You Built a Gym. Now Build the Team That Can Run It.

Running a gymnastics gym is personal. We don’t do it to get rich. We do it because we love kids, believe in the sport and physical movement, and want to build something meaningful in our community.

But loving gymnastics isn't the same as running a business, and that’s where many gyms get stuck.

Happy Gymnastics Coaches make for Happy Gymnasts

When Passion Becomes a Bottleneck

I’ve talked with dozens of gym owners who are exhausted. They’re working 12hour days, missing their own kids’ events, and still feel like the gym is one staff call-out away from falling apart.

Here’s the kicker: the gym might be full. Classes waitlisted. Birthday parties sold out. But behind the scenes, it's chaos.

And when you peel back the layers, the root problem is usually the same: unclear roles, no structure, and no systems to support the people doing the work.

Hi, my name is Lena and I used to run this type of gym. Until I didn't.

People First, But with Boundaries

Most gym owners I know are “jump in and fix it” kind of leaders. It’s what got them this far. But over time, that approach starts to break down. The business can’t grow, the staff feels confused, and the owner becomes the band-aid for everything.

It doesn’t have to be that way.

With the right organizational structure, every person in your gym, from the Head Team Coach to the person wiping down mats, knows where they belong and what success looks like.

That’s not just good for the business. It’s good for your people.

What Real Structure Looks Like

Here’s what we did after trial and error... use the template for your gym:

• Owners guide the vision and protect the financial health, not run the front desk.

• Regional Directors keep multiple locations aligned in systems, staffed with strong leaders, and accountable for program quality, financial health, and team performance.

• Facility Managers lead front office operations, oversee billing and enrollment systems, manage staff schedules, and ensure the gym runs smoothly day-to-day—not just putting out fires.

• Recreational Directors lead the floor: not by writing lesson plans all day, but by mentoring coaches, setting expectations, and being present.

• Head Team Coaches oversee athlete development, coach scheduling, and competitive planning, not just spotting routines.

• Camp and Party Directors manage seasonal programming with clear plans, trained staff, and prepped materials, not last-minute chaos.

• Front Desk Staff handle customer service, enrollment, and communication, not program decisions or crisis management.

• Class and Team Coaches teach from structured plans, receive mentorship, and know how they’re evaluated, not left to figure it out on their own.

Systems are the mainstay of any successful business. They’re what set you apart from your competition—not just in what you offer, but in how consistently, efficiently, and sustainably you deliver it.

Setting up the systems of your organizational culture leads to:

• Maximizing profit

• Protecting staff mental health and reducing burnout

• Improving customer satisfaction and retention

• Creating clear career paths and reducing turnover

• Enabling leadership to delegate and focus on growth

• Delivering a consistent experience across programs, locations, and staff changes

• Making onboarding, training, and promotions replicable and scalable

Ask me for the full descriptions here

Let’s Talk About Pay (Yes, Really)

If you're running a gymnastics gym in 2025, one of the most impactful things you can do for your staff—and your business—is build a pay structure that feels clear, fair, and growth-focused.

This isn’t just about avoiding turnover. It's about building a gym where people stay, grow, and give their best because they feel valued.

The Real Cost of Underpaying

Paying your lead gymnastics coach $16/hour in 2025 is no longer competitive, not in a market where part-time baristas can earn $18–20/hour plus benefits.

Expecting your directors or experienced team coaches to juggle multiple roles: mentoring staff, handling parent concerns, scheduling, evaluations, and filling in whenever there’s a gap, without proper support or compensation? That’s not leadership. That’s a burnout model.

Sample Pay-scale By Market Size

Use Tiered Raises Based on Experience

I still love this approach from our original model, add pay bumps as staff gain experience:

• + $0.25/hr every 200 coaching hours (milestone-based progressions)

• + $1.00/hr for completing certifications (e.g., Safety, USAG, Preschool Specialist)

• + $1.50/hr for cross-training into a new program area (e.g., Rec + Ninja)

This gives junior coaches a path forward without needing to become directors overnight.

Pay for What You Expect

If someone is stepping into leadership—mentoring coaches, managing communication, or overseeing a program—they deserve time in their schedule (and on payroll) to do that well.

• Budget 2–3 admin hours/week into leadership staff schedules. This includes planning for camps, showcases, evaluations, and staff check-ins.

• Compensate for meet coaching with a session rate, plus mileage and meals. Travel days are still workdays.

• Pay for additional workdays like showcases, open houses, parent nights, and staff training days—if it’s required, it should be compensated.

The Evaluation: Most Gyms Skip This Step

Everyone wants staff evaluations. Few gyms actually do them. Not because they don’t care, but because there’s no time or system in place.

What if evaluations were part of your culture? Not just “how’s the coaching,” but:

• Is this person in the right seat?

• Are they showing leadership potential?

• Do they need mentorship, or more responsibility?

• Are they happy here?

Your team is your culture. If you’re not checking in, you’re guessing. And no system can make up for a lack of connection.

Tie Pay to Evaluations (and Do Them)

You don’t need a corporate HR department to run meaningful evaluations. You just need a simple rubric, a regular check-in, and the courage to have honest conversations.

I recommend:

• 90-day probation review

• Annual evaluations for all staff

• Peer/parent feedback for directors and coaches

• Transparent promotion paths with written goals

This also builds culture: when people know where they stand, they stay more engaged.

The Shift That Changed Everything

Years ago, I stopped asking, “How do I get more families in the door?” and started asking, “How do I build a team that can run this gym without me?”

That’s when we created the roles, the systems, and the evaluations that now make up the PlanSport Pro framework. Not to franchise. Not to sell. But to stop bleeding energy every week just to keep things running.

Structure is freedom. It gives your staff confidence. It gives you peace of mind. And it gives your families the consistent, quality experience they signed up for.

Want to See What This Looks Like?

We put together a full 17-page breakdown of roles—Owner to Party Coach, with job descriptions, key responsibilities, and leadership paths. If you want it, grab it [here].

No sales pitch, just a useful tool.

If it sparks something and you want to talk more, I’m always happy to connect.

Here’s to less burnout, better systems, and bigger profits.

— Lena, PlanSport Pro Founder

📍 Built by gym owners, for gym owners.