Docsroom

Templates / Gyms and personal trainers

Health forms, waivers and equipment records, from one link.

New members forget the health questionnaire and trainers forget their insurance, so the front desk ends up chasing. Docsroom asks once, gives everyone their own link and reminds whoever has not replied.

8 templates80 requestsWritten for gyms and personal trainers

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Eight templates for gyms and personal trainers

Open a template to see every request in the order it is asked, and watch it written in and answered.

New member starter checklistfor new members · before their first visit12 requests12 requests
New member starter checklistCallum Reid · new member9 of 12 back
  • About you
  • FormJoining details7 questionsAssigned to CRCallum Reid, memberFrom Robin 2 daysComplete
  • QuestionEmergency contactname and numberAssigned to CRCallum Reid, memberFrom Robin 2 daysComplete
  • QuestionWhat you want to achievea line or twoAssigned to CRCallum Reid, memberFrom Robin 3 daysReady to check
  • Your health
  • FormHealth questionnairePAR-Q, 7 questionsAssigned to CRCallum Reid, memberFrom Robin 2 daysReady to check
  • QuestionInjuries or surgeryin the last two yearsAssigned to CRCallum Reid, memberFrom Robin 3 daysComplete
  • QuestionMedicationthat affects exerciseAssigned to CRCallum Reid, memberFrom Robin 3 daysAwaiting reply
  • UploadDoctor’s noteonly if you were advisedAssigned to CRCallum Reid, memberFrom Robin 4 daysReminder sent
  • Before you train
  • ApprovalMembership agreementread and approveAssigned to CRCallum Reid, memberFrom Robin 4 daysComplete
  • ApprovalLiability waiverread and approveAssigned to CRCallum Reid, memberFrom Robin 4 daysReady to check
  • ApprovalGym rulesread and approveAssigned to CRCallum Reid, memberFrom Robin 5 daysReady to check
  • UploadA photo for your cardface clearly visibleAssigned to CRCallum Reid, memberFrom Robin 5 daysComplete
  • DecisionInduction slotpick a timeAssigned to CRCallum Reid, memberFrom Robin 5 daysAwaiting reply
Staff starter checklistfor new gym staff · before their first shift11 requests11 requests
Staff starter checklistEllie Marsh · gym instructor9 of 11 back
  • About you
  • QuestionRight to work share codeif you have oneAssigned to EMEllie Marsh, instructorFrom Robin 3 daysComplete
  • UploadPhoto IDa clear photo of the pageAssigned to EMEllie Marsh, instructorFrom Robin 3 daysComplete
  • QuestionEmergency contactname and numberAssigned to EMEllie Marsh, instructorFrom Robin 4 daysReady to check
  • Pay and contract
  • FormBank and tax details6 questionsAssigned to EMEllie Marsh, instructorFrom Robin 4 daysReady to check
  • QuestionNational Insurance numberone lineAssigned to EMEllie Marsh, instructorFrom Robin 4 daysComplete
  • ApprovalEmployment contractread and approveAssigned to EMEllie Marsh, instructorFrom Robin 5 daysAwaiting reply
  • ApprovalLone working procedureread and approveAssigned to EMEllie Marsh, instructorFrom Robin 6 daysReminder sent
  • Training and kit
  • UploadGym instructor certificateLevel 2 or aboveAssigned to EMEllie Marsh, instructorFrom Robin 6 daysComplete
  • UploadFirst aid certificateemergency first aidAssigned to EMEllie Marsh, instructorFrom Robin 7 days1 file sent
  • TableShifts you can workone row for each dayAssigned to EMEllie Marsh, instructorFrom Robin 5 daysReady to check
  • DecisionUniform sizepick your sizeAssigned to EMEllie Marsh, instructorFrom Robin 6 daysComplete
Self-employed trainer packfor freelance trainers · before they train anyone here10 requests10 requests
Self-employed trainer packTunde Adeyemi · personal trainer8 of 10 back
  • About you
  • FormTrainer details6 questionsAssigned to TATunde Adeyemi, trainerFrom Robin 3 daysComplete
  • UploadPhoto IDpassport or licenceAssigned to TATunde Adeyemi, trainerFrom Robin 3 daysComplete
  • Qualifications and cover
  • UploadPersonal training diplomaLevel 3 certificateAssigned to TATunde Adeyemi, trainerFrom Robin 4 days1 file sent
