Gym rostering software, with classes matched to qualified instructors
Build the class timetable from qualified instructors, then cover the floor and reception around it.
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You set the rates once: Fitness award
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Personal trainer, group fitness instructor and gym instructor on one roster
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5am to 9am and 4pm to 8pm peaks, split days for instructors and 24-hour clubs, staffed hours only
How RosterElf handles gyms and fitness studios
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Classes rostered by qualification
Skills and qualifications sit on each profile, so you roster each class from the people who can take it.
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Offer the class to qualified staff
Offer the dropped class in the app to staff with the same qualification, and a manager approves the one who accepts.
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Certificates with expiry reminders
First aid, CPR and class certificates sit in the HR Hub (Full Suite and HR plans) with automatic expiry reminders. An expired certificate does not block rostering.
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GPS clock-in per site
Staff clock in by GPS at each club, and timesheets are kept per location.
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Live wage cost as you build
See each club's wage cost on the roster while you build it, before the week is published.
Gym and fitness staff scheduling
Build the roster around the work, not last week's
- Copy a template week, then move cover to the busy days
- Every shift costed at your pay rates as you build it
- Publish to the staff app in one click
Offer the class to qualified staff
Offer the dropped class in the app to staff with the same qualification, and a manager approves the one who accepts.
Certificates with expiry reminders
First aid, CPR and class certificates sit in the HR Hub (Full Suite and HR plans) with automatic expiry reminders. An expired certificate does not block rostering.
Built for gyms and studios
Gyms
Floor staff rostered against opening hours, personal trainers around their client sessions and reception around both, with first aid and CPR currency tracked and labour cost seen against membership revenue.
Fitness studios
Each class rostered from the pool qualified to take it, cover arranged before a cancellation reaches members, and labour cost seen per class and per studio.
Fitness Award and your roster
Set your award rates once, then roster with them
No pre-built Fitness pack: you set the Fitness Award rates once in the pay rate builder, then RosterElf applies them to every shift.
- Your pay rates and penalties, set up in the pay rate builder
- Every rostered shift costed at the rates you set
- Check each rule against your own award or agreement
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 employees get a 25% casual loading, and the award sets how it combines with weekend and public holiday penalties. 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.
From clock-in to payroll
Staff clock in on a tablet kiosk or their phone, managers approve timesheets against the roster, and approved hours go to Xero or MYOB. RosterElf is not payroll software: it costs the timesheets and sends them to your payroll.
Clock-in
A tablet kiosk or the staff app, with GPS recorded at clock-in, breaks and clock-out. The geofence can block clock-ins off site. On Core and Full Suite.
Timesheets
Worked hours land beside the rostered shift, costed at your pay rates, for a manager to approve before the pay run.
Xero and MYOB
Approved, costed timesheets go to Xero or MYOB, so nothing is re-keyed. Your payroll still runs the pay.
Reviews from RosterElf customers
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."
Gym and fitness rostering templates and guides
Free templates, guides and job descriptions for your business.
Comparing tools? Read our guide to the best rostering software in Australia .
Try gyms and fitness studios rostering free for 15 days
Set your award's rates once in the pay rate builder and RosterElf applies them to every shift.
No credit card 4.7 stars from 329 reviews on Google, Xero, G2 and Capterra
Real support from people who understand your business
At RosterElf, support isn't a ticket system — it's part of the product.
More about our support
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
Gym and fitness rostering FAQ
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Most gym, studio and fitness centre staff are covered by the Fitness Industry Award (MA000094), including personal trainers, group fitness instructors, swim coaches, lifeguards and receptionists at the centre. It is a common mistake to pay them under the General Retail Award. Check your classifications against Fair Work.
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There is no pre-built Fitness Award pack. You set the award’s rates and rules once in the pay rate builder, including weekend and public holiday rates, and from then on RosterElf applies them to every shift and timesheet. Pre-built packs exist for Hospitality, Restaurant, Clubs and Fast Food.
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Record each instructor’s class qualifications, such as spin, pilates or swim teaching, on their profile, and roster each class from the people who hold them. When an instructor drops a class, offer the shift in the app to staff with the same qualification rather than ringing round.
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Roster the staffed hours only, usually the early-morning and evening peaks, and build reception and floor cover from templates for each pattern. Personal trainers who run their own client sessions can be rostered for their floor and induction shifts. Clock-ins by GPS show who was actually on site.
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Yes. First aid, CPR and class certifications are held against each person, with automatic reminders before they expire. An expired certificate does not stop you rostering someone, so check the reminder list before you publish. Certificate tracking is part of the HR Hub, included in Full Suite and the HR plan.
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Look for three things: rostering by instructor qualification, certificate expiry reminders, and timesheets costed at Fitness Award rates you can check. RosterElf does all three and exports to Xero or MYOB, from $6 per user per month billed annually.