How to Prepare for Multiple Closures and Reopenings

Last Updated on 27 May, 2025

In recent months, gyms and fitness studios have seen all sorts of unexpected changes: closing, restrictions being enforced and then lifted, reopening, new protocols and so many other modifications to our businesses. Maybe you’ve reopened or maybe you’ve shifted your business to a mostly online model – either way, breathing a sigh of relief at regaining revenues is real. But now’s not the time to get complacent!

There’s no guarantee the progress we’ve made is permanent. What if things take a turn and you have to close again? Use what you’ve learned to arm yourself and protect your business. We’re seeing some signs already, so being prepared for a second wave will take the stress out of stopping and starting, keep your clients loyal, and allow you to take advantage of every opportunity you have to maintain and increase profits.

While communication is always at the heart of your business, the current climate calls for regular updates to be made to keep staff and clients in the loop. This article will help you plan for the needs of your staff, your clients and your business, should more changes become necessary.

Manage business operations

Don’t sacrifice your day-to-day! Think ahead in case things at your studio have to shift again. Here are some things you’ll need to plan for:

When closing:

• Make your status clear. Post a “closed” sign at your studio and update your schedule to include the days you’re closed.
• Stay on top of your schedule. Cancel or reschedule in-person appointments (personal training, nutrition, massage therapy, etc.) so your clients know what’s happening.
• Update your marketing. Keep your website current, make announcements on social media, and be sure your Google My Business listing is up to date.
• Make money where you can. Promote your virtual services like livestreaming and on-demand video options to keep those revenues coming in.

When reopening:

• Announce when you’re open! Update your website and business listings, send out emails, texts, and push notifications so everyone knows they can come back in.
• Limit your risks with an updated waiver and policies that protect your clients and staff.
• Continue to comply with (or reinstate) masks and social distancing rules with 6-foot guidelines.
• Put safety measures in place like floor markers, sanitization stations, limit your capacity, and block off certain equipment to keep operations manageable and safe.
• Make instructions clear and easy to follow with posters including simple instructions like disinfecting practices and handwashing guidelines.

Manage memberships

Don’t leave your members hanging! The loyal clients who’ve stuck with you through these tough times should be priority number one. You’ve likely got a solid virtual strategy in place, but with the tools from WellnessLiving, you can offer flexible options to address your clients’ needs:

• Place a hold on memberships. You can easily place a mass hold on selected memberships with a few clicks at a moment’s notice.
• Get them back quickly! When they rejoin your studio or gym, simply modify or remove a hold on your memberships and you’re back in business.
• Thank them for their support by offering a discount for a period of time, the duration of the closure, or offer a value-add to keep them interested.
• Allow them to change their membership (if they want to), add or shift memberships to virtual or add on-demand options so everyone wins.

Make sure staff is in the loop

Don’t forget about your team! Organize meetings to keep them informed, share your plans for temporary closures, and explain what the virtual plan looks like.

Meet with your staff one-on-one, too. Make sure you discuss updated availability each time and get an idea of who’s comfortable returning in-studio or continuing to take clients in a virtual setting. Stay on top of your team’s needs and get a handle on the best way to schedule as time moves on.

Communicate well with your team so they know they can count on you for support and information. When you do close, schedule daily or weekly calls, Zoom meetings to touch base, address questions and concerns, and keep your team on the same page.

Keep your virtual game strong

Minimize the disruption to your business with a killer virtual program! You may see a lot of your regulars returning in-person right now, but be ready with a ‘virtual only’ model. Work on managing in-studio and online options right now so you’re all set if that time comes:

Livestreaming: Times have changed and there are lots of clients who’ll want to stick with livestreaming for their fitness. WellnessLiving’s Zoom integration allows you to keep clients coming back, whether your studio is open or closed!

It’s easy for clients to book and pay online and you keep that connection going with the live class feel. You can even send out text and email reminders and links to get people signed up and fill those classes.

On-demand: Keep your clients using your services, even when their schedules doesn’t match yours! With WellnessLiving’s FitVID on Demand your clients can take a class whenever and wherever they want. Simply upload your content into your library, organize it your way, and allow access as you see fit. You can even include access to your livestreams up to 24 hours after the original stream, so they never have to miss a class!

Notify clients everywhere!

Communicate regularly and honestly to build trust – and your relationships – through whatever changes come. Be clear when clients need to sign a new waiver or form, adding online classes, closing or reopening info, and more. You don’t want clients showing up blindsided, getting mixed messages, or feeling frustrated with your business. How do you prevent that?

• Email to let them know about your virtual or outdoor classes and updated schedules.
• Text or send push notifications to reach them quickly when you need to close or cancel a class.
• Keep your community updated on social media with details like new classes, best practices, and things to do when they’re not visiting you.

Hope for the best, prepare for the worst

We’ve already seen that anything can happen! Taking a proactive approach and being prepared with a plan means you can spring into action as soon as you need to. Being ready for anything is what will save your business!

With the right tools from WellnessLiving, you’ll have everything you need, should a second wave happen. From automated marketing to boosting your virtual business to supporting you through the ups and downs, we’ll help build your business no matter what happens.

How else can WellnessLiving help manage your business? Book a no-commitment demo with WellnessLiving today!