  • UploadREPs or CIMSPA cardif you are registeredAssigned to TATunde Adeyemi, trainerFrom Robin 4 days2 files sent
  • UploadPublic liability insurancecurrent certificateAssigned to TATunde Adeyemi, trainerFrom Robin 5 daysComplete
  • UploadFirst aid certificatestill in dateAssigned to TATunde Adeyemi, trainerFrom Robin 6 daysAwaiting reply
  • UploadDBS certificateif you train under-18sAssigned to TATunde Adeyemi, trainerFrom Robin 7 daysReminder sent
  • Working here
  • ApprovalFloor hire agreementread and approveAssigned to TATunde Adeyemi, trainerFrom Robin 6 daysComplete
  • ApprovalEmergency proceduresread and approveAssigned to TATunde Adeyemi, trainerFrom Robin 7 daysReady to check
  • TableDays and times you trainone row for each slotAssigned to TATunde Adeyemi, trainerFrom Robin 7 daysReady to check
Personal training start packfor new training customers · before the first session10 requests10 requests
Personal training start packGeorgia Hale · one-to-one training8 of 10 back
  • Your goals
  • FormGoals and lifestyle8 questionsAssigned to GHGeorgia Hale, customerFrom Robin 2 daysComplete
  • QuestionTraining so farwhat you have triedAssigned to GHGeorgia Hale, customerFrom Robin 3 daysComplete
  • QuestionFood allergiesfor any meal adviceAssigned to GHGeorgia Hale, customerFrom Robin 3 daysReady to check
  • Your health
  • FormHealth questionnairePAR-Q, 7 questionsAssigned to GHGeorgia Hale, customerFrom Robin 3 daysReady to check
  • QuestionInjuries or painwhere and for how longAssigned to GHGeorgia Hale, customerFrom Robin 4 daysComplete
  • QuestionEmergency contactname and numberAssigned to GHGeorgia Hale, customerFrom Robin 4 daysAwaiting reply
  • TableStarting measurementsonly if you want themAssigned to GHGeorgia Hale, customerFrom Robin 5 daysReminder sent
  • Booking
  • DecisionSessions each weekone, two or threeAssigned to GHGeorgia Hale, customerFrom Robin 5 daysComplete
  • ApprovalCancellation termsread and approveAssigned to GHGeorgia Hale, customerFrom Robin 6 daysReady to check
  • ApprovalProgress photo consentyes or noAssigned to GHGeorgia Hale, customerFrom Robin 6 daysReady to check
Under-18 membership packfor parents of under-18s · before a teenager joins9 requests9 requests
Under-18 membership packZayn Khan · junior member7 of 9 back
  • About your teenager
  • FormJunior details6 questionsAssigned to AKAisha Khan, parentFrom Robin 2 daysComplete
  • UploadProof of agepassport or certificateAssigned to AKAisha Khan, parentFrom Robin 3 daysComplete
  • FormHealth questionnairePAR-Q, 7 questionsAssigned to AKAisha Khan, parentFrom Robin 3 daysReady to check
  • QuestionAsthma or allergiesinhaler or auto-injectorAssigned to AKAisha Khan, parentFrom Robin 3 daysReady to check
  • Your consent
  • ApprovalParent or guardian consentread and approveAssigned to AKAisha Khan, parentFrom Robin 4 daysComplete
  • ApprovalJunior gym rulesread and approveAssigned to AKAisha Khan, parentFrom Robin 5 daysAwaiting reply
  • ApprovalPhoto consentyes or noAssigned to AKAisha Khan, parentFrom Robin 5 daysReminder sent
  • DecisionGetting home afterwardsalone or collectedAssigned to AKAisha Khan, parentFrom Robin 5 daysComplete
  • DecisionSession timesafter school or weekendsAssigned to AKAisha Khan, parentFrom Robin 6 daysReady to check
Yearly member health updatefor existing members · each year, on their joining date8 requests8 requests
Yearly member health updateRachel Ward · yearly update6 of 8 back
  • What has changed
  • FormUpdated health questionnairePAR-Q, 7 questionsAssigned to RWRachel Ward, memberFrom Robin 3 daysComplete
  • QuestionNew injuries or surgeryin the last yearAssigned to RWRachel Ward, memberFrom Robin 4 daysComplete
  • QuestionNew medicationname and reasonAssigned to RWRachel Ward, memberFrom Robin 4 daysReady to check
  • QuestionPregnancy or recent birthso we can adapt sessionsAssigned to RWRachel Ward, memberFrom Robin 4 daysReady to check
