Personal Trainer Vacations & Paid Time Off

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943898_10153114719986946_3910950229851754553_nWe recently requested that our trainers send in their vacation requests for the year. This is to ensure that we don’t have too many trainers gone at the same time and so that we can prepare for the absence of trainers. Our general rule is to not allow more than 2 trainers to be absent at the same time. This will differ depending on how many clients you have and how many trainers you have.

We like to remind our team that ideal times to take off are:

  • June
  • July
  • August
  • Holidays when clients will likely be out…
  • Spring Break
  • End of November
  • End of December

And…..not ideal times to take time off are:

  • January
  • February
  • March
  • April
  • September
  • October
  • Beginning of November


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We request this of our trainers because we want to ensure consistency for our clients and when trainers take time off it can disrupt their workout routine. We like to encourage our trainers to take time off during the months that our clients usually vacation the most.

At the beginning of the year we also like to remind our trainers of how our Paid Time Off Benefit works:

Northwest Personal Training supports a balance between an employee’s personal and work life.  Therefore, we believe that employees should enjoy time away from work for relaxation and enjoyment, in addition to time off for illness, appointments, emergencies or other needs without loss of pay.

We acknowledge that employees have diverse needs for time off from work. Accordingly, we have established a Paid Time Off, or PTO, policy to meet these needs.  It promotes a planned and flexible approach to time off.  Employees will be accountable and responsible for managing their own PTO hours to allow for adequate reserves for vacations, illness or disability, holidays, appointments, emergencies, or other needs that require time off from work.

  • Less than 1 year – 0 days
  • 1-2 years – 5 days x average shift at average pay
  • 2-5 years – 10 days x average shift at average pay
  • 5-15 years – 15 days x average shift at average pay
  • 15+ years – 20 days x average shift at average pay

Here is an example:

You’ve been working for the company for 2 years and one month.  You work an average of 30 hours/week at $17/hour.

You are eligible for 60 hours x $17/hour of Paid Time Off.

Now is a great time to remind your staff of your time off policies and as that they start thinking about and submitting their time off requests for 2016!

Yours in health, fitness & business,
Sherri McMillan


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