How Live Fit Gym works smarter, not harder, with Jotform

Live Fit Gym + Jotform: Results at a glance

# of form submissions

41,921

# of hours saved weekly across 9 locations

10-20

# of forms

60

Live Fit Gym’s flagship location in San Francisco’s Mission District didn’t start out as a gym at all. It began as a chiropractic practice, and its evolution into a full-service fitness center says a lot about how the business operates today: It adapts to what people actually need, and it looks for ways to serve them more efficiently. That same adaptability has carried the company well beyond its original site. Live Fit Gym now operates 9 locations across San Francisco, and keeping sales, personal training, management, and HR aligned across all of them takes more than good intentions. It takes a system.

Fitness businesses rely on paperwork most members never think about, including liability waivers, medical disclosures, training agreements, incident reports, and staff onboarding packets. When handled manually, that paperwork pulls staff attention away from members and can create gaps that are hard to address later, whether it’s a missing signature or a form that never made it into the right file. For a growing, multidepartment gym like Live Fit Gym, that kind of friction can add up quickly.

That’s where Jotform comes in. Dan McGeehan, the gym’s director of sales, says the platform helps the team spend less time on paperwork and more time with members. Today, Live Fit Gym uses 60 forms and 14 tables in Jotform, which have handled nearly 42,000 form submissions.

“Jotform allows my front-end team, the team that are boots on the ground, to focus on the people,” McGeehan says. “It allows the conversation and the one-on-one relationship to really take off from the very second they walk in our doors.”

How Live Fit Gym uses Jotform

Live Fit’s first location, still operating in the Mission today, tells the story of how the business came to be. “It was a chiropractic practice,” McGeehan explains. “They started talking about what it would look like implementing fitness, and people started wanting to show up for the equipment more than they wanted to show up for chiropractic.”

That shift in demand turned Live Fit Gym into the business it is today. As the company grew, so did the number of teams relying on Jotform to keep things running.

“We use it in a lot of various ways,” says McGeehan. “We use Jotform for our sales team, for our personal training team, for our management side.”

Seeing how simple [Jotform] was, I think it sparked this excitement to then roll it out in a lot of our other different departments.

Dan McGeehan, Director of Sales, Live Fit Gym

The sales team uses Jotform to capture new member information and signup details. Personal trainers rely on it for onboarding and intake forms specific to each client’s goals and health history. Management uses it to keep administrative processes consistent across departments. What started as a tool for one part of the business is now the operational backbone connecting all of them.

One waiver, then a company-wide rollout

Live Fit Gyms’s use of Jotform started small, with a single form.

“Our HR liaison, Darius, is the one that started to roll out all of our Jotform services and started creating our liability waiver,” McGeehan says. “Seeing how simple it was, I think it sparked this excitement to then roll it out in a lot of our other different departments.”

That first waiver became the starting point for a much broader shift. Once other teams saw how easy the platform was to use, sales, personal training, and management all began building their own workflows in Jotform without needing to bring in outside technical help.

What do they say nowadays? Work smarter, not harder. I think Jotform has absolutely helped implement that into our workflow here at Live Fit Gym. And it’s priceless, right? Time is everything.

Dan McGeehan, Director of Sales, Live Fit Gym

Documenting what matters most

Gyms need reliable records when incidents occur. McGeehan points to a real example: a member injury at one of Live Fit Gym’s locations.

“We did have a situation that happened where someone was injured at one of our locations,” he recalls. “We went through all the steps measured. They denied ambulance service, but we ended up having a Jotform filled out. We had everything done to a tee, and it was really helpful for us.”

Because the incident report was captured in Jotform rather than stored in a paper file or left to someone’s memory, Live Fit Gym had a complete, organized record available when the team needed it. Gyms and Fitness businesses looking to put a similar process in place can start with Jotform’s incident report template.

More time for relationship-building

For McGeehan, the value of Jotform comes down to what the team gets back: time. Time that would otherwise go toward managing paperwork across departments can instead go toward members, training, and running the business. Across Live Fit Gym’s 9 San Francisco locations, that adds up to an estimated 10 to 20 hours saved per week, time that goes right back into the member experience.

“What do they say nowadays? Work smarter, not harder. I think Jotform has absolutely helped implement that into our workflow here at Live Fit Gym,” he says. “And it’s priceless, right? Time is everything.”

Today, Live Fit Gym continues to rely on Jotform to help its sales, personal training, management, and HR teams working from the same simple, reliable system, one that started with a single waiver and grew into a tool the whole gym depends on.

For McGeehan, that’s the point. Less time spent managing paperwork means more time for what keeps members coming back: relationships.

If your gym is looking for ways to speed up workflows, save time, and expand your impact, sign up for a free Jotform account today to explore how the platform can support your organization.