Timeline Planning for New Location Launch

Overview

Planning your timeline backwards from your target launch date is crucial for a successful gym opening. This guide helps you understand realistic timeframes, identify external dependencies that could cause delays, and build in buffer time for training and testing. By creating milestone checkpoints, you’ll be able to make informed go/no-go decisions throughout the setup process.

Prerequisites

Before starting your timeline planning, you’ll need:

• A target opening date for your location

• Basic information about your business entity and location

• Understanding of whether you’ll run a pre-sale period

• Access to key decision makers for approvals

• Company documentation (tax ID, business registration)

Key Concepts

Setup Timeline: The complete process from initial configuration to going live, typically 2-4 weeks for new locations without data migration

Pre-sale Period: The time before your gym officially opens when you begin selling memberships, typically 45 days

External Dependencies: Third-party requirements that can impact your timeline, such as merchant accounts, Apple Developer accounts, and WhatsApp/Meta setup

Milestone Checkpoints: Key decision points where you assess readiness before proceeding to the next phase

Step-by-Step Instructions

Step 1: Determine Your Target Dates

• Identify your planned opening date (example: end of August/beginning of September)

• Work backwards to determine your pre-sale start date

• For a 45-day pre-sale period, subtract 45 days from opening date

Step 2: Account for External Dependencies

• Merchant Account Setup: Allow 10 days for approval and setup

• Apple Developer Account: Can take several weeks - not needed for pre-sale but required before opening

• WhatsApp/Meta Account: Variable timeline, start immediately as it requires business verification

• Important note: These dependencies often determine your actual timeline

Step 3: Plan Your Setup Activities

Based on the typical 2-4 week setup timeline, allocate time for:

• Week 1: Company setup, branch configuration, agreements, payment gateway initiation

• Week 2: Staff setup, membership plans, email/WhatsApp integration

• Week 3: Website integration, access control planning, automation setup

• Week 4: Testing, training, and final preparations

Step 4: Schedule Training Sessions

• Front Desk Training: Basic system operations for day-to-day use

• Manager Training: Advanced configuration and reporting capabilities

Step 5: Build in Buffer Time

• Add extra time for:

  • Back-and-forth on business decisions (membership tiers, pricing)

  • Legal review of agreements

  • Technical integrations with your website

  • Testing new capabilities you haven’t used before

Common Questions

Q: What if we don’t have all our business documentation ready?
A: Start with what you have. Items like tax numbers often come later for new locations. Begin the setup process and add documentation as it becomes available. Don’t let missing paperwork delay your entire timeline.

Q: Can we shorten the timeline if we skip certain features?
A: Yes, you can launch with core features and add others later. For example, the Member app isn’t needed for pre-sale, and some automation can be configured after opening. Focus on must-haves first.

Q: How do we handle delays in external dependencies?
A: Start these immediately and in parallel. While waiting for approvals, continue with internal setup tasks. Having weekly check-ins helps identify delays early so you can adjust your timeline.

Q: Should we plan for a soft opening before the official launch?
A: Consider a soft opening week between pre-sale end and grand opening. This allows time for final training, system testing with real transactions, and addressing any issues before full operations.

Best Practices

• Start external dependency applications on day one - don’t wait for contracts to be signed

• Run merchant account and WhatsApp setup in parallel to save time

• Use a staging/sandbox environment for initial configuration and testing

• Get legal review of agreements early in the process to avoid last-minute delays

• Schedule training when key stakeholders can attend in person for maximum impact

• Keep communication simple - use one email address per location rather than personal emails

• Plan your organizational hierarchy before setup

Troubleshooting

Related Resources

• Using Trello for Project Management

• Pre-Launch Checklist

• Understanding Platform Overview

Next Steps

1. Create your timeline working backwards from your target opening date

2. Initiate merchant account and WhatsApp setup immediately

3. Schedule your first weekly check-in meeting

4. Assign a point of contact from your team for the setup process

5. Begin gathering required documentation (agreements, business info, logos)

Need Additional Help?

Contact your FitnessForce account manager for assistance with timeline planning. They can help you create a customized timeline based on your specific requirements and constraints. For urgent timeline questions, reach out to your account manager directly through the Trello board comments.