Who this guide is for: Facility owners and scaling coaches ready to build a training staff that extends their standard of care to every athlete interaction.
Why this guide exists
Your trainers are your business. Every interaction an athlete has with your facility flows through them. Most facility owners make the same mistake: hire too early, train too little, wonder why growth stalls. This guide exists because hiring trainers is fundamentally different from other roles. You’re not filling a position—you’re extending your coaching philosophy to someone who will represent everything you’ve built. After reading this guide, you’ll be able to:- Build a pipeline of candidates without job boards
- Evaluate trainers through action, not interviews
- Structure compensation that’s fair and sustainable
- Onboard trainers to independence in 60-90 days
- Retain great trainers for years
- Promote your best trainer to management
The hiring philosophy
Never hire too early
The most expensive mistake isn’t hiring wrong—it’s hiring too soon. When you hire before someone proves themselves, the relationship becomes transactional from day one. They show up, do hours, collect pay. No investment in your mission. No skin in the game.What you’re actually hiring for
Credentials matter far less than character. The hierarchy:| Priority | Trait | Trainable? |
|---|---|---|
| 1 | Personality & Culture Fit | No |
| 2 | Reliability & Character | Difficult |
| 3 | Coaching Ability | Yes |
Implication: Hire for personality and reliability. Train for coaching ability.
Red flags that disqualify immediately
Legal foundations: W-2 vs. 1099
This is one of the most critical legal decisions you’ll make. Worker misclassification can result in back taxes, penalties, fines, and lawsuits.The control test (federal standard)
The IRS evaluates worker status through three categories:| Category | W-2 Employee (Academy Model) | 1099 Contractor (Rental Model) |
|---|---|---|
| Behavioral | You dictate drills, methodology, dress code | They use their own methods, attire |
| Financial | You set prices, collect payment, pay them | They set rates, invoice clients directly |
| Relationship | Ongoing, integrated into core business | Project-based, peripheral service |
The ABC Test (used in many states): A worker is presumed to be an employee unless they perform work outside the usual course of your business. This is a stricter standard than the federal test. Coaching basketball at a basketball academy would typically = employee under this test.
Why proper classification matters
A common scenario: A “contractor” coach tears their ACL demonstrating a drill. They file for workers’ compensation. Investigation reveals misclassification. The business owner may be liable for all medical costs, back premiums, penalties—potentially tens of thousands of dollars, plus possible criminal charges for failure to carry workers’ comp insurance.General recommendation
Most training positions should be W-2 employees. This typically provides the greatest legal protection for both you and your workers. Reserve 1099 contractor status only for truly independent operators (such as a consultant with their own LLC providing specialized services to multiple facilities).However, this is a general principle, not legal advice. Your specific situation may differ. Always consult with an employment attorney before making classification decisions.
Contractual protections
Legal Notice: Contract enforceability varies significantly by state. Some states heavily restrict non-compete agreements, and enforceability of non-solicitation clauses depends on factors like scope, duration, and geographic limitations. Have an employment attorney draft or review all employment agreements.
Finding trainer candidates
Why job boards often fall short
Posting on general job boards tends to attract people looking for jobs, not necessarily people aligned with your mission. Training isn’t typically high-paying—it’s often a calling. Job board candidates may optimize for income. Content followers often optimize for alignment.The four pipelines (in order of quality)
1. In-House Athletes
Highest Quality, Longest TimelineAthletes who’ve trained with you 3+ years know your system better than anyone. They carry credibility with younger athletes and already love the environment.Timeline: 2-4 years from identification to hire
2. Social Media & Content
High Quality, Medium TimelinePeople who follow you are pre-qualified. They already believe in what you’re doing.Key: You’re not posting job listings. You’re posting content that attracts the type of person you’d want to hire.
3. Referrals
High Quality, UnpredictableA referral from someone you trust starts with built-in credibility. Tell your network specifically what you’re looking for.
4. Cold Applications
Lower Quality, Heavy FilteringIf you must post publicly: post in coaching-specific communities, not general job boards. Make the application require effort (a video response) to filter low-intent applicants.
The interview process
Why traditional interviews don’t always reveal fit
A formal interview tells you how someone performs in interviews—not necessarily how they’ll train athletes day-to-day.The “come hang out” method
Consider inviting promising candidates to your facility during a normal session to observe and have an informal conversation. Setup: Choose a session run by a current trainer. You and any decision-makers observe from a distance. Invite the candidate to sit with you and talk naturally. What you’re evaluating:| Area | Look For |
|---|---|
| Conversation | Does it flow naturally? Are they curious? |
| Energy | Would athletes gravitate toward them? |
| Philosophy | Do they focus on athletes or themselves? |
| Team Fit | Would the dynamic work with current staff? |
| Authenticity | Real or performing? |
The skill verification
The decision
After the conversation: Invite to next stage (move to evaluation period) or Pass (thank them, move on). There’s no “maybe.” Maybe is usually a no.The evaluation period
Why observation periods work
A conversation shows who someone wants to be. Time shows who they actually are.Recommended structure for paid evaluation (60-90 days)
| Phase | Timeline | Focus | Compensation |
|---|---|---|---|
| Observe | Week 1-2 | Shadow trainers, help with small tasks, learn names | Paid hourly |
| Assist | Week 3-4 | Light corrections, start finding their voice | Paid hourly |
| Co-Lead | Week 5-8 | Lead portions, then half sessions, receive detailed feedback | Paid hourly |
| Solo Eval | Week 9-12 | Run full sessions with minimal intervention | Paid hourly |
Frame this as a probationary employment period with clear performance milestones. Both you and the employee should understand that employment can be terminated during this period if performance standards aren’t met (subject to any applicable state laws regarding probationary periods).
