Welcome to the GluteHouse Policies & Standard Operating Procedures (SOPs) Hub.
Here you'll find clear, up-to-date guidelines that support consistency, accountability, and professionalism across every shift — please review each section carefully and refer back as needed.
Shift Scheduling + Coverage
To ensure consistent program operations and adequate staffing, the following policy applies to all coaching shifts:
Shift Posting: Monthly schedules will be posted on the When I Work app by the 20th of each month for the following month.
Shift Coverage Window: Coaches have from the 20th through the 25th of each month to submit shift changes within the When I Work app.
Shift Responsibility: After the 25th, any uncovered or unapproved shift changes become the assigned coach’s responsibility.
If a coach is unable to work a scheduled shift, it is their responsibility to find a qualified substitute and confirm the change with a supervisor.
Accountability: If a coach fails to secure coverage and does not work their assigned shift, it will result in a formal write-up.
Accumulation of three (3) write-ups may result in termination of employment.
Professional Expectations: Reliable attendance and proactive communication are essential. Coaches are expected to manage their schedules responsibly and uphold the standards of professionalism required by the program.
Bidding for + Giving Up Open Shifts in When I Work
Purpose: This SOP outlines the standardized process for staff members to bid for open shifts and release (give up) assigned shifts in the When I Work scheduling platform. The goal is to maintain fairness, ensure proper coverage, and provide flexibility for staff scheduling needs.
Scope: This procedure applies to all staff members with staff-level access in When I Work who are eligible to request open shifts or release assigned ones in accordance with scheduling policies.
Responsibilities - Staff Members:
Review open shifts and submit requests in a timely and professional manner.
Follow proper procedure for giving up assigned shifts to ensure appropriate coverage.
Monitor notifications for shift approvals or changes.
Responsibilities - Supervisors/Schedulers:
Approve or deny open shift requests and released shifts.
Ensure fair access to open shifts and adequate staffing levels.
Accessing When I Work
Log into the When I Work app or website.
Confirm you’re using your official work account.
Ensure your notification preferences are on (so you receive alerts about open shifts or approvals).
Viewing Open Shifts
Navigate to the Schedule or Dashboard tab.
Locate any shifts marked as “Open Shift.”
Select a shift to view details:
Date, time, and duration
Role or location
Special instructions or requirements
Bidding (Requesting) an Open Shift
Click or tap the open shift you want.
Select “Request Shift” or “Take Shift.”
Confirm your request.
(Optional) Leave a note for the scheduler (e.g., “I’m available all day if needed”).
Giving Up (Releasing) an Assigned Shift: If you can no longer work a shift already assigned to you, follow this process to release it properly:
Go to your schedule in When I Work.
Select the shift you want to give up.
Tap “Drop Shift” or “Release Shift”
Confirm your action when prompted.
Choose whether to:
Go to your schedule in When I Work.
Select the shift you want to give up.
Tap “Drop Shift” or “Release Shift”
Confirm your action when prompted.
Choose whether to:
Offer it up as an Open Shift for others to claim; or
Offer a Shift Trade if you want to swap with another staff member.
After releasing it, your manager or scheduler will be notified.
The shift will appear as “Open” on the schedule once it’s approved.
Important:
You are still responsible for the shift until another staff member picks it up and/or a manager approves the change.
Do not assume the shift is covered unless the system or your manager confirms the reassignment.
After a Shift Is Released or Approved
If you gave up a shift:
Monitor the app for confirmation that the shift has been reassigned.
You are no longer scheduled once the system shows the shift as “Open” or “Covered by [Name].”
If you picked up a shift:
Verify the shift appears on your personal schedule.
Be on time and prepared for your assigned role.
Cleaning Checklist
A cleaning checklist was created to ensure that every area of the facility is consistently cleaned, sanitized, and maintained to the highest standards. This checklist can be found in the back office near the Styku machine on the countertop.
Each coach is responsible for completing and signing off on 2 tasks by the end of every shift. Please use a dry erase marker to sign off your initial on the tasks you’ve completed as the checklist is laminated to avoid having to waste paper.
For closing shifts, please make sure all trash bags are checked and taken out if needed before leaving.
In addition, every coach is responsible for keeping Shred and GluteHouse tidy and organized throughout the day.
Paid Time Off (PTO) Policy:
This is a part-time position that does not include paid time off (PTO) or paid holidays (unless you’re working a shift on said holiday). Time off may be requested in advance for scheduling purposes, but any approved absences will be unpaid. Part-time employees are encouraged to communicate scheduling needs early to ensure proper coverage.
Cellphone Usage Policy
Floor coaches are expected to stay focused on our members, their safety, and the overall gym environment during their shifts. Personal cell phone use should be minimal and never interfere with coaching responsibilities.
Emergencies Only: Phones may be used during emergencies or urgent personal matters. If possible, step off the training floor to handle the situation briefly.
Quick Checks Are Okay: It’s acceptable to check your phone occasionally (for example, between sessions or during short breaks) but keep it brief and out of view when working with members.
No Extended Phone Use: Scrolling social media, texting, or making personal calls while on the floor is not permitted.
Professional Use: Phones can be used for gym-related purposes (e.g., communicating with team members as needed if something isn’t functioning correctly)
Leading by Example: Coaches set the tone for member behavior. Staying engaged and off your phone shows professionalism and respect for members’ time and safety.
Consequences: Repeated or excessive phone use during shifts may result in a reminder, coaching conversation, or further disciplinary action as needed.