How to Get Paid Time Off as a Personal Trainer

If you’re a personal trainer or gym owner, it can feel impossible to take time off. And when you do, it often means a hit to your income from lost sessions and client payments.

But you can reclaim more of your time without sacrificing your earnings by moving away from per-session or hourly charges.

Here’s the exact approach I used to get weeks of paid time off each year from my gym.

Step 1: Create Membership Tiers

Start by setting up membership tiers for group classes, just like you would for 1:1 clients. Your tiers could look like this:

  • 4 classes per month
  • 8 classes per month
  • 12 classes per month

Make it clear that these are “use-it-or-lose-it” memberships—no refunds or rollovers for unused classes. This sets a firm boundary while ensuring consistent revenue for your business.

Step 2: Build Training Cycles

This is where the magic happens. Plan out the year using training cycles, with regular deload weeks built in.

For example, in 2025 your cycles could look like this:

  • Cycle 1: Jan 6 – Mar 2 | Deload Week: Mar 3 – 9
  • Cycle 2: Mar 10 – May 4 | Deload Week: May 5 – 11
  • Cycle 3: May 12 – Jul 2 | Deload Week: Jul 3 – 6
  • Cycle 4: Jul 7 – Aug 31 | Deload Week: Sep 1 – 7
  • Cycle 5: Sep 8 – Nov 26 | Deload Week: Nov 27 – 30
  • Cycle 6: Dec 1 – Dec 23 | Deload Week: Dec 24 – 29

Keep your gym closed from Dec 30 – Jan 4 for a reset. This format allows you to take regular time off while ensuring clients benefit from a well-structured training plan.

Step 3: Communicate Clearly with Members

To implement this change smoothly, communicate it clearly to all members. Here’s how:

  1. Host a Meeting: Invite members via email, post reminders in the gym, and verbally announce it in each class. Offer two time slots to maximize attendance.
  2. Explain the Benefits: Educate members on the importance of training cycles, progressive programs, and deload weeks. Let them know this will boost motivation, reduce injuries, and improve results.
  3. Answer Questions: Hand out printouts with the new schedule and policies so everyone has a clear understanding.

You may lose a few clients, but if they leave, they probably weren’t a good fit anyway. See ya! ✌️

Step 4: Update Your New Member Onboarding

Incorporate this new structure into your onboarding process. Let new members know right from the start that your gym operates on a cycle-based system with planned deload weeks.

  • Pro-rate payments if they join mid-cycle.
  • Include the training cycles and deload weeks in contracts and agreements.
  • Make it clear that deload weeks are part of the paid membership—no pauses or prorating.

This transparency sets the right expectations from the beginning.

Step 5: Plan Your Deload Weeks

Use deload weeks to recharge. Here’s how I handled it:

  • Automated Access: If your gym has access control, allow members with open gym access to use their PIN to enter and do their deload workouts.
  • Deload Workouts: Provide lighter, equipment-free workouts via an app (I used Zen Planner). Clients can choose whether to participate, but here’s the key: you’re off the clock. Unless there’s an emergency, you’re unavailable.

Be honest with your clients—just like them, you need a break too. They’ll respect that.

Step 6: Stick to Your Boundaries and Enjoy Your Time Off!

Your clients are adults; they can manage without you for a week. I found that when I returned from deload weeks, both I and my clients were re-energized.

To kick off each new cycle, I hosted a Fire Session (named after my gym, Iron Phoenix Strength Club). These were weekend events where we’d gather for a short lesson, introduce new exercises, and connect over food and drinks. It created excitement for the next training block and strengthened community bonds.


If you’re running a gym or offering group training without taking multiple weeks of paid time off, what are you waiting for? Implement these steps and start reclaiming your time!

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