Pre-Launch Checklist: What You Need Before Starting

Overview

Getting ready to launch your gym on FitnessForce? This comprehensive checklist ensures you have everything prepared for a smooth onboarding process. Having all required materials ready before you begin setup can reduce your launch time from weeks to just days. This guide walks you through exactly what you need to gather, from company documents to marketing assets, so your gym can start accepting members as quickly as possible.

Prerequisites

Before starting this checklist:

• Ensure you have signed the FitnessForce Master Service Agreement

• Designate a primary point of contact for the onboarding process

• Have access to all company documents and assets

• Set aside 2-4 weeks for the complete setup process

Key Concepts

Company Setup: The top-level organization structure in FitnessForce that manages all your gym locations

Branch/Location Setup: Individual gym location configuration within your company structure

Merchant Account: Payment processing account required to accept member payments

Two-Way Integration: Communication systems that allow messages to flow both from and to FitnessForce

Step-by-Step Instructions

Step 1: Gather Company Information

Start by collecting these essential company details:

• Company name (exactly as it should appear in the system)

• Primary admin name (the main person managing the FitnessForce account)

• Admin email address (for system access and notifications)

• Admin contact number (for urgent communications)

• Company logo (high-resolution file for branding)

These items form the foundation of your FitnessForce setup and determine how your organization appears throughout the platform.

Step 2: Prepare Location-Specific Details

For each gym location, you’ll need:

• Branch name (e.g., “YourGym New York” - should be easily identifiable in reports)

• Location email address (for branch-specific communications)

• Tax number (if available - new locations can add this later)

• Website URL (your gym’s website address)

• Location logo (high-resolution version specific to this branch)

Having a clear naming convention for your branches makes reporting and management much easier as you grow.

Step 3: Collect Legal Documents

Gather all membership agreements and waivers:

• Membership agreement (for gym access)

• Personal training agreement (if offering PT services)

• Group fitness agreement (if offering classes)

• Guest waiver (for trial visitors)

• Ancillary service agreements (lockers, kids programs, etc.)

Work with your legal counsel to ensure all agreements comply with local regulations. FitnessForce can provide template agreements, but you should have them reviewed by local attorneys.

Step 4: Set Up Payment Processing

Register for your merchant account:

• Business registration documents (as required by payment processor)

• Bank account information (for settlement of funds)

• Tax identification numbers (for compliance)

• Authorized signatory details (person authorized to sign agreements)

Allow 10 days for merchant account approval.

Step 5: Prepare Your Rate Card

Document your membership pricing structure:

• Membership tiers (e.g., Base, Peak, Peak Results)

• Pricing for each tier (monthly and annual options)

• Recurring vs. paid-in-full options

• Service pricing (personal training, group classes)

• Ancillary services (lockers, amenities)

Consider offering both recurring monthly and paid-in-full options to appeal to different member preferences.

Step 6: Identify Staff and Roles

Create a list of all staff who need system access:

• General Manager (full location access)

• Member Service Representatives (MSRs) (front desk operations)

• Personal Training Manager (PT scheduling and sales)

• Personal Trainers (individual trainer access)

• Group Fitness Instructors (class management)

Include email addresses for each staff member. You can add more users later as you hire.

Step 7: Prepare Communication Channels

Set up your messaging infrastructure:

Email Requirements:

• Decide on email addresses for outbound communications

• Consider using generic addresses (info@, members@) rather than personal emails

• Prepare email forwarding rules for two-way communication

WhatsApp Setup:

• Register for a Meta Business account

• Decide on WhatsApp display name (location-specific recommended)

• Prepare budget for per-message costs

• Consider separate numbers for transactional vs. marketing messages

Step 8: Ready Your Digital Marketing

Prepare for online lead generation:

Social Media:

• Facebook Business Manager access

• Instagram business account

• Marketing team contact information

Website Integration:

• Current lead form integration on website

• Desired online joining flow (if applicable)

• Class schedule display preferences

Step 9: Plan Access Control

• Entrance configuration (turnstile vs. door)

• Hardware preferences (keyfob reader, nfc, qr code, face recognition etc)

• Budget for equipment

Common Questions

Q: How long does the entire setup process take?
A: With all materials ready, basic setup takes 2 weeks. Additional time may be needed for external dependencies like Apple Developer accounts (for mobile apps) or WhatsApp verification.

Q: Can we start pre-sales before everything is complete?
A: Yes! You need the merchant account, basic rate card, and staff access set up to begin pre-sales. The mobile app and some integrations can be completed later.

Q: Should we use one WhatsApp number for all locations or separate numbers?
A: We recommend separate numbers per location for clearer communication and cost allocation. You can always add a corporate number later for regional campaigns.

Q: What if we don’t have our tax number yet for a new location?
A: You can begin setup without it and add the tax number later when you receive it from authorities.

Q: Do we need all agreement types ready before starting?
A: Start with your basic membership agreement and guest waiver. Additional service agreements can be added as you finalize those offerings.

Best Practices

Based on successful implementations:

• Use consistent naming conventions across all locations for easier reporting

• Set up generic email addresses (not personal emails) to avoid disruption when staff changes

• Start simple with pricing - you can always add more options later

• Maintain the same role structure as your other locations for consistency

• Plan your communication strategy early - decide between location-specific vs. corporate messaging

• Document everything in the Trello board provided by FitnessForce for smooth onboarding

Troubleshooting

Related Resources

• Understanding the FitnessForce Platform Overview

• Setting Up Your First Location

• Member Communication Best Practices

• Staff Training Guidelines

Next Steps

Once you’ve gathered all materials:

1. Schedule your kickoff call with FitnessForce

2. Access your Trello board for task tracking

3. Begin uploading documents and information

4. Schedule staff training sessions

5. Plan your pre-sales campaign launch

Need Additional Help?

Contact your FitnessForce account manager or visit our support portal for assistance with any aspect of your pre-launch preparation. We’re here to ensure your gym launches successfully on schedule.