Free tool
Meet entry fee exposure calculator
Enter your roster size, meet count and fee structure to see how much entry money your gym is committed to before families have paid it.
Free tool, no sign up
Team floor hours and coaching load calculator
Enter your compulsory and optional rosters and their weekly training hours to see the coaching load your team schedule actually demands.
Team schedules get written by level, not by staff. Level 3 trains nine hours, optionals train sixteen, Xcel groups get their own block, and the coaching load that results is whatever it turns out to be. When one coach quits in November, the gap is a surprise only because nobody ever wrote the total down.
This calculator writes it down. Give it your two rosters, the weekly hours each group trains and the ratio you actually coach at on the floor, and it returns coach hours needed per week, how many coaches that means on payroll, and how much slack sits between the two.
Your result
Athlete training hours per week
626
Total athlete hours your team schedule puts on the floor each week.
Coach hours needed per week
78.2
Coaching hours required to run that schedule at your stated ratio.
Coaches needed on payroll
4
Whole coaches required, since you cannot hire two thirds of one.
Spare coach hours per week
9.8
Slack left after staffing to whole coaches, and your cover for a sick week.
If spare hours per week is close to zero, one coach calling out sick leaves a level unstaffed that same evening.
The ratio you use, not the ratio you claim
Every gym has a ratio it puts on the website and a ratio that happens at seven on a Wednesday when one coach is spotting bars and another is running conditioning. Use the real one here. A schedule built on the advertised ratio quietly assumes staffing you do not have.
Ratios also differ by event and level. Spotting a Level 4 kip series demands closer attention than supervising a compulsory floor run through. If your compulsory and optional groups coach at very different ratios, run the calculator twice, once for each group, and add the coach hours together.
Reading the slack number
Spare hours per week is your resilience. Two or three hours of slack means one absence collapses onto whoever is already on the floor. Ten or more means you can cover a sick week, a meet weekend and an injury without asking a coach to work a twelfth day in a row.
It also tells you what a new team can cost before you announce it. Adding a prep level group of twelve at six hours a week adds real coach hours, and if your slack does not cover them, the group is a hiring decision rather than a scheduling one.
Questions about this calculator
Should I count meet weekends in floor hours per coach?
No, keep this to weekly gym floor time. Meet weekends, judging clinics and SafeSport training sit on top of it. If you want the full picture, subtract expected meet weekend hours from the coach hours available before you enter them.
How do I handle coaches who only work two evenings?
Enter an average across your staff in floor hours per coach. A gym leaning on part time coaches will show a higher coach count for the same load, which is exactly the point. That is what part time staffing costs you in scheduling complexity.
Does this work for an all star cheer program?
Yes. Put prep and novice teams in the compulsory field and senior or elite level teams in the optional field, then use realistic weekly practice hours for each. Stunt heavy practices usually run tighter ratios, so lower the athletes per coach figure accordingly.
More free tools and working documents
Working document
The meet entry control checklist
A four stage checklist that takes a meet from roster confirmation to entry lock to score records without your gym fronting money it never gets back.
Now do something with that figure
The number above describes your season exactly as it runs today. Whether it is entry money you front before families pay or coach hours your schedule does not have, the fix sits in the same records: who is placed at which level, who is entered on which events, and who has paid before the lock date. Book a demo and we will put your real numbers in and show you where the figure moves.