FACILITY REOPENING GUIDE FROM MATRIX FITNESS
As extended club closures are nearing their end, your facility is approaching a unique reopening period that is highly dependent on your members’ readiness to rejoin the public space. Their comfort level and trust in your leadership will be a high priority, as their first impression of your new operations is more crucial than ever. In order to maintain your desired
perception within your community, don’t rush this — take extra precautions to prepare your facility and staff to serve with care and confidence.
Together, we can come back stronger, fitter and more connected. We listened to you and your questions and collaborated with experts inside and outside the industry to develop the following resources. Together, we can come back stronger, fitter and more connected.
To ease members’ worries, ensure you follow the guidelines and regulations put forth by your local authorities.
■ Research and adhere to local policies on capacity, limitations per square foot and other operational standards
■ Inquire with your local government for a breakdown of your state and local guidelines regarding fitness facilities
■ Follow CDC guidelines and share these initiatives with members
CLEANING PROCEDURES These uncertain times have brought more attention to the cleanliness of public spaces. Your commitment to cleaning and disinfecting your club will be a key driver in improving acquisition and retention efforts. ■ Perform a deep clean prior to opening, including equipment ■To avoid risking warranty coverage when cleaning an disinfecting Matrix equipment, review our Approved Cleaners, Disinfectants and Lubricants document for procedural guidance ■ Establish your cleaning procedures and tools ■ Research industry insight to plan for optimal cleaning tools, procedures and schedules, and clearly communicate these new methods to staff and members to guarantee acceptance and trust ■Strengthen cleaning processes and frequency of disinfecting procedures ■ Prepare staff to become cleaning experts on standby to wipe down equipment, toilets and lockers throughout the day
■ Promote visible adherence to safety recommendations (e.g., hand sanitizer stations throughout facility)
■ Consider upgrades to HVAC or air purification systems to improve air flow
■ Set standards for handling shared amenities
■ With regards to shared resources that are difficult to sanitize like hand towels, hand weights, yoga blocks, mats and some types of foam rollers, establish a clear cleaning schedule or encourage members to bring their own
According to industry professionals, clubs will not return to “normal” operational standards right away. Reopening will likely be phased in terms of what you can offer members, such as appointment-only visits with a limit on the number of people who can be in the club at the same time.
■ Consider options to provide touch-free check-in
■ Leverage your digital capabilities to control the flow of members into your facility
■ Space equipment in accordance with state and local mandates to maintain social distancing
■ Organize a structured appointment schedule with “intermissions” for cleaning periods
■ Prepare your staff to enforce mask mandates (if applicable)
■ Adapt group offerings to maintain some level of group camaraderie
■Consider moving to outdoor spaces or reducing numbers to meet distancing guidelines
■ Offer a blend of virtual and in-person support to all members
■ Practice customer service scenarios to speed employee problem-solving
ALLEVIATE MEMBER FEARS
■ Communicate constantly and offer full transparency
■Take as many unknowns out of the equation for members by clearly communicating all you are doing to ensure their safety
■ Communicate via social media, email, in-person conversations and signage throughout your facility
■ Hold your staff and members accountable and set clear expectations for maintaining strict cleaning standards
■ Consider implementing temperature checks with your staff and members
■ Be sure to discuss protocols in the scenario where tests result in fever (i.e., how to respond without causing fear or embarrassment to individuals or other members)
Prep your equipment to perform at its best
Our carefully compiled Equipment Start-Up Checklist includes essential tasks to complete before opening your doors. Attached Below
MOVING FORWARD You’ve prepped your team for the ultimate reopening test. Moving forward, what steps can you take to maintain and increase loyalty with your members? ■ Instill new staff responsibilities ■ Today, more than ever, staff members are the “face” of your club to your members ■Prepare them accordingly to keep perception positive with an emphasis on care, support and safety ■ Who “owns” each of the areas in the club? ■ Who is responsible for making sure things get done right to present a safe environment? ■ Is there a written checklist for each staff member to perform their daily to-dos? ■ How should staff greet and encounter members? ■ How should staff welcome everyone back? ■ Create visibility of procedures to boost member confidence ■ Post the cleaning schedule for members to see ■ Show the investment you have made in cleaning products, procedures and facility upgrades ■ Have information related to your cleaning products and their composition on hand, as members may inquire ■Obtain third-party certifications or showcase government guidelines to support your cleaning procedures
EQUIPMENT START-UP CHECKLIST If you have any questions about this checklist, you can contact Matrix Customer Technical Support: Email: firstname.lastname@example.org Phone: 866.693.4863 Text to Chat: 608.208.6926 1. FACILITY TEMPERATURE AND HUMIDITY Turn on HVAC system and allow fitness equipment 48 hours to reach the normal temperature and humidity levels. 2. CLEANING AND DISINFECTING SUPPLIES Ensure you have proper cleaning/disinfecting supplies for your staff and patrons. Matrix suggests for member use: ■ cleaning wipes ■ mild dish soap-and-water mixture in a spray bottle (10:1 water to soap) ■ or a vinegar-and-water mixture in spray bottle (20:1 water to vinegar) For console screens, a screen cleaner and micro-fiber cloth are recommended. Be sure to read, understand and follow the directions of each solution manufacturer.
