How Steadfast Fitness Collective Went 100% Paperless and Reduced New Member Sign-Up to 5 Minutes
About Steadfast Fitness Collective
Steadfast Fitness Collective is a growing fitness chain with four gym locations across the Phoenix metro area. Founded in 2016, the gyms offer full-service facilities including weight training, group fitness classes, personal training, and recovery services. They serve over 8,000 active members across their locations.
The Challenge
Paper Waivers and Filing Cabinets Were Unsustainable
With over 8,000 members across four locations, Steadfast was drowning in paper. Membership agreements, liability waivers, personal training contracts, and class sign-up sheets filled multiple filing cabinets at each location. Finding a specific document could take 30 minutes.
New member sign-up was painfully slow. Prospects had to fill out multiple paper forms, often while standing at the front desk. The process took 20-30 minutes and frequently created lines during busy periods.
- 3 filing cabinets per location filled with member documents
- 20-30 minute new member sign-up process
- Liability waivers difficult to locate when needed
- Paper waivers occasionally lost or damaged
- Personal training sign-ups required multiple forms
The Solution
Digital Waivers and Tablet-Based Sign-Up
Steadfast deployed Formfy across all four locations with tablets at each front desk. New members complete their entire sign-up process digitally — membership agreement, liability waiver, emergency contact information, and payment authorization — in one streamlined flow.
Members can also sign waivers from their phones before arriving. Personal training clients sign their packages and consent forms digitally, and class instructors use digital sign-in sheets instead of paper rosters.
Features Used
The Results
100% Paperless Operations Across All Locations
Steadfast has completely eliminated paper from their member sign-up process. The filing cabinets are gone, replaced by instant digital search and retrieval. When a member has an incident, staff can pull up their signed waiver in seconds.
New member sign-up now takes just 5 minutes. Members can sign up on their phones at home and be working out within minutes of walking through the door. The streamlined process has contributed to a 25% increase in membership conversion rates.
- 100% paperless member operations
- 5-minute new member sign-up (down from 25+ minutes)
- Eliminated 12 filing cabinets across all locations
- Instant waiver retrieval when needed
- 25% increase in membership conversion rate
- 3,000+ waivers processed monthly
Members can sign up and be on the gym floor in under 10 minutes. No more clipboards, no more waiting while someone fills out forms at the front desk. We've eliminated the entire filing room and never lost a waiver again. When we need one, it's a 10-second search.
Marcus Jennings
Regional Manager at Steadfast Fitness Collective
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