What you’re evaluating
| Signal | Meaning |
|---|---|
| Arrives 15+ min early | High commitment |
| Arrives late repeatedly | 🚩 Red flag |
| Asks questions between sessions | Growth mindset |
| Becomes unresponsive for days | 🚩 Red flag |
| Implements feedback immediately | Highly coachable |
| Gets defensive at feedback | 🚩 Red flag |
Evaluation criteria
“Can we trust this person to run a workout alone, with none of us in the gym, and feel confident it will meet our standard?”
- If yes → continue employment beyond probationary period
- If “almost” → extend probationary period with specific improvement goals
- If “probably never” → end employment (following proper termination procedures)
Compensation structures
Tax and Legal Considerations: Compensation structures have tax implications for both you and your employees. Consult with a CPA or payroll specialist to ensure compliance with payroll tax withholding, unemployment insurance, workers’ compensation requirements, and benefits administration. Compensation must meet or exceed federal and state minimum wage requirements and comply with overtime regulations.
Trainer pay models
- Hourly Per Session
- Per-Session Flat Rate
- Revenue Split
- Monthly Salary
Most Common StructureTypical market rates (verify local market conditions):
Non-training hours (gym watch, cleaning): $12-15/hour (must meet minimum wage)
| Level | Rate Range |
|---|---|
| Entry-Level | $15-20/hour |
| Experienced | $20-25/hour |
| Lead Trainer | $25-35/hour |
Ensure compliance with overtime laws. Non-exempt employees must receive overtime pay (typically 1.5x regular rate) for hours over 40 per week.
Performance bonuses
Manager compensation framework
When promoting to management, consider structuring compensation with multiple components: Base Pay: Flat monthly amount for stability ($2,000-3,500/month depending on scope and market) Revenue Share: Tiered brackets (example structure—adjust for your business):| Revenue Bracket | Share % |
|---|---|
| 19,999 | 8-10% |
| 29,999 | 10-14% |
| 39,999 | 14-16% |
| $40,000+ | 16-18% |
Manager compensation structures may affect exempt vs. non-exempt classification. Consult employment attorney or HR professional to ensure compliance with FLSA exemption requirements, particularly for positions combining management duties with hands-on training.
Day one & administrative setup
Documents to collect
- W-2 Employees
- 1099 Contractors
Collect in person or through your payroll provider:
- W-4 (federal withholding)
- State W-4 (if applicable)
- I-9 + acceptable documents (MUST be completed within 3 business days of start date)
- Direct deposit authorization form
- Emergency contact information
- Signed offer letter
- Employment agreement (if applicable)
- Acknowledgment of employee handbook receipt
- Any required state-specific forms
The day one experience
| Hour | Focus |
|---|---|
| 1 | Welcome, paperwork completion, compensation and benefits overview |
| 2 | Facility walkthrough, opening/closing procedures, emergency protocols |
| 3 | Team introductions, communication channels, first week expectations |
Goal: They leave feeling welcomed and informed, not overwhelmed.
The onboarding system
The trainer handbook
Every facility should maintain a comprehensive handbook—your single source of truth for policies and procedures. Essential sections:1. Culture & Philosophy
1. Culture & Philosophy
Mission, values, what makes you different (non-binding inspirational content)
2. Training Methodology
2. Training Methodology
Core concepts, workout structures, progressions
3. Coaching Standards
3. Coaching Standards
How to explain, demonstrate, correct
4. Communication
4. Communication
Parent interaction guidelines, conflict resolution, response time expectations
5. Operations
5. Operations
Opening/closing checklists, dress code, substitution policy, timekeeping procedures
6. Emergency Procedures
6. Emergency Procedures
Emergency action plan, incident reporting, AED/first aid locations, injury protocols
7. Legal Policies
7. Legal Policies
- At-will employment statement
- Equal employment opportunity policy
- Anti-discrimination and harassment policies
- Complaint procedures
- Required state and federal notices
- Acknowledgment forms
8. Growth Path
8. Growth Path
How trainers advance, performance evaluation criteria
The first 30 days
| Week | Focus |
|---|---|
| 1 | Legal compliance (background checks, certifications), technology setup, handbook review |
| 2 | Shadow multiple trainers, observe different session types |
| 3 | Co-coach specific segments, receive immediate feedback |
| 4 | Lead full session under observation, cleared for independent sessions |
Background checks and SafeSport compliance
Ongoing management & retention
Feedback rhythm
| Frequency | Type |
|---|---|
| After sessions (initial weeks) | Quick 2-3 min debrief |
| Weekly | 10-15 min check-in |
| Monthly | Development conversation |
| Quarterly or Annually | Formal performance review |
How to give feedback
1
Let them self-assess first
Start by asking “How do you think that went?” This builds self-awareness and makes them more receptive to your input.