Refer to our ApprovedCleaners, Disinfectants and Lubricants document for more details.
3. PERSONAL PROTECTIVE EQUIPMENT (PPE) Ensure you have the proper personal protective equipment (PPE) on hand for your staff as specified by the cleaning product’s manufacturer. This typically includes gloves, safety glasses, masks and arm/leg coverings. 4. CLEANING AND DISINFECTING PROCEDURES Clean and disinfect all equipment in your facility. Be sure to apply the cleaner to a clean cloth, then use the cloth to wipe down the equipment. Avoid spraying a solution directly on equipment, as it may penetrate openings and cause corrosion or damage to electronic components. 5. EQUIPMENT POWER Assuming you had previously powered down your equipment, go through the following steps to power restart the equipment: ■ If the machine has a power switch, ensure the switch is in the OFF position ■ Turn circuit breakers back on ■ Plug each machine back in. If the machine has a power switch, flip it to the ON position ■ Once powered on, check all machines for error codes. If any errors are shown, power the unit down and wait one minute before powering back up. This will restart the machine and likely eliminate the error codes. If error codes persist, contact Matrix Customer Technical Support. 6. EQUIPMENT CHECKS Perform the following equipment checks and lubrication tasks for each unit type: WIRELESS AUDIO (900MZ) ■ Change input source to Remote TV ■ Plug in wireless audio receivers to C-safe port on back of console Test to verify they are working ■ If they are not working, you may need to program the receivers (MYE programmer is needed)
■ Inspect power cord and ensure power cord is plugged into outlet and machine
■ Ensure unit turns on and console is on ■ Check unit for stability and use leveling shims if necessary Run unit and listen for noise ■ Check tension of running belt for slipping and alignment of the running belt for centering
■ Test emergency stop and tether ■ Make sure tether is not wrapped around handlebar (should be clipped to or placed in the cup holder
■Test handgrip controls and keypads
CLIMBMILLS ■ Check unit for stability and adjust leveling feet if necessary ■ Inspect the power cord and ensure power cord is plugged into outlet and unit
■ Ensure unit turns on and console is on ■ Walk on unit and listen for noise ■ Test handgrips and console for proper function ■ Test safety features (control zone, frame IR sensor and e-stops)
ELLIPTICALS (INCLUDING ASCENT MODELS) ■ Check unit for stability and adjust leveling feet if necessary
■ If unit is powered, inspect the power cord and ensure power cord is plugged into outlet and machine
■ Pedal unit to ensure console powers up
■ Use unit and listen for noise
■ Test handgrips and console for proper function
■ Make sure elevation motor runs correctly (Ascent only)
BIKE (HYBRID, RECUMBENT, UPRIGHT, CXM/CXP)
■ Check unit for stability and Abike (hybrid, recumbent, upright, cxm/cxp)djust leveling feet if necessary
■ If unit is powered, inspect power cord and ensure power cord is plugged into outlet and unit.
■ Pedal unit to ensure console powers up Use unit and listen for noise
■ Test handgrips and console for proper function
■ During shutdown, the battery will lose charge. If the battery voltage drops below 11.2V, error 0201 will show on the console or low RPMs will cause the console to go dark. Either operate the cardio equipment for 20 minutes or contact customer technical service to order a power cord. Once the battery voltage is over 11.2V, the equipment will operate as normal.
■ The only option for CXM and CXP training cycles is to ride the bike or externally charge the batteries. A four-port external charger is available
■ Check unit for stability and level if needed
■ Visually inspect all hardware to make sure everything is tight
■ Check any adjustable seat pad or back pad mechanisms for proper locking/operation
■ Lubricate guide rods with Super Lube with PTFE or Tri-flow with PTFE
■ Perform a few reps with at least 50 lbs. on the weight stack; listen for noise and feel for smoothness
■ Ensure rep counters are functioning properly Inspect belts/cables for damage
■ Check belts/cables for proper tension
■ Inspect pulleys for damage
■ Check rep counter/console for proper operation (Ultra only)
■ Calibrate Intelligent Training Consoles on Ultra machines
■ Test push/pull pins for proper operation, then clean and grease as needed
■ Clean and grease all tie rod ends
7. MAINTENANCE REQUESTS
Prepare a list of equipment maintenance requests and submit to Matrix via contact info provided above.
8. COMMUNICATION PLAN
Communicate your cleaning and disinfecting protocols to your staff and review the cleaning instructions that should be communicated to your patrons.
For patrons, Matrix recommends cleaning each piece of equipment before and after use.