Before the first member arrives
Review fees due today and overdue balances. Confirm which staff member is handling collections. Check membership dates before contacting a member so a reminder reflects the current record.
When collecting a fee
Confirm the member, fee period, and amount before recording the collection. Record walk-ins through the appropriate workflow. Check that the payment appears on the correct record before moving to the next member.
When a payment is still pending
Keep a clear list of unresolved fees. Use a consistent, respectful reminder process and check your records before sending another message. Do not promise automated reminders unless your gym has configured that workflow.
Before closing the desk
Compare recorded collections with the money actually received. Review any mistakes with the owner, check outstanding fees, and leave a clear handover for the next shift. Resolve discrepancies while the details are fresh.