Internal Operations
Studio Manager
Leave Plan
This form must be submitted to HQ at least 5 business days before departure.
01
Leave Details
Studio Name
Manager Name
Leave Dates
Total Days
Acting Manager
HQ Escalation
02
Daily Tasks
Task
Notes for Cover Person
Cover Person
Lead Management
T1/T2/T3 touchdowns every business day. All call notes logged in contact logs.
Inbox & Emails
Action all emails within 2 business days. Don't prioritise over lead calls.
Studio Phone
Return all calls/messages within 1 business day.
Social Media DMs
FB & Insta. Respond within 1 business day.
Social Media Posting
Minimum 5 posts/week per marketing calendar + daily stories.
Cancellations
Call within 1 business day, 3 attempts. Log reason in contact log.
Suspensions
Process within 2 business days of receiving form. Log sub-category.
Arrears / Failed Payments
Action daily, minimum 3 days/week.
App Sales
Check Sales by Service report and set up ongoing memberships.
Contact Log Follow-ups
Must not be more than 2 business days overdue.
Studio Cleanliness
Monitor daily, maintain 10/10 standard.
Team Shifts
Main contact for staff issues. Arrange cover if trainer is unavailable.
03
Weekly Tasks
Task
Notes for Cover Person
Cover Person
Deputy
Approve timesheets weekly, before fortnightly Monday deadline.
Retention
Review low & high usage reports. Connect with members (video message preferred). Log all contact.
New Member 14-Day Calls
Check-in call for all new members. Ask for referrals.
Member Comms
Weekly EDM (upcoming events, referral offer). Post in FB Group or WhatsApp.
04
Monthly Tasks
Task
Notes for Cover Person
Cover Person
Class Schedule
Set up next phase of classes when released by HQ.
Roster
Publish at least 1 week before start date. Stay within staffing budget. Coordinate with other managers if sharing staff.
05
Key Contacts
Role
Name
Contact
Handles
HQ / Operations
Marketing Lead
Key Member Contact
Equipment / Maintenance
Other
06
Upcoming Deadlines
Due Date
Task / Deliverable
Owner
Notes
07
Before You Leave
Briefed acting manager on all tasks and cover arrangements
This plan shared with acting manager and HQ
Out-of-office email set (include acting manager name + contact)
Voicemail updated
All rostered shifts confirmed and covered
Social media content scheduled or handed over
Next weekly report due date confirmed with cover person
Low visit retention list handed over
Arrears list current and handed over
Studio phone diverted or handed over
Any staff/HR matters briefed to acting manager
Return catch-up with acting manager booked
08
Sign-off
Studio Manager
Name + Signature
Date
Acting Manager
Name + Signature
Date
HQ Sign-off
Name + Signature
Date
Submit