Gym Franchise Optimises Operations of 25 Fitness Centres with Xactco’s File13 Smart Workforce Management Solution
ABOUT
A South African fitness centre brand with 25 branches, partnered with Xactco to help them resolve challenges related to operational consistency and
transparency. By implementing Xactco’s File13 platform, the company successfully streamlined the management of their fitness centres.
With File13, the fitness centre achieved enhanced operational efficiency, reduced equipment downtime, and improved overall performance across locations. The platform’s real-time dashboards enabled senior management to make informed, data-driven decisions while members reported increased satisfaction with the facilities.
THE CHALLENGE
The fitness centre group struggled with operational inefficiencies caused by manual processes and inconsistent reporting. They primarily used WhatsApp for daily operations, triggering escalations, and providing feedback. While this allowed for basic communication, it lacked critical functionality needed for effective task tracking, equipment monitoring, and managing escalations. As a result, it was challenging for the group to maintain visibility and standardise operations across their multiple locations, leading to frequent oversight and inconsistent service quality.
Key Challenges Include:
Staff used WhatsApp to take and send photos of any observations, making it difficult to ensure compliance and accountability across locations.
Senior management struggled to monitor equipment health or track task completion, making it difficult to spot trends and inefficiencies.
Without a centralised system, maintenance issues went unnoticed, leading to repair delays and member frustration.
These inefficiencies created operational bottlenecks, hampered the customer experience, and led to avoidable downtime for fitness equipment and centres.
SOLUTION: IMPLEMENTING FILE13 AND CENTRALISE OPERATIONAL MANAGEMENT
To address these challenges, the fitness centre implemented File13 to
centralise all its processes. This digital solution provided the tools
needed to ensure every task, from club opening and closing checklists to
equipment maintenance, was tracked and completed efficiently.
Key features included:
Streamlined Opening and Closing Procedures
File13 introduced standardised checklists ensuring all steps were consistently followed, reducing missed tasks, and improving operational efficiency.
Enhanced Accountability with Photo Evidence
File13 required photo documentation for key tasks, creating a clear audit trail and ensuring each fitness facility completed tasks on time with time-stamped proof.
Streamlined Opening and Closing Procedures
File13 introduced standardised checklists ensuring all steps were consistently followed, reducing missed tasks, and improving operational efficiency.
Streamlined Opening and Closing Procedures
File13 introduced standardised checklists ensuring all steps were consistently followed, reducing missed tasks, and improving operational efficiency.
Increased Visibility for Senior Management
File13’s dashboards gave senior management an overview of operations, helping them monitor compliance, spot trends, and make data-driven decisions to boost efficiency across all locations
Reduced Risk of Oversights
File13 minimised human error by integrating all checklists and tasks on one platform, ensuring every task was completed as required and improving operational reliability.
IMPACT AND BENEFITS
After eight months of using File13, the fitness centre can now monitor
all processes and see the daily efficiency of each branch while
improving the experience of their most valuable asset, their members.
The most notable and immediate improvements in their operational
efficiency include:
Improved Equipment Management and Maintenance
File13’s Equipment Dashboard offered a complete view of the status of all fitness equipment, tracking availability, maintenance, and repair history. Management could reduce downtime and prevent shortages, while regular checks kept inventory accurate and up-to-date
Enhanced Customer Experience
The ultimate benefit of File13 was the improved experience for fitness centre members. With better-maintained equipment, cleaner facilities, and quicker issue resolution, satisfaction and retention rates were improved as customers enjoyed a more seamless workout experience.
Operational Efficiency Nationwide
By consolidating data from all 25 fitness centres, management could identify best practices and areas for improvement. The Operations Dashboard provided real-time insights into daily operations, exceptions, and issues, enabling swift action and reducing delays.
Streamlined Opening and Closing Procedures
File13 introduced standardised checklists ensuring all steps were consistently followed, reducing missed tasks, and improving operational efficiency.
Proactive Issue Resolution
Before File13, issues like broken equipment would go unreported for days. Now, staff can report problems, with real-time notifications to management via email or dashboard, speeding up repairs and reducing downtime.
Snapshot of Club Health
The Club Health Dashboard gave fitness centre managers a realtime snapshot of all clubs, highlighting operational compliance, issues, and performance, making it essential for daily decisionmaking.
CONCLUSION
Implementing File13 transformed the fitness centre group’s operations from a fragmented, manual process into a streamlined and efficient system. With real-time dashboards, the company gained the ability to monitor daily tasks, equipment health, and facility maintenance, providing the necessary visibility to enhance operational efficiency and improve the customer experience. “File13 has completely changed the way we manage our fitness centres. The real-time dashboards and automated checklists have streamlined our operations, improved equipment maintenance, and provided full visibility across all 25 locations. We’ve experienced a significant boost in efficiency, and our members are enjoying a better, more reliable health and fitness experience.” This case study exemplifies how File13 and Xactco deliver tailored solutions for fitness centres. The system’s flexibility and scalability make it an ideal choice for any fitness centre aiming to enhance efficiency, minimise downtime, and provide an exceptional experience for both staff and members.
“File13 has completely changed the way we manage our fitness centres. The real-time dashboards and automated checklists have streamlined our operations, improved equipment maintenance, and provided full visibility across all 25 locations. We’ve experienced a significant boost in efficiency, and our members are enjoying a better, more reliable health and fitness experience.”
