Free flowchart template · Fitness
A membership freeze or cancel flowchart shows front desk staff how to handle a gym member who wants to pause or end their membership. It asks whether a freeze is allowed, whether the member is still in their minimum term, and whether a medical or moving reason allows early exit, then freezes, keeps or cancels the membership.
Updated November 2026 · Opens in Wikidoc as a process map · Free to use, don’t resell
The template opens as a process map, laid out with its lanes, steps and decisions, ready to edit.
Rename the lanes to your team’s roles, change the questions to match your rules, and add or remove steps.
Attach your SOPs and checklists to the steps, so whoever does the work can open the instructions from the map.
This works on the Free plan: up to 10 process maps from templates, free forever.
For fitness:How Wikidoc works for gyms and fitness studiosMulti-location businessesHigh-turnover teams
Procedure
1Take the request
2Ask why and offer options
3Apply the notice period
SOP
Handle cancellations fairly, stop billing and confirm in writing.
PDF · Word
Sign-upWelcomeFollow-up
Complete the membership agreement and payment details
Complete the pre-exercise health screening
Take their photo and issue their card or app access
Onboarding checklist
Sign-up, screening, tour and first-month follow-ups for new members.
PDF · Word · CSV
Before the first shiftFirst shiftFirst week
Check their fitness qualification and registration are current
Check their first aid and CPR certificates are current
Collect proof of insurance if they work as a contractor
Onboarding checklist
Certifications, emergencies and equipment before a first solo class.
PDF · Word · CSV
Gym floor
Wipe the handles, seats, pads and grips on every machine
Wipe the dumbbells, kettlebells and bars that were used
Clean and disinfect the benches and floor mats
Checklist
Daily, weekly and monthly cleaning so nothing gets forgotten.
PDF · Word · CSV
Procedure
1Check for danger and the person
2Call for help
3Start CPR and use the AED
SOP
Collapses, the AED and evacuation, with staff roles and drills.
PDF · Word
Cardio machines
Check each treadmill belt runs centred and doesn’t slip
Test each treadmill’s emergency stop
Check the power cords and plugs for damage
Checklist
A weekly check of cables, pins, belts, bolts and upholstery.
PDF · Word · CSV
A diagram front desk staff follow when a member asks to pause or end their membership, so every member gets the same answer under the same rules.
Offer a freeze or a cheaper plan once, then respect the answer. Repeated pressure leads to complaints and, in some places, breaks consumer law.
It depends on your contract and local law. Many allow it for medical reasons or moving away, with evidence. Write your own rules into the reason step.
Yes. It opens in Wikidoc as an editable process map at no cost; the Free plan includes up to 10 maps from templates.
The operations management platform for SMEs that turns the way they work into a documented, repeatable, and teachable system.
