an appropriate due date for the Gym Crew to action.

Where time permits, reach out to the member directly using the SMS or email function in the app. Email is preferred, as the SMS feature does not accept replies.

If using SMS, keep the message warm and concise. For example:

“Great work in class today - it was great to see you lifting heavy. See you in class soon. Thanks, Shenai. *This is a no reply SMS”

Please note: SMS messages are one way and cannot be replied to.

To add a note or create a follow-up task in Gymflow:

Open the Gymflow Staff app.
Select the ‘User’ tab at the bottom of the screen.
Search for and select the member.
Select the purple ‘Manage User’ button.
Choose ‘Add Note’ or ‘Create a Task’.
When creating a task, select the date and time it should be actioned, then add a clear title and short description.

Gym Crew Follow Up

When a follow up task has been assigned, review the member’s profile notes and take the appropriate action. This may involve checking in with the member in person or sending a friendly, supportive email based on the information provided.

Ensure your communication is personalised, warm, and relevant to the member’s experience or needs. Whether it’s a quick “hope you’re feeling better” or “great effort in class this week”, those small touches make a big difference.

We’re a community - lets make every member feel noticed and supported.

Milestones

Milestones Spreadsheet

The milestones spreadsheet is updated monthly with upcoming milestones and includes the gift each member will receive.

Yellow highlighted milestones are urgent and need to be handed out promptly. Please cross reference the milestone date with the member’s total classes attended in the app.

If a milestones member attends your class:

Before class: collect their milestone gift.
At the start of class: congratulate them and take a photo with the relevant milestone sign.
After class: upload the photo to the Group Fitness group chat in Deputy. Update the spreadsheet with the date, confirm the item was received, and mark that the photo was captured and sent.

Gym Crew: When completing the Deputy task, “Check milestones spreadsheet and process,” review the spreadsheet. For any member marked as received but not yet marked “processed on profile,” process the milestone on their profile and then mark it as done.

Kids Club users: Gymflow’s total class counts are incorrect. The spreadsheet contains manually corrected totals - please use those figures.

NO Class Bookings - What to do

If you are rostered on for a class with no bookings, you are still required to attend at the usual start time. A new member or trial may have forgotten to book, so we need to be prepared.

If no one arrives, you may leave after 15 minutes if you wish and will be paid for the time attended. If you would like to be paid for the full hour, please use the remaining time to complete one or more of the following:

Class programming - get ahead or update upcoming sessions
Cleaning duties
Tidying the gym
Assisting the gym crew, if they are on shift
Member experience nurturing
Facebook group engagement
Creating social media content

Music System

XROOM music is controlled via the AMP labelled ‘XROOM’ upstairs in the black cupboard.

To set up the music, complete the following steps:

Turn the AMP volume down.
Switch the AMP dial to ‘AUX’.
Turn the phone volume down and connect via bluetooth.

(If unable to connect upstairs - the bluetooth receiver can be located by the black box on the wall in the XROOM)

Turn the AMP volume up and control overall room volume by adjusting the phone.

When class has finished, complete the following steps:

Turn the AMP volume down.
Switch the AMP dial back to ‘CD’.
Adjust to a reasonable volume.

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