Managing group exercise teams and instructor schedules can easily become one of the most time-consuming and stressful parts of running a club, studio or facility. Whether you’re dealing with last-minute cover or trying to coordinate availability across multiple sites, the manual effort involved drains your time, energy and focus.
Yes, you might eventually find cover, but it often pulls you and your overstretched team away from member-facing tasks while you juggle messages, phone calls and search external groups. Despite all that effort, classes can still get swapped for something else or cancelled altogether, disrupting your timetable and frustrating your members. What you need are better tools to manage the process efficiently.
That’s where CoverMe Fitness comes in; the powerful app specifically developed for managing fitness teams and instructor cover. No more spreadsheets, WhatsApp threads or endless email trails.
Here’s how CoverMe Fitness saves you time (and money):
1. Instantly Connects with Relevant, Qualified and Available Instructors
Forget about calling through your contact list or posting in multiple WhatsApp groups. With CoverMe Fitness, you can send a cover request in under 20 seconds. The app sends it to a pool of pre-approved, qualified and insured instructors, either from your own team or from CoverMe’s external network. Only instructors who are available and meet your criteria can respond, saving you from all of that back-and-forth communication. You can find cover in minutes.
2. Automates Manual Admin
Managing cover manually across different sites and large instructor teams takes up serious time and resources. If you’re part of a chain, you could be losing 5 to15 hours a week at each site on manual cover tasks. That adds up to thousands of pounds every year. For smaller studios with leaner teams, losing just five hours a week can cost up to £5,000 annually.
CoverMe brings everything into one place, from checking availability, confirming cover and updating timetables, so you’re not bouncing between systems. By simplifying how you handle cover, you protect your schedule, reduce disruptions and free up time to focus on your members and growing your community.
3. Reduces Last-Minute Stress
Every manager knows the panic of getting a text late at night or early in the morning from an instructor needing cover. Whether it’s a same-day emergency or a planned holiday, CoverMe lets you broadcast real-time cover requests to your internal team or trusted wider network. This means faster responses and fewer cancellations, helping you maintain service levels without the stress, scramble and inevitable disruption to your members.
4. Built for You and Your Instructors
CoverMe isn’t a generic HR or messaging tool, it’s a purpose-built solution for managing group exercise and of course, for fitness professionals too. Everything about the app, from how it functions to the language it uses, is tailored to the real challenges that clubs, studios and instructors face every day. You get simple tools to manage cover, communication and compliance, while your instructors can raise cover, manage their schedule and organise their documents. With CoverMe, both sides save time so they can focus on what really matters: delivering great classes and supporting your members.
5. Improves Team Communication
Instead of switching between apps and trying to track down who said what, CoverMe keeps all your messages, confirmations and updates in one central place, for both you and your instructors. This reduces confusion and means everyone is informed, without having to scroll through endless WhatsApp threads and trying to remember who is running which class. Cover requests are clearly displayed, applicants are transparent and everyone involved gets notified once cover is confirmed.
6. Frees You Up for What Matters Most
By automating the admin-heavy tasks, you and your team can spend more time on what really matters, delivering a great member experience, growing the business and supporting instructors. Rather than being stuck in the office searching through cover lists and getting bogged down in multiple WhatsApp groups, you can send a request for cover with one click and let the app do the rest, knowing it will only be delivered to instructors who are qualified to teach that class and are available when you need them.
Ready to Save Time and Simplify Your Cover Process?
Whether you run a boutique studio or manage a multi-site chain, CoverMe Fitness is designed to make cover coordination simple, fast and reliable. Say goodbye to messy spreadsheets, frantic group messages and hours of admin. Say hello to CoverMe.
Click here to book a discovery call with the CoverMe team and learn how you can save time in your business.