Gym Employee Handbook Template

Running a gym or fitness center means creating a safe environment for members while managing liability risks and delivering great service. A gym employee handbook helps you document safety procedures, emergency protocols, and the policies that protect your members, staff, and business.

This guide covers everything you need to include in a gym-specific handbook, plus a free template to get you started.

Why gyms need a specialized handbook

Generic employee handbooks don't address the unique liability and safety concerns of fitness facilities. Gyms have specific needs that standard templates miss:

• Member safety — Equipment use, spotting, injury prevention
• Medical emergencies — AED/CPR response, heart attacks, injuries
• Liability management — Waivers, scope of practice, incident documentation
• Equipment maintenance — Inspections, repairs, out-of-service procedures
• Certifications — Trainer credentials, CPR requirements, continuing education
• Sales practices — Membership contracts, cancellation policies, commission

A gym-specific handbook addresses all of these while helping you reduce liability exposure and maintain a safe facility.

Download the template

Get started with our free employee handbook template. It includes all the standard sections, which you can customize with gym-specific policies.

This is our general template. Add the gym-specific sections outlined below to make it complete for your facility. Need help? See our step-by-step handbook guide. Also check out our retail handbook template for additional membership sales and customer service policies.

Key sections for gym handbooks

Beyond standard handbook content, gyms need these specialized sections:

Member safety procedures

Preventing injuries is your primary safety goal. Your handbook must document how staff should maintain a safe environment:

Floor supervision

• Staff must actively monitor workout areas during all operating hours
• Walk the floor regularly — don't stay behind the front desk
• Watch for unsafe behavior (improper form, excessive weight, horseplay)
• Offer assistance proactively when members appear to need help
• Enforce gym rules consistently and professionally

Equipment orientation

• Offer equipment orientation to all new members
• Demonstrate proper use before members use unfamiliar equipment
• Explain safety features (clips, pins, emergency stops)
• Document orientation completion in member file

Spotting guidelines

• Offer to spot members on free weight exercises when appropriate
• Use proper spotting technique — train all staff
• Never spot weight beyond your own ability
• Ensure member knows to ask for spot when needed

Emergency response procedures

Medical emergencies happen at gyms. Every staff member must know how to respond:

Medical emergency protocol

• Assess: Check if member is responsive and breathing
• Call 911: Designate someone to call immediately
• Get AED: Send someone to retrieve the AED
• Start CPR: If trained and member is unresponsive/not breathing
• Use AED: Follow device prompts — it will analyze rhythm
• Clear area: Keep other members away from the scene
• Meet EMS: Send someone to entrance to guide paramedics

AED requirements

• Know location of all AEDs in facility
• Check AED monthly (battery, pads, readiness indicator)
• All staff must complete AED training
• AED must be accessible within 3 minutes of any location
• Post AED location signs clearly

Injury documentation

• Complete incident report for any injury, no matter how minor
• Document what happened, when, where, and who witnessed
• Note any first aid provided
• Have member sign report if possible
• Submit to management immediately
• Do not admit fault or liability

Personal training policies

Personal trainers face unique liability and scope of practice concerns. Document expectations clearly:

Scope of practice

• Trainers may design exercise programs within their certification scope
• Trainers may NOT diagnose injuries or medical conditions
• Trainers may NOT prescribe diets (unless also a registered dietitian)
• Refer members to appropriate professionals (doctors, physical therapists, dietitians)
• Do not train members through pain or against medical advice

Client assessment

• Complete PAR-Q or health history questionnaire before training
• Obtain physician clearance for high-risk members
• Document baseline fitness assessments
• Review and update health information periodically

Session policies

• Cancellation policy: [24-48 hours] notice required
• Late arrivals: session ends at scheduled time
• No-shows: [policy for charging or forgiving]
• Package expiration: [timeframe]
• Client confidentiality: do not discuss clients with others

Template vs. digital handbook

Gym staff are often on the floor away from computers. They need quick access to emergency procedures and policies:

Frequently asked questions

What should be in a gym employee handbook?

A gym handbook should include member safety procedures, equipment maintenance protocols, emergency response (including AED/CPR), personal training policies, membership sales guidelines, facility cleanliness standards, and policies for handling member injuries or medical emergencies.

What certifications do gym employees need?

Requirements vary by position. Personal trainers typically need certification from organizations like NASM, ACE, or ACSM. All staff should have CPR/AED certification. Group fitness instructors may need specific certifications for the classes they teach. Some states have additional requirements.

What emergency procedures should gyms have?

Gyms should have documented procedures for medical emergencies (including AED use), member injuries, facility evacuation, severe weather, and equipment failures. All staff should know AED locations, emergency contacts, and their specific roles during emergencies.

Are gyms required to have AEDs?

Requirements vary by state. Many states require gyms and fitness centers to have AEDs and trained personnel on premises. Even where not legally mandated, it's an industry best practice and can reduce liability. Check your state's specific requirements.

How do I get gym staff to acknowledge the handbook?

Have each employee sign an acknowledgement form confirming they've received and read the handbook. For emergency procedures and safety policies, consider requiring separate acknowledgments to ensure staff understand their critical responsibilities.