- Owner
- Gym Manager
- Effective date
- September 15, 2026
- Review cycle
- Every 6 months
1.Purpose
To make sure an injured member gets a fast, safe response, emergency services are called when needed, and every incident is documented for follow-up and insurance purposes.
2.Scope
Applies to any member or guest injury occurring on the gym floor, in classes or in common areas. Equipment cleaning after an incident is covered by a separate SOP.
Definitions
- Scope of training
- The first aid or CPR actions a staff member is certified and trained to perform; anything beyond this should wait for emergency responders.
- Incident report
- The written record of an injury, completed the same day, describing what happened and how it was handled.
- Equipment hold
- Taking equipment involved in an injury out of service pending inspection.
3.Responsibilities
- Fitness Attendant
- Is often first on the scene, assesses immediate danger, and calls for help.
- Personal Trainer
- Provides first aid within their training scope and supports the injured member until help arrives.
- Front Desk Coordinator
- Calls emergency services if needed, contacts the emergency contact on file, and directs responders to the scene.
- Gym Manager
- Completes the incident report, holds equipment involved for inspection, and follows up with the member.
RACI matrix
| Activity | Fitness Attendant | Personal Trainer | Front Desk Coordinator | Gym Manager |
|---|---|---|---|---|
| Assess the scene and check the member | R/A | R | - | I |
| Call emergency services if needed | R | R | R/A | I |
| Provide first aid within trained scope | R | R/A | - | I |
| Contact the member's emergency contact | - | I | R/A | I |
| Complete the incident report | C | C | C | R/A |
R = Responsible, A = Accountable, C = Consulted, I = Informed
4.Materials and PPE
Materials, tools and systems
- →First aid kit and AED
- →Incident report form
- →Member emergency contact records
- →Equipment hold and out-of-service tags
- →Phone or radio for calling emergency services
Personal protective equipment
- →Disposable gloves
5.Procedure
- 5.1
Assess the scene before approaching
Fitness AttendantCheck for any ongoing hazard, such as a falling weight or malfunctioning equipment, before approaching the injured member.
- 5.2
Check responsiveness and breathing
Fitness AttendantCheck whether the member is conscious and breathing normally, and ask them what happened and where it hurts if they can respond.
Checkpoint: Responsiveness and breathing are checked within seconds of reaching the injured member.
- 5.3
Call emergency services for a serious injury
Front Desk CoordinatorFor unconsciousness, chest pain, severe bleeding, a suspected fracture or any injury beyond your training, call emergency services immediately.
Warning: When in doubt about the severity of an injury, call emergency services. Do not wait to see if symptoms improve.
- 5.4
Keep the member still unless in danger
Personal TrainerDo not move the injured member unless they are in immediate danger from a hazard, since movement can worsen some injuries.
Warning: Do not attempt to move someone with a suspected spinal, neck or head injury.
- 5.5
Retrieve the first aid kit and AED
Fitness AttendantSend another staff member or nearby person to bring the first aid kit and AED to the scene right away.
- 5.6
Provide first aid within your training
Personal TrainerProvide basic first aid, such as controlling minor bleeding or applying a cold pack, only for actions you are trained and certified to perform.
Warning: Never perform a first aid action, including CPR or using the AED, beyond your current training and certification.
- 5.7
Clear the area and manage bystanders
Fitness AttendantAsk other members to give space, and keep the area around the injured member clear so responders and staff can work.
- 5.8
Contact the emergency contact on file
Front Desk CoordinatorLook up the injured member's emergency contact in the gym management software and call them to inform them of the situation.
- 5.9
Direct responders to the scene
Front Desk CoordinatorMeet emergency responders at the entrance and guide them directly to the injured member to save time.
- 5.10
Hold equipment for inspection
Gym ManagerIf the injury may be related to an equipment malfunction, tag the equipment out-of-service and do not let anyone use it until it is inspected.
Checkpoint: Any equipment suspected in an injury is tagged out-of-service before the shift ends.
- 5.11
Photograph the scene if safe to do so
Gym ManagerTake photos of the equipment and area involved, once the member has been cared for, to support the incident report.
- 5.12
Complete the incident report
Gym ManagerComplete the incident report the same day, describing what happened, who responded, and any equipment involved, while details are fresh.
- 5.13
Notify management and insurance
Gym ManagerNotify senior management of the incident and file with the facility's insurance carrier if the injury requires it.
- 5.14
Follow up with the member
Gym ManagerCheck in with the member within a few days to see how they are doing and address any remaining concern about the incident.
6.Quality checks
- →Every injury requiring emergency services results in a call placed within the first minute.
- →No first aid action is performed outside the responder's trained scope.
- →Equipment suspected in an injury is tagged out-of-service the same day.
- →Incident report is completed the same day as the injury.
7.Records
- →Incident report form
- →Equipment hold and inspection log
- →Emergency contact call log
- →Insurance claim filing, if applicable
8.KPIs
- →Time from injury to emergency call, when applicable
- →Percentage of incident reports completed same-day
- →Number of injuries linked to equipment per quarter
- →Staff first aid and CPR certification currency rate
9.Common mistakes
- →Hesitating to call emergency services because the injury seems minor at first.
- →Moving an injured member before confirming there's no immediate danger requiring it.
- →Attempting a first aid action beyond the staff member's training or certification.
- →Delaying the incident report until the next day, losing details.
10.Revision history
| Revision | Date | Description | Reviewed by |
|---|---|---|---|
| 1.0 | September 15, 2026 | Initial release | Alexa Uskova |
This is a template. Adapt it to your organization, equipment and local regulations before use.
