The Hiring Strategy Boutique Studios Can’t Afford to Ignore: Insights from Libby DeLucien, Founder of WootRecruit
Hiring for your studio is not a one-time event. It’s not something you scramble to do only when someone quits, goes MIA, or gives you a two-week notice.
Yet, that’s exactly how most boutique fitness studios approach it. And that’s why they stay stuck in a cycle of staffing emergencies, high turnover, and last-minute hiring decisions that rarely work out.
In the first session of our Staffing Series, we sat down with Libby DeLucien, founder of WootRecruit, to talk about what effective recruiting actually looks like—and why it’s time to rethink how you hire.
Libby has helped over 700 companies optimize their recruiting process, and she’s built her own businesses from the ground up using these strategies. What she shared? Game-changing.
The Biggest Myth in Hiring: “I’ll Hire When I Need Someone”
Most studio owners think they’re fully staffed—until they’re suddenly not.
Here’s the reality: 52% of employees are already thinking about leaving their jobs.
Not just in fitness. Everywhere.
So if you’re only hiring when you desperately need someone, you’re already weeks (or months) behind.
- You’re rushed, so you don’t have time to find the right fit.
- You settle for whoever’s available instead of the best candidate.
- You repeat this cycle every time someone leaves.
Libby’s #1 rule? Always be recruiting. That doesn’t mean you’re always hiring—it means you’re always interviewing, always building a pipeline of great people, and never relying on a last-minute Indeed ad to save you.
How to Make Recruiting Effortless (And Actually Work for You)
Libby introduced her Recruitment Flywheel, a system that ensures you always have quality candidates in your pipeline—so you’re never scrambling when someone leaves.
Here’s how to apply it to your studio:
1. Always Have Job Ads Running (Even If You’re Fully Staffed)
If you wait until someone quits to post a job, you’ve already lost weeks. Keep a steady stream of candidates coming in so you always have A-players ready when a spot opens up.
2. Shorten the Time Between Apply → Interview → Offer
Top candidates are only on the job market for 6 days.
If your hiring process drags out over weeks, you’ll lose the best people.
- Set up stacked interviews (5-10 candidates at once) to save time and increase volume.
- Offer fast. If someone is a perfect fit, don’t wait a week—extend the offer immediately.
3. Make Showing Up to the Interview a No-Brainer
No-show rates in hiring are as high as 85%—but studios with a strong employer brand and clear value prop see 95%+ show rates.
How?
- Create urgency. Keep interview slots within 1-2 days of when they apply.
- Make your job stand out. Highlight flexibility, career growth, and community.
- Follow up with texts, reminders, and even a quick video message.
4. Build Your “Bench” (So You’re Never Hiring in Panic Mode Again)
Instead of hiring out of desperation, build a bench of qualified candidates.
- Keep a database of past applicants—just because someone wasn’t a fit then doesn’t mean they won’t be now.
- Stay in touch. If someone impressed you but didn’t get hired, check in later when a new role opens up.
The Cost of Hiring the Wrong Way
If you think constantly hiring is “expensive,” think again.
- A bad hire costs businesses an average of $15,000.
- Turnover costs 50% of an employee’s salary.
- Being understaffed kills retention—both for your team and your members.
Recruiting isn’t an expense—it’s an investment in your business.
And if you do it right, it doesn’t just make hiring easier—it actually lowers your recruiting costs over time.
Ready to Fix Your Hiring Process?
If you’re tired of the hiring chaos, watch the full webinar replay here and learn exactly how to build a hiring system that works.
Because the studios that master staffing? They grow faster, retain better, and never stress about hiring again.