  • QuestionEmergency contactname and numberAssigned to RWRachel Ward, memberFrom Robin 5 daysComplete
  • Your membership
  • QuestionChanges to your detailsaddress, phone or emailAssigned to RWRachel Ward, memberFrom Robin 6 daysAwaiting reply
  • ApprovalUpdated liability waiverread and approveAssigned to RWRachel Ward, memberFrom Robin 6 daysReminder sent
  • DecisionHow we contact youtext or emailAssigned to RWRachel Ward, memberFrom Robin 7 daysComplete
Yearly equipment and safety packfor the gym · every year, before insurance renewal12 requests12 requests
Yearly equipment and safety packNorthgate Fitness · yearly pack9 of 12 back
  • Insurance and licences
  • UploadPublic liability insurancecurrent certificateAssigned to DFDanny Foster, gym managerFrom Robin 7 daysComplete
  • UploadEmployer’s liabilityif you have staffAssigned to DFDanny Foster, gym managerFrom Robin 7 daysComplete
  • TableFreelance trainer covername, insurer, end dateAssigned to DFDanny Foster, gym managerFrom Robin 9 daysReady to check
  • UploadMusic licencePPL PRS certificateAssigned to DFDanny Foster, gym managerFrom Robin 10 days2 files sent
  • Equipment
  • UploadCardio equipment serviceengineer’s reportAssigned to DFDanny Foster, gym managerFrom Robin 10 daysComplete
  • UploadWeights and racks checkinspection reportAssigned to DFDanny Foster, gym managerFrom Robin 10 daysAwaiting reply
  • UploadElectrical safety testPAT certificateAssigned to DFDanny Foster, gym managerFrom Robin 12 daysReminder sent
  • Safety
  • UploadFire risk assessmentfloor and changing roomsAssigned to DFDanny Foster, gym managerFrom Robin 12 daysComplete
  • UploadLegionella risk assessmentshowers and hot waterAssigned to DFDanny Foster, gym managerFrom Robin 14 days1 file sent
  • QuestionDefibrillator checkpad and battery datesAssigned to DFDanny Foster, gym managerFrom Robin 14 daysReady to check
  • ApprovalHealth and safety policyread and approveAssigned to DFDanny Foster, gym managerFrom Robin 14 daysComplete
  • QuestionAccidents and injuriesyes or no, then detailsAssigned to DFDanny Foster, gym managerFrom Robin 16 daysAwaiting reply
Company membership packfor local employers · before their team joins8 requests8 requests
Company membership packBracken Logistics · staff membership6 of 8 back
  • The company
  • FormCompany details6 questionsAssigned to APAlan Pope, office managerFrom Robin 3 daysComplete
  • QuestionWho receives invoicesname and emailAssigned to APAlan Pope, office managerFrom Robin 3 daysComplete
  • UploadCompany logofor the welcome sheetAssigned to APAlan Pope, office managerFrom Robin 5 days1 file sent
  • DecisionWelcome sessionat your site or hereAssigned to APAlan Pope, office managerFrom Robin 5 daysReady to check
  • The team
  • TableStaff joiningone row for each personAssigned to APAlan Pope, office managerFrom Robin 6 daysComplete
  • QuestionStart datefirst day for the teamAssigned to APAlan Pope, office managerFrom Robin 6 daysAwaiting reply
  • ApprovalCompany membership termsread and approveAssigned to APAlan Pope, office managerFrom Robin 7 daysReminder sent
  • ApprovalHow we use staff detailsread and approveAssigned to APAlan Pope, office managerFrom Robin 7 daysComplete

Written for gyms and personal trainers. The names are made up. The replies coming in are an illustration. Build any of these in Docsroom and save it as your own template.

Why it helps

What changes for you

A health form before the first session

Each new member gets their own link for the questionnaire and waiver, and answers from their phone before they walk in.

Trainer paperwork in one place

Qualifications, insurance and first aid certificates for every trainer come back to one list, each with the date it arrived.

Safety records asked for on time

Send the yearly equipment and safety pack early, and Docsroom chases whoever has not replied until each one is in.

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