Whole Body Fitness Policies

EFFECTIVE DATE OCTOBER 28, 2024

Membership Hold Policy

We are happy to accommodate our Members who wish to put their Memberships on hold due to vacation, short-term illness, or other reasons. Your monthly Membership fee will be suspended for the period of the hold.

Minimum Hold Duration: You can place your Membership on Hold for a minimum of two weeks. Please see our “Session Cancellation and Make-Up Policy” for briefer hold periods.
Maximum Hold Duration: You can place up to two Holds for a combined total of one month within a 12-month period.
Dues Requirement: Your Membership must be current with monthly dues to place a Hold.
Notice Requirement: Please email us at office@wholebodyfit.net at least two weeks before your Hold start date. Be sure to include both the Hold Start and Hold End dates in your notice.
Reserving Your Spot: Upon request, we'll hold your training session day and time slot for up to one month within any 12-month period. (Please mention this when you submit your Hold request.) After one month, we'll do our best to reserve your spot, but we can't guarantee availability when you return.
Pre-Paid Memberships: If you’ve prepaid, we’ll extend your Membership by the length of your Hold (note that no refunds are provided).
Make-Up Sessions: Please note that Make-Up sessions cannot be scheduled while your Membership is on Hold. Additionally, their expiration dates won’t change due to your Hold status.

Membership Cancellation Notice:Placing your Membership on Hold doesn’t change our 30-day paid notice requirement for cancellations. Please review our Membership Cancellation Policy for more details.

Medical Hold Policy

We know that medical issues can be both planned and unexpected. If you need to pause your Membership due to a medical reason, we’re here to support you as flexibly as possible.

Minimum Hold Duration: A Medical Hold can be placed for a minimum of two weeks. Please see our “Session Cancellation and Make-Up Policy” for briefer hold periods.
Maximum Hold Duration: You can place a Medical Hold for up to six weeks from the start date. If you need more time, your Hold can be extended in up to six-week increments with a doctor’s written or emailed note.
Written Notice: Whenever possible, please email us at office@wholebodyfit.net two weeks before your Medical Hold start date, including both the Hold Start and anticipated End dates. If advance notice is not possible, please notify us as soon as possible.
Reserving Your Spot: Upon request, we’ll hold your training session day and time slot for up to six weeks. (Please mention this in your Hold request.) After six weeks, we’ll do everything we can to reserve your spot, but we can’t guarantee its availability.
Pre-Paid Memberships: For pre-pays, we’ll add the length of your Medical Hold to the end of your pre-pay period (no refunds are provided).
Make-Up Sessions: Make-Up sessions can’t be scheduled while your Membership is on Medical Hold, and their expiration dates won’t change during the Hold period.
Membership Cancellation Notice: Please note that Medical Hold status does not change our requirement for 30 days paid notice to cancel your Membership. (Please see Membership Cancellation Policy section below for full details.) If you are unable to continue due to medical reasons, we’ll waive the 30-day paid notice requirement. Just provide a written or emailed doctor’s note indicating your inability to continue.

Session Cancellation/Make-up Policy

Attending Your Regularly Scheduled Training Sessions Matters!

We know how important your scheduled training sessions are for your health, fitness progress, and overall well-being! But we also understand that life happens—whether it’s illness, a sudden brief vacation, or an emergency. That’s why we offer Make-Up Sessions, as long as you cancel the session you’re unable to attend.

Please take note of the following guidelines:

Sessions that are missed without cancellation will not be eligible for a Make-Up.
You may use up to 5 Make-Up Sessions within any 30-day period.
Make-Up Sessions must be completed within 30 days of your canceled session.
Make-Up Sessions cannot be used while your Membership or Medical Hold is active.
You must be an active Member of Whole Body Fitness (with dues up-to-date) at the time of your Make-Up Session.
No refunds or prorations will be offered for missed sessions.

How to Cancel a Session

Canceling a session is simple! You can either: Call the Whole Body Fitness office at 530-487-8123 and leave a voicemail, or Email us at office@wholebodyfit.net Both methods will automatically time and date-stamp your message. Be sure to include the date and time of the session you’re canceling.
We kindly ask for 48 hours' notice when possible, so we can offer your time slot to other Members scheduling Make-Ups.
We get it—life is unpredictable! Emergencies or sudden schedule changes due to illness, work, family, or other obligations can and do happen. Therefore, in emergency cases, we give you the flexibility to cancel a session up to 6:00 p.m. on the day of the session you missed.
Once your cancellation is confirmed, we’ll add the session to your “Make-Up Bank” (maximum of 5 sessions in a 30-day period). You’ll receive a confirmation email from us as well. Make-Up Sessions are valid for 30 days and are non-transferable.

