KIN Marketing Tip of the Week: The New Client Checklist

marketing101Most experienced trainers will have a Client Checklist.  You know, the checklist when you first meet with a client to discuss goals, history and training availability. 

Well, it doesn’t end there. There are a great number of additional items that need to be completed in order to maintain an excellent level of client care.  It is important to have appropriate systems and processes in place to maintain a professional image. Looking after the details is a large part of what convinces a client to re-sign.

Start with devising a checklist for each client file. This is a great way to make sure all clients have filled out all the proper paperwork and received all promised promotional offers. It is all in the details – the extra added values develop a long-term relationship with your clients.

Here is what a typical New Client Checklist consists of:

  • Client file folder
  • Client information package (includes cancellation policy and session expiry dates)
  • Personal Training Contract
  • Completed PAR-Q
  • Completed Lifestyle Questionnaire
  • Completed Medical History Questionnaire (optional)
  • Copy of the client receipt of payment
  • Thank you card / email sent
  • Recipe card for birthday
  • Resources sent to client (chiropractor, physiotherapist, naturopath)
  • Client referral process explained and email sent

Be sure to thoroughly review all completed clients forms before the first training session – make the trainer initials the bottom of each page of each form.  A few years ago, one trainer failed to review the PAR-Q after it was completed and did not notice a YES answer to one of the 7 questions.  Fortunately, no serious health issue resulted, because the liability would have been squarely on the trainer.

Using a checklist before/after the first client meeting will ensure your paperwork is up to date and your client receives excellent customer service. And remember, for legal purposes, all documentation/signed paperwork needs to be kept on file for 7 years.

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Logging into the BCRPA Registry: Tips & Tricks

The following tips and tricks are from the latest BCPRA newsletter.

1. Logging In:

Go to and click the ‘Login’ link at the top right corner of the screen.  If you have already created a password for your account, input your email address and password and click ‘log in’.

If this is your first time logging in, click the ‘reset password’ link, and type in your email address, then click ‘E-mail new password’.  You’ll see a message that says instructions have been sent to your email address. An email will then be sent to you, with a link for a one-time login.  Click the link in the email, then click ‘log in’.  You’ll be prompted to type in a new password, twice.  Do so and then click ‘save’.  The Registry then asks you to confirm the contact information it currently has for you.  Edit as necessary, then click ‘save’ again.

2. Finding your Leader ID: 

You can look up your Leader ID anytime.  When you’re logged into your account, click MAIN PAGE at the top left of the page. Then midway down the page, under “Leader ID”, you’ll see your 5-digit leader ID.  While you’re on that page, you can also see your current status.  It could say “Up to date” in green print, or “About to Expire” in orange print, or “Expired” in red print.

Finding your Expiry Date:  

There are two places where you can see your expiry date.  Method 1: on your profile page.  Click ‘Profile – View’ on the left hand side of your screen under the “Leader Functions” heading.  The profile screen might be pink and have the word UNPUBLISHED overlying it in uppercase letters.  If so, that means that you have not yet chosen to “list” your profile (make it visible via the leader search function on the home page).  Method 2: on your MANAGE REGISTRATION page.  Click the MANAGE REGISTRATION link at the top of the screen on the grey horizontal menu.

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Kin Marketing Tip of the Week – How to get (more) clients – the million dollar question?

marketing101How do you actually get clients now that you are certified? This is the million dollar question! Well here are a few sure-fire ways to get new clients…

Make your presence known in the community by volunteering your time.
Help others and they’ll help you back. Some simple ways to do his is maybe offer a free workout in the park, or a free workshop about correct form at the local Rec Centre. Even some free small group classes for elderly or teens if you are certified to do it! Just make sure your marketing to your desired niche.

Listen to your clients and they will trust you 
A client will commit to training if they feel you have listened to them – use your active listening skills. Clients are much more likely to make a commitment because of establishing trust with you. Learn to get your client to explain the ‘why’ behind their goal – e.g. why they feel they need to lose weight. As a trainer, don’t try to control or steer the conversation or offer them a goal. Sometimes there may be awkward silence as they think about how to phase their goal to you, and that is ok. Be patient, but focused and be sure you, the trainer, understand where they are coming from and where they want to get to.

Real life proof
People need results to stay motivated. Programs must be results oriented. Clients also like to compare their progress on your program with others doing the same. They will more likely to believe your program the best because you can provide success stories! The use of “before and after pictures” can be invaluable. But use with caution as some are not comfortable initially to have their picture taken. One successful trainer in Victoria, BC, initially offered a discounted 8 week program when the client agreed to before and after pictures and provide a testimonial. 

Be a Rock Star
People tend to want to hang out with confident, successful people. As a trainer, believe you are a successful Rock Star! Don’t be shy when you market yourself – use sayings like: “Call Now” and “Register Now,” “Best training in town,” and “Why wait any longer.”

Be Approachable
People are easily persuaded by people they like. People connect with someone who smiles, has open body language and can easily strike up a conversation. This is your passion, so exude it in every interaction. The more approachable you are, the more likeable you will appear to everyone. One major gym chain in the lower mainland makes new trainers to get 30 signatures from members in 60 minutes on their first day on the job! This forces new trainers learn these techniques very quickly!

Exclusivity gets everyone wanting more. People want what they can’t have or if they think they may miss out. When you market yourself, describe offers that are about to close or go up in price. Make the urgency of the sale or promo exclusive to them – with a time limit. This is how the majority of sales are made.

Janelle Wheale

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Feb 14, 15, 16 / 2014 – Weight Training certification course (BCRPA approved)

Weight Training certification course (BCRPA approved)

Date: Feb 14, 15, 16 / 2014.
Location: Fitness Unlimited, Langley
Cost: 10% discount (mention this FB promo)
Time: Feb 14 (5:30-8:30pm), Feb 15/16 (9am-5pm)
Instructor: Aaron Tews, BSc. Kin
To register: Call 604-736-9858 or visit

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Feb 21, 22, 23 / 2014 – Fitness Theory certification course (BCRPA approved)

Fitness Theory certification course (BCRPA approved). Start your certification journey this month – don’t put it off any longer!

Date: Feb 21, 22, 23 / 2014.
Location: Fitness Unlimited, Langley
Cost: 10% discount if you mention this promo!
Time: Feb 21 (5-9pm), Feb 15/16 (9am-6pm)
Instructor: Aaron Tews
*Some Pre-reading is required. This is the first course in the certification program to become a personal trainer.
**Free practice exams included in price!

To register: Call 604-736-9858 or visit

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Question: What advice do you have for becoming a great trainer?

I am often asked the following question: “What advice do you have for becoming a great trainer?”

Simply, imagine you are being evaluated or shadowed by someone you respect every time you train your client(s).

Imagine your mentor will provide feedback on your ability to:

    • Choose appropriate exercises for client skill, injury or primary health concern
    • Keep your client on task throughout session
    • Convey directions clearly and concisely
    • Inherently know when an exercise is too difficult / easy
    • Keep your client motivated and encouraged with their progress to date
    • Listen to your client

Be ready to defend all the choices you make while training.  When students or new trainers shadow my sessions, I often find myself answering the question ‘why.’

I suppose there is one last item – put your phone away!  A great trainer gives 100% at all times and is never caught checking their phone during a session (this may simply be a personal pet peeve of mine, but am interested in your feedback on this one).


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