2
Be specific, not vague
Instead of “good energy,” say “I loved how you called out Sarah by name when she nailed that form—that’s the kind of specific encouragement that builds confidence.”
3
Tie feedback to athlete impact
Connect actions to outcomes: “When you simplified that cue, three athletes fixed their form immediately. That’s the difference clear coaching makes.”
4
One focus area at a time
Don’t overwhelm with a list. Pick the highest-leverage improvement and focus there until it’s consistent.
5
Balance confirmation and correction
Highlight what’s working before addressing what needs work. People implement feedback better when they feel valued.
Addressing performance issues
| Instance | Recommended Action |
|---|---|
| First | Private conversation, clear expectation, document in writing |
| Second | Written warning referencing first conversation, specific improvement plan, timeline for improvement |
| Third | Final written warning with clear consequences, document thoroughly |
| Beyond | Consult employment attorney, follow termination procedures, document decision rationale |
Some states require specific progressive discipline procedures. Some situations (gross misconduct, safety violations) may warrant immediate termination. Always consult legal counsel for significant disciplinary actions.
Why good trainers stay
| Factor | How to Deliver |
|---|---|
| Valued | Know their life, recognize contributions, thoughtful rewards |
| Growing | New responsibilities, clear advancement path, learning opportunities |
| Belonging | Positive team culture, strong relationships, inclusion |
| Fairly Treated | Competitive pay, clear expectations, consistent policies |
Promoting to management
When to consider promotion
Consider promoting when:- You’ve become the bottleneck to growth
- Someone has proven themselves over 12+ months
- You’re willing to let them develop their own management style
- They’ve demonstrated both technical and interpersonal excellence
What changes
| Trainer Role | Manager Role |
|---|---|
| Responsible for their sessions | Responsible for all sessions |
| Takes direction | Gives direction |
| Reports problems | Solves problems |
| Works in the business | Works on the business |
Manager responsibilities
Daily: Facility operations, schedule execution, immediate issue resolution Weekly: Trainer performance monitoring, schedule optimization, client concern resolution Monthly: Revenue tracking, trainer development, operational improvementsManagement roles may qualify for FLSA “executive exemption” from overtime if they meet salary and duties tests. Consult employment attorney or HR professional to ensure proper classification, as misclassification of managers as exempt can result in significant overtime liability.
The transition
| Phase | Duration | Focus |
|---|---|---|
| Shadow | 2-4 weeks | Observe your decisions, discuss rationale |
| Supported | 4-8 weeks | Handle day-to-day operations, you’re available for guidance |
| Independent | Ongoing | They run operations, you focus on strategic growth |
Templates & resources
Daily opening checklist
Evaluation period tracker
Trainer Name: _______________ Start Date: _______| Week | Milestone | Complete |
|---|---|---|
| 1-2 | Knows athlete names, understands workflow, assists proactively | [ ] |
| 3-4 | Provides appropriate corrections, demonstrates properly, asks questions | [ ] |
| 5-8 | Leads segments confidently, implements feedback effectively | [ ] |
| 9-12 | Runs full sessions independently, handles issues appropriately | [ ] |
- Reliability: ___
- Communication: ___
- Coaching Ability: ___
- Culture Fit: ___
- Coachability: ___
New hire documentation checklist
- W-2 Employee Checklist
- 1099 Contractor Checklist
Incident report template
Final word
Building a training staff is one of the most important things you’ll do as a facility owner. The trainers you hire become the face of your business. This guide provides a framework and best practices collected from successful facility owners. But remember: Take your time. Do it right. Get proper advice. Invest in professional guidance on:- Worker classification decisions
- Employment agreement drafting
- Handbook policies
- Wage and hour compliance
- SafeSport and youth protection requirements
- Insurance and liability coverage
The goal: Extend your standard of care to someone who will represent everything you’ve built—while protecting both your business and your employees through proper legal compliance.
Professional resources
Legal & HR:- U.S. Department of Labor - FLSA Information
- IRS - Independent Contractor vs. Employee
- National Federation of Independent Business (NFIB) - State employment law resources
- Society for Human Resource Management (SHRM) - HR best practices
- U.S. Center for SafeSport
- Your sport’s national governing body
- Local youth sports organizations
- Your business insurance agent
- Small business associations in your state
- Local chamber of commerce
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