How to Schedule a Make-Up Session

Make-Up schedules are published on the 1st and 15th of each month (or the next available business day if we’re closed on those dates). You’ll find the schedule posted on our whiteboard at the gym, showing all available days and times for Make-Up Sessions.

Keep in mind:

Make-Up Sessions might not be with your regular Trainer or at your usual time. The schedule will list the Trainer for each time slot, so you can pick the best option for you.
To schedule, simply add your name to an available slot. If you’re not at the gym, just call us at 530-487-8123, and we’ll help you secure a spot.
Make-Up Sessions are first come, first served, so be sure to book as soon as you can. Capacity is limited, and lack of availability won’t extend the expiration date of your Make-Up Session.

Using Make-Up Sessions

You can accumulate up to five Make-Up Sessions in your Make-Up Bank during any 30-day period. After reaching the limit, you’ll need to use some before you can add more.
Need to reschedule a Make-Up Session? No problem! Just cancel and reschedule within the original 30-day window.
If you miss a Make-Up Session without cancellation, it cannot be rescheduled.
Expired Make-Up Sessions cannot be reinstated.

NEW for 2024: Holiday closures are now eligible for Make-Up Sessions!

Upon request, sessions that are canceled due to a holiday closure are eligible for Make-Up Sessions! Make-Ups will expire 30 days from the date of the closure and follow the same policies as regular Make-Up Session.

2024 Holiday Schedule:

New Year’s Day – Monday, January 1
Memorial Day – Monday, May 27
Independence Day – Thursday, July 4
Labor Day – Monday, September 2
Thanksgiving – Thursday, November 28 & Friday, November 29
Christmas – Wednesday, December 25 & Thursday, December 26

Need a Hold Instead?

If our Cancellation and Make-Up policy doesn’t quite fit your needs, remember we offer flexible Member Hold and Medical Hold options. Please note, Make-Up Sessions cannot be used while your Membership is on Hold, and the expiration date for Make-Ups won’t change due to Hold status.

Let us know if you have any questions! We're here to help you stay on track with your goals, no matter what life throws your way!

Membership Cancellation Policy

At Whole Body Fitness, our mission is to offer top-quality fitness services in a supportive environment. Unlike most gyms, we are proud to offer flexible, month-to-month Memberships with no long-term commitments. However, we understand that circumstances can change, and you may need to cancel your Membership.

To help maintain our service standards, we require a 30-day written notice for cancellations. This policy helps us ensure that we continue to provide exceptional service to both departing and current Members without sudden disruptions.

Here are the details of our cancellation policy:

Notice Requirement: To cancel your Membership, you must submit a written notice at least 30 days before your intended cancellation date. Notices can be emailed to us at office@wholebodyfit.net, which will automatically provide a timestamp for confirmation.
Outstanding Dues: Any outstanding Membership fees must be paid in full before we can process your cancellation request.
30-Day Paid Notice Period: Membership dues will continue to be charged during the 30-day Paid Notice Period. During this 30-day period, your Membership remains active, and you will continue to have full access to all services and amenities your Membership provides. The dues for this period are required as it allows us to manage staffing, schedules, and resources effectively, ensuring that there is no disruption in services for any Members.
Applicability: This cancellation policy applies to all Members, including those on Membership or Medical Hold. If you are unable to continue your Membership due to medical reasons, please provide a doctor’s note confirming your inability to participate, and we will waive the 30-day Paid Notice Period charges.
Pre-Paid Memberships: This policy also applies to Members on a pre-paid plan. If any funds remain in your pre-paid account after covering the 30-day Paid Notice Period, an account credit will be applied for future use. Please note that we do not offer refunds. If you do not provide the required 30-day notice, you will be financially responsible for the remaining balance of your Membership, including any dues during the 30-day Paid Notice Period.
Refunds: Payments made are non-refundable and non-transferrable. Additionally, if you violate any terms of this agreement, Whole Body Fitness reserves the right to terminate the agreement immediately, and no refunds or continued services will be provided.
Policy Updates: Whole Body Fitness reserves the right to modify this cancellation policy. Members will be notified of any changes at least 30 days before the new policy takes effect.

This process ensures a smooth transition for both you and the gym, helping us provide high-quality service to all Members. Thank you for your understanding and for being a part of the Whole Body Fitness community.