I am looking for ideas on the best way possible to make sure PT clients are paying the club. Our trainers have an agreement with the owner for a % but it is my job as the manager to take the contracts and payments and enter them into our system. However, I am trying to verify that all clients that are being trained, are paying (according to the contracts – not just paying the trainer), and getting entered into the system properly.
I have heard of issues going on within other clubs in the area in which trainers are taking money “under the table” and wish to avoid this happening in my clubs. Any best practices or advice greatly appreciated.
As others have suggested there is no fool proof system keeping these interactions from happening. You can have all the systems in place and still there will be some “illegal” activity going on. What I would suggest is to have an area where all of the PT clients are coming in to meet their trainers and either yourself or someone else that you trust, should be there at all times to sign-in these clients before their session with their trainer. This way you will know when the clients are coming in for training and don’t just wait for your trainers to log them into the system. It would be very easy for them to forget to log a few sessions into the system (which means they are getting paid under the table). Trainers come and go, but the clients wouldn’t be there if the gym wasn’t there at the first place.