🗓️ Requesting Time Off
If you need to request time off, please submit a Time Off Request using the form below:
Whenever possible, planned time off should be submitted at least 14 days in advance to allow sufficient time to notify clients and arrange instructor coverage.
Questions?
support@kevsgym.com
(571) 206-8538
Purpose
Kev’s Gym is committed to providing clients with consistent, dependable, and high-quality fitness programming. Instructors are expected to fulfill scheduled appointments, communicate cancellations promptly, and follow Kev’s Gym scheduling procedures.
This policy establishes expectations regarding time off, cancellations, missed appointments, recurring class commitments, and appointment tracking.
1. Planned Time Off 🏖️
An appointment is any scheduled service assigned to an instructor, including a group fitness class, personal training session, private fitness session, or other client appointment.
- Instructors may request up to 15 scheduled appointments off per calendar year without an administrative fee.
- Beginning with the 16th appointment requested off, a $25 administrative fee per appointment will apply.
- Planned time off should be requested at least 14 days in advance whenever possible.
- Time off requests are subject to operational needs and coverage availability.
- Time off totals reset on January 1 each year. Unused appointments do not carry over.
Excessive Time Off
Requesting 15 or more appointments off during a calendar year may be considered excessive.
Frequent absences may result in reduced scheduling priority, fewer new class opportunities, or reassignment of current or future classes when necessary to maintain dependable client service.
2. Last-Minute Cancellations — Less Than 72 Hours’ Notice ⏰
Instructors are expected to provide at least 72 hours’ notice when cancelling a scheduled appointment.
A cancellation with less than 72 hours’ notice is considered a last-minute cancellation.
- First occurrence: Warning; no fee.
- Subsequent occurrences: $25 fee per appointment.
This policy provides Kev’s Gym with sufficient time to arrange substitute coverage and minimize disruptions to the client.
Emergency Cancellations
We understand that illnesses, family emergencies, severe weather, and other unforeseen circumstances may occur.
If an emergency requires a last-minute cancellation, notify Kev’s Gym as soon as reasonably possible. Emergency situations will be reviewed on a case-by-case basis.
Recurring patterns of last-minute or emergency-related cancellations may result in fees, scheduling changes, or class reassignment when necessary to maintain reliable client service.
3. Missed Appointments — No Notice ❌
A missed appointment occurs when an instructor:
- Does not show up for a scheduled appointment; and
- Provides no prior notice to Kev’s Gym or the client.
The following policy applies:
- First occurrence: Warning; no fee.
- Subsequent occurrences: $50 fee per missed appointment.
Missed appointments can significantly impact client relationships and may result in clients discontinuing services. Instructors are responsible for monitoring their schedules and arriving for all assigned appointments as scheduled.
4. Jobber Appointment Completion ✅
Instructors are required to mark completed appointments as complete in Jobber.
Failure to properly mark an appointment complete interferes with appointment tracking, billing, and administrative processes.
- First occurrence: Warning; no fee.
- Subsequent occurrences: $3 fee per occurrence.
Instructors are responsible for regularly reviewing Jobber and ensuring their appointments are accurately updated.
To help prevent missed appointments, instructors are strongly encouraged to sync their Jobber calendar with their personal calendar:
Jobber Calendar Sync Instructions
5. Recurring Series Commitments 🔄
Accepting a recurring series represents a commitment to provide consistent service to that client.
Six-Month Commitment
Instructors who accept a recurring series are expected to remain assigned to the series for a minimum of 6 months.
Giving up or cancelling a recurring series before completing the required 6-month commitment may result in a $50 fee.
Two Weeks’ Notice
Instructors must provide at least 2 weeks’ notice when giving up or cancelling a recurring series.
Failure to provide the required notice may result in a $50 fee.
These requirements help Kev’s Gym maintain continuity for clients and provide sufficient time to secure a replacement instructor.
6. Independent Contractor Agreement Commitments 📄
Instructors are responsible for complying with the terms of their Independent Contractor Agreement.
12-Month Commitment
Terminating the Independent Contractor Agreement before completing the required 12-month commitment may result in a $100 fee.
Two Weeks’ Notice
Instructors must provide at least 2 weeks’ notice when terminating their Independent Contractor Agreement.
Failure to provide the required notice may result in a $75 fee.
These requirements provide Kev’s Gym with sufficient time to manage instructor transitions and minimize disruption to clients.
7. Fee & Warning Summary 💵
| Policy Violation | First Occurrence | Subsequent / Applicable Fee |
|---|---|---|
| Failure to mark appointment complete in Jobber | Warning | $3 |
| Cancellation with less than 72 hours’ notice | Warning | $25 |
| Missed appointment with no notice | Warning | $50 |
| More than 15 appointments requested off annually | — | $25 per appointment beginning with #16 |
| Give up recurring series before 6 months | — | $50 |
| Give up recurring series without 2 weeks’ notice | — | $50 |
| Terminate contractor agreement before 12 months | — | $100 |
| Terminate contractor agreement without 2 weeks’ notice | — | $75 |
⚠️ Important: Where a warning is provided, it is a one-time warning for that specific policy violation. Once a warning has been issued, future violations of the same policy may result in the applicable fee.
8. General Guidelines
- Instructors are responsible for reviewing and maintaining their schedules.
- Planned time off should be submitted through Kev’s Gym’s designated Time Off Request system.
- Last-minute cancellations should be communicated to Kev’s Gym immediately.
- Payment of an administrative fee does not guarantee approval of a time off request or retention of a current or future class assignment.
- Frequent cancellations, missed appointments, excessive time off, or other attendance concerns may affect scheduling priority, future class assignments, and existing recurring assignments.
- Kev’s Gym reserves the right to reassign appointments when necessary to maintain consistent and dependable client service.
Policy Administration
Kev’s Gym reserves the right to interpret and administer this policy based on business needs, individual circumstances, contractual requirements, and operational considerations.
Kev’s Gym may modify this policy from time to time, with reasonable notice, as business needs evolve.
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