Fitness & Wellness · Free Template · ~6 steps
Gym New Member Orientation Procedure
Gym owners who want a written orientation that reduces liability and gets new members to their second visit.
Free SOP template — copy it, adapt it, or generate a custom version for your business in 5 minutes
Who it's for
Gym staff member conducting a new member orientation
When to run it
Every new member's first visit after signup
Before you start
- •Signed membership agreement and liability waiver on file before orientation begins
The procedure
Step-by-step, in order. Each step has the action and the reason it matters.
- 1
Confirm waiver is signed before equipment access
The liability waiver must be signed before the member steps onto any equipment. If the waiver is missing, pause orientation and complete it. An injury on the first visit without a waiver is a direct liability exposure.
- 2
Facility tour — safety features first
Show: emergency exits, AED location, first aid kit location, staff desk. Then: locker rooms, shower area. Members who know where the AED is feel safer. Tour safety infrastructure before equipment.
- 3
Equipment walkthrough — 3-5 pieces relevant to their goal
Do not show every machine. Show the 3-5 relevant to what they said their goal is. For weight loss: cardio + functional area. For strength: free weights + cables. Showing 40 machines to a first-timer is overwhelming.
- 4
Safety rules — re-rack, wipe down, no cameras in locker rooms
State rules clearly with reasons: 'We require re-racking so every member can find what they need.' Rules with reasons are followed more consistently.
- 5
Hand them a written 3-visit starter program
Print or email a 3-visit starter program based on their goal. A new member with a plan makes it to week two. Without a plan, 'I didn't know what to do' is the #1 week-one cancellation reason.
- 6
72-hour follow-up — schedule it before they leave
Tell the member you'll check in in 3 days. Set a CRM reminder before the member walks out. Members who receive a check-in call in the first week retain at 2× the rate of those who don't.
Verify when done
- ☐Waiver confirmed before equipment access
- ☐AED and emergency exit locations covered
- ☐Written starter program given
- ☐72-hour follow-up scheduled in CRM
Common mistakes
- ✕Starting tour before confirming waiver
- ✕Showing every machine instead of the relevant ones
- ✕Not scheduling the 72-hour follow-up
Trainer notes
The follow-up call is the highest-ROI step and the one most skipped. Set the CRM reminder immediately after orientation ends — not at the end of your shift.
Common questions
Who should run the gym new member orientation procedure?
Gym staff member conducting a new member orientation
When should this fitness & wellness procedure be run?
Every new member's first visit after signup
How many steps does the gym new member orientation procedure have?
6 steps. The procedure starts with "Confirm waiver is signed before equipment access" and ends with "72-hour follow-up — schedule it before they leave". Each step in between has the action and the reason it matters.
What's the most common mistake when running this procedure?
Starting tour before confirming waiver. The follow-up call is the highest-ROI step and the one most skipped. Set the CRM reminder immediately after orientation ends — not at the end of your shift.
Can I get a custom version written for my fitness & wellness business?
Yes. TalkNDone generates a custom SOP from your voice or text description in about 5 minutes — written using your team's words, your equipment, and your specific procedure. $49 one-time, free preview before you pay, no subscription. Start at talkndone.com.
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