Staff scheduling software that keeps the floor covered and the classes staffed
Build front-desk rotas, staff every class on the timetable, and let trainers pick up or swap sessions from their phone. Free for up to 15 staff, no credit card required.
If you run a gym or studio, the schedule is never really finished
An empty front desk at open
The 6 a.m. crowd is scanning in and nobody is on the desk. Your opener overslept and the cover request went out on a group chat three people have muted. Without a schedule everyone can see on their phone, a no-show at open is a locked door and a wall of member complaints.
A class on the timetable with no instructor
Spin at 7, HIIT at 8, yoga at 9 - each slot needs the right instructor with the right certification, and one call-out leaves a studio full of members and no one to teach. Matching the class timetable to who is actually available and qualified is a weekly puzzle.
Trainers who work across two locations
A personal trainer covers the downtown club on Mondays and the suburb studio on Thursdays. Keeping their hours straight across sites, without double-booking a session or losing track of where they are, turns into a spreadsheet only you can read.
Built for the way gyms and studios actually run
Every Emplora feature was designed for hourly, shift-based teams - the people on your desk, your floor, and your class timetable.
Staff the class timetable
Turn each class on the timetable into a shift and assign the right instructor. See an unstaffed slot before members can book it, not after they turn up.
Session swaps with one-tap approval
Trainers and instructors request a swap from their phone. You see who is qualified for that class, tap approve, and the schedule updates everywhere instantly.
QR code and PIN access - no email required
Front-desk staff and instructors scan a QR or enter a PIN to see their shifts. No app store download, no password resets - handy for a team that turns over fast and isn't glued to email.
Multi-location for clubs and studios
Run more than one site? Schedule a trainer at whichever club needs them and their hours stay straight across every location, with no double-booking.
Roles and teams
Tag staff by team and role - front desk, personal trainers, class instructors, cleaning. Filter the schedule by team to spot a gap before the doors open.
Real-time push notifications
When you publish or change a shift, the affected staff are notified on their phone in seconds. No 'I didn't know I was teaching the 7 a.m.' the next morning.
From group chat to live schedule in 15 minutes
1. Add your team
Type names and roles, generate PINs, print or text the QR code. No email collection, no accounts to chase. A new instructor is on the timetable the day they start.
2. Build the week
Drag and drop desk shifts and classes onto the calendar. Copy last week, edit the gaps. Double-bookings and time-off clashes flag themselves so you never publish a class with no instructor.
3. Publish - and stop chasing cover
One click. Everyone is notified. Swaps and call-outs come back to you through the same screen instead of five different group chats.
Gym and studio scheduling questions, answered
The Free plan covers one location and up to 15 staff with weekly and monthly schedule views, QR/PIN access, and shift management. Paid plans add multi-location support, shift swap workflows, payroll exports, and analytics. There's no credit card required to start, and the free plan stays free. If you want to preview a paid plan there is an optional 30-day no-card trial that falls back to the free plan when it ends, leaving anything over the free limits locked, not deleted.
No. Emplora is one of the few scheduling tools built so frontline staff don't need email or app accounts. They scan a QR code or enter a PIN on any browser to see their shifts, request swaps, and submit time-off. That matters for a team that turns over quickly and isn't always reachable on email.
Yes. Schedule a trainer at whichever club or studio needs them and Emplora keeps their hours straight across every site. Scheduling someone at a location automatically adds them to it, and their own calendar labels which site each shift is at, so nobody turns up at the wrong club.
Every swap routes through the teammate first (they accept or decline), then comes to you for one-tap approval - most operators want that final say so an unqualified instructor never ends up on a specialised class. The whole exchange happens in Emplora, not in a group chat.
On the Professional plan, the Labour cost report prices the week's scheduled hours from each staff member's pay rate - per person and in total. Check it while you build, so you see projected labour spend before the week runs, not after.
Coming from When I Work? See how Emplora compares on pricing, features, and what each is genuinely better for.
Emplora vs. When I WorkKeep the desk covered and the classes staffed
Build your first gym schedule in 15 minutes. Free forever for one location.