Fitness rostering & staff scheduling software for Australian gyms
Schedule trainers, instructors and reception around the class timetable and control wage costs — without enterprise complexity.
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Class and trainer scheduling
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Fitness Award rates applied
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Certification tracking
Designed for the realities of fitness work
A gym roster is a timetable with people attached. The class has to run, and only some of the team can run it.
A class timetable that cannot slip
Instructor qualifications per class type
Early-morning and evening peaks
Reception and floor cover
Casual and contractor mix
First aid and CPR currency
Fitness instructor scheduling by class and qualification
Fitness staff scheduling starts from the timetable: each class needs an instructor qualified to take it, and a cancelled class is a member complaint.
Every class covered by someone qualified to take it
Timetable first, floor cover around it
Hold class qualifications against each instructor and schedule the timetable from the qualified pool, then build reception and floor cover around it.
- Schedule classes from the qualified instructor pool
- Cover early-morning and evening peaks from templates
- Track first aid, CPR and class certifications with expiry alerts
- See labour cost per club and per class type
Gym staff rostering
A gym floor needs cover whenever the doors are open, and 24-hour clubs need it when they are not staffed at all.
Floor cover, reception and personal training on one roster
Schedule floor staff against opening hours, personal trainers against their own bookings, and reception around both.
- Cover staffed hours and the shoulders around them
- Schedule personal trainers against their own bookings
- Track first aid and CPR currency per person
- See labour cost against membership revenue
Fitness studio scheduling
A boutique studio is all timetable: every session is a class, and the instructor is the product.
A timetable staffed by instructors qualified for it
Schedule each class from the pool qualified to take it, with cover arranged before a cancellation reaches members.
- Schedule each class type from its qualified pool
- Arrange cover before a class is cancelled
- Track certifications by class type
- See labour cost per class and per studio
Time and attendance across the club
Instructors often work across several clubs, and the timesheet has to know which.
Attendance reconciled to the timetable
Mobile or reception terminal clock-in
Staff clock in on their phone or at reception, and hours are reconciled against the roster before payroll.
- GPS clock-in at each site
- Photo verification to reduce time theft
- Overnight and rotating shifts tracked accurately
- Worked hours convert straight into payroll-ready timesheets
Fitness award compliance, made simpler
Penalty rates, overtime and break rules vary by day, time, employment type and shift length — and one week’s roster touches most of them.
Fitness Industry Award (MA000094) — pay rates by period
| Period | Full-time & part-time | Casual |
|---|---|---|
| Ordinary hours (Mon–Fri) | 100% | 125% |
| Saturday | 125% | 130% |
| Sunday | 150% | 130% |
| Public holiday | 250% | 130% |
Casual rates are set by the award directly, not by adding a loading to the permanent rate. Rates change each 1 July; the full breakdown by classification, junior age and allowance is in the fitness award pay guide. Always verify against Fair Work.
Payroll-ready workforce data
Approved hours should reach the pay run without being re-keyed, penalties and all.
From the roster to the pay run without a spreadsheet in between
Award interpretation already applied
RosterElf connects fitness scheduling and time tracking to payroll, so approved hours flow cleanly to Xero or MYOB with penalties already applied.
- Fewer payroll errors from manual data entry
- Less time reconciling timesheets each fortnight
- Clear records for audits and compliance checks
- Faster pay runs, even through a busy period
Australian gyms and studios using RosterElf report significant time savings on schedule creation. Based on customer feedback and ROI calculator data.
More than fitness scheduling software
Scheduling is one job of several. RosterElf puts communication, HR and time tracking in the same place, so a fitness team has one app rather than four.
Why gyms and studios choose RosterElf
Wellness businesses including Pressed Earth run their rosters on RosterElf. RosterElf is built for Australian workplaces, with Fair Work compliance, modern awards and local payroll integrations as the starting point rather than an add-on.
Save hours on scheduling
Less time building and re-fixing the roster every week.
Control labour costs
See live wage cost as you schedule — no guesswork until payday.
Australian compliance
Fitness Industry Award rates and penalties built in.
All employment types
Works for casual, part-time and full-time staff.
Easy to adopt
Intuitive for managers and staff, with minimal training.
Single or multi-site
Scales from one site to a group.
Calculate your fitness scheduling savings
See how much time and money your business could save with RosterElf rostering software.
Your current rostering
Based on 70% time reduction with automated rostering
Your potential savings
No credit card required
“We're probably paying half of what we were paying.”
Luke Kelsey · Director, Pressed Earth
Wellness brand cut rostering costs by 50%
Read the Pressed Earth storyTrusted by gyms and studios across Australia
Hear from Australian businesses that simplified their scheduling with RosterElf
Andrew Nathan
November 13, 2025
"We are extremely happy with Roster Elf, it's a great improvement on the previous system we were using. Sean and all the staff have been fantastic, really know their stuff and make using RosterElf a pleasure."
Monica Van De Laak
October 16, 2025
"Sean was an amazing help, very patient and thorough."
Mary C.
October 13, 2025
"I can see my roster, enter availability, put leave in advance and clock on and off easily."
Common roles in fitness
Download free job description templates for your fitness team
Relevant awards for fitness
Stay compliant with Australian Modern Award pay rates
Explore similar industries
See how RosterElf helps other businesses like yours
Fitness scheduling and rostering resources
Free scheduling tools, templates and guides for Australian gyms and studios
Try fitness staff scheduling free
Build your first fitness roster in minutes. No credit card required.
Real support from people who understand your business
At RosterElf, support isn't a ticket system — it's part of the product. Our Australian-based team helps you set up correctly, understand award rules, and stay compliant as your business changes. No scripts. No offshore handoffs. Just real help when you need it.
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Guided setup and onboarding
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Award and payroll questions answered
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Ongoing help as your team grows
Fitness staff scheduling FAQ
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The best fitness scheduling software staffs the class timetable from a qualified instructor pool, covers early and late peaks from templates, tracks first aid and class certifications, and exports to payroll with Fitness Industry Award rates applied. RosterElf does all four.
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Hold each instructor’s class qualifications against them and schedule the timetable from that pool rather than from who is free. A class covered by someone unqualified is a member-safety problem before it is a rostering one.
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Offer it to the qualified pool rather than ringing round. Because qualifications are held per person, the offer only reaches instructors who can actually take that class type.