Client Snapshot
VFit Gym is a premium members-only gym that offers group training, 1 on 1 personal training, sports-specific training and more. VFit has a unique scheduling model that allows clients to come and start their workout during a large time window. Rather than requiring clients to be at the facility at a specific start time, clients have a larger 1 to 2 hour start window.
VFit reached out to Playbook Marketing to develop a better customer onboarding process, identify and implement a new studio management system, and create a seamless workflow for VFit to manage classes, 1 on 1 coaching, and all other aspects of their digital operations.
The Challenge
VFit started out like many other fitness studios with a great product, but not the technical expertise to scale it.
- They took an educated guess on what systems fit them best, instead of strategically evaluating multiple options and understanding the connections and integrations.
- Each system operated in isolation, rather than together
- Eventually these systems failed and having each system operate in its own bubble created workflow problems that became time consuming and cumbersome
- The website was non-existent, with essentially no content, improper structure, and no tracking, the website was more of a liability than an asset
Our Game Plan
Playbook Marketing took a holistic approach to VFit’s situation. The primary goals we were looking to achieve boiled down to three key points:
- Make it easy for people to understand who VFit Gym is and what they offer.
- Make it easy for people to get signed up with VFit Gym and get started
- Make it easy for admins, trainers, and clients to transact and use the service as intended.
Website Development
- The website was completely redesigned from the ground up along with a basic content strategy that made it easy to showcase the business.
- Content featured real testimonials, FAQs, class and training offerings, and more so that anyone could get key information from the website without having to call or email.
- Existing scheduling systems were integrated with the website to onboard new clients until a new system could be identified and implemented.
System Identification & Implementation
- At the time StudioBookings was the primary scheduling software VFit was using. However, as complexity grew and VFit demanded more of the system, StudioBookings crumpled when it was needed most.
- After a 4-month long process, a new system had been identified, implemented, and key personnel onboarded. Existing members, classes, and other key information were migrated to the new system without issue.
- The system was further customized to adapt to VFit’s unique scheduling approach.
- VFit now has a robust studio management software connected to the website that makes it easy for clients to schedule without having to have admin interaction.
- This new system has provided clarity into profitability, reduced onboarding times for new trainers and clients, and simplified operations so that the system works for VFit.
Ongoing Monitoring, Maintenance, & Improvements
- No system is perfect and while there have been small speed bumps we’ve run into, we’ve been with VFit every step of the way.
- With each question or bug that arises, these are resolved within 2-3 days at most (most within 24 hours). They are then documented into a Knowledgebase that makes it easy for anyone within the organization to see what was done and how something was answered or resolved.
- The system remains to be continually evaluated for its performance along with operational performance. “Is this still the best system for us?” and “Are we using the system to the best of its capabilities?” are two questions we’re always asking ourselves.
Post-Game Summary
With the new website and new studio management system, all stakeholders at VFit are having a smoother, more streamlined experience.
- Customers can easily find VFit online, sign up for classes, and get onboarded in 24 hours or less.
- VFit staff can easily see an outlook of their coaching schedule and who’s in each class.
- VFit admins can monitor profitability, perform payroll reports, and adjust offerings within minutes instead of hours.
VFit Gym is proud to call The Playbook Marketing Agency a partner who supports their business, solves complex problems, and offers unique ideas to stay ahead of the rest of the market.