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How to Set Up and Use the Clipboard System for Weekly Weigh-Ins

This guide explains how to implement and maintain the clipboard system for tracking weekly weigh-ins during client challenges. Designed to increase organization, efficiency, and client accountability, this method reduces staff workload while improving the client experience.

Purpose:

To provide gym owners and staff with a visual and systematic method for managing weekly weigh-in sheets for multiple cohorts.

System Overview:

The clipboard system uses five hooks or wall mounts above the facility's weigh-in station (scale/body fat scanner) labeled by week:

  • Week 1

  • Week 2

  • Week 3

  • Week 4

  • Week 5

Each clipboard corresponds to a cohort’s current week in the challenge. This system allows for easy tracking, reduced manual input from coaches, and self-serve functionality for clients.

Setup Instructions:

  1. Install 5 Wall Hooks or Nails:

    • Place these directly above or near the scale/body fat scanner.

    • Label each hook: Week 1, Week 2, Week 3, Week 4, Week 5.

  2. Attach Clipboards:

    • Each clipboard should contain the weigh-in sheet for one cohort.

    • At the end of each week, move that cohort's clipboard to the next hook.

  3. Track by Cohort:

    • Cohorts begin every two weeks, so there will always be at least one empty week between active cohorts.

    • Continue rotating clipboards weekly as each cohort progresses.

Client Flow and Training:

  • At Week 1, coach assists clients with weigh-ins and teaches them how to fill out the sheet.

  • By Week 2, most clients should be weighing in and logging data independently.

  • Body fat scanners should be simple to use (e.g., handheld devices).

  • Pens/pencils should be provided at the station for ease of access.

Benefits of This System:

  • Saves time by reducing manual entry for coaches.

  • Builds responsibility and self-awareness in clients.

  • Simplifies cohort management, especially with overlapping groups.

  • Ensures consistent weekly progress tracking.

  • Prevents missed weigh-ins by offering a clear, visible process.

Related Tools/Systems:

  • Weekly Weigh-In Sheets

  • Challenge Choreography

  • Client Accountability Texts/Calls

  • Nutrition Orientation Guide

Next Step:

Proceed to the next help doc: How to Deliver Nutrition Plans and Assets