Friskis Luxembourg “Survival Kit”

The purpose of this document is to provide an introduction to Friskis&Svettis, the organisation, the concept, the training offer, as well as the roles and responsibilities of all volunteers involved in running the club in Luxembourg.

It aims at collecting in one place the essential background information needed to understand the functioning of the club, as well as the most important contact details and passwords needed for new Board members. To avoid every new Board reinventing the wheel, lessons learnt have also been mentioned, where relevant and when available, links to more detailed information have been provided.

Please note that in this document, the tasks performed by Board members are structured under different roles, not persons. In practice we know that the tasks of a specific role are currently not necessarily carried out by one single person.

Introduction..........................................................2

About Friskis&Svettis.............................................2

Mission...................................................................2

Members.............................................................…2

Friskis&Svettis Riks................................................2

Training offer...........................................................3

The F&S Concept...................................................3

F&S Luxembourg....................................................4

The Board..............................................................4

General administration............................................5

Treasurer.................................................................6

Premises contact person/s......................................6

Instructors Team leader...........................................7

Hosts Team leader...................................................9

Membership administrator.....................................10

Webmaster........................................................….10

Communication and marketing..............................10

Instructors............................................................11

Hosts.................................................................…12

Internal communication.................................…..12

FaceBook.........................................................…..12

Email..................................................................….13

WhatsApp...........................................................…13

Meetings.................................................................13

Minutes...................................................................13

Dropbox..................................................................13

Funknet...................................................................14

Coursio...............................................................….14

Workplace...............................................................14

External communication......................................14

Website...............................................................….14

Social media............................................................14

Email accounts........................................................15

Classbooking system...........................................…15

YouTube channel.....................................................16

Friskis Go.................................................................16

Park classes........................................................…16

Introduction & About Friskis&Svettis

Mission

Friskis&Svettis (F&S) is a non-profit organisation, which started in 1978 in Sweden. Friskis&Svettis' mission is to provide fun and accessible, high-quality workout for everyone.

Members

In 2024 there were 518 698 members across Europe, with as many as 504 651 in Sweden alone. That is almost 5% of the Swedish population and F&S is still going strong! Almost every city and town in Sweden has its own Friskis club and Friskis&Svettis is one of the best known brands. Outside Sweden, Friskis is most popular in Norway (11 846 members). In the rest of Europe there were 2 201 members, Finland being the biggest. There are also Friskis clubs in Aberdeen, Brussels, Copenhagen, Fuengirola, London, Paris and of course... Luxembourg. The figures speak for themselves, Friskis has found a winning concept. Run by some 12 000 fitness-passionate volunteers, Friskis puts the emphasis on high-quality, accessible and fun workout. At Friskis everyone is welcome, regardless of level or previous experience.

Friskis&Svettis Riks

F&S Riks is Friskis’ umbrella organisation and as such provides guidelines for all Friskis clubs. It is responsible for the brand, for development of training forms and training courses as well as coordination of growth and IT issues. All Friskis clubs are members of F&S Riks. At F&S Riks' Annual General Meeting (March each year), decisions are made on overall issues that affect all Friskis clubs. In between the Annual General Meetings, in the autumn, a “business” conference (VKON, Verksamhetskonferens) is held where issues about the development of Friskis are discussed with all clubs. F&S Riks also runs a number of overall development projects for the benefit of all clubs. The projects are always run together with interested local clubs that can contribute with the right skills depending on the type of project.

An important part of Riks’ work is to protect and promote the Friskis brand. To do that all clubs need to follow the common guidelines and work in the same direction. At the same time, the local ”roots” and the local commitment are crucial for all Friskis clubs. A strong brand and the local commitment makes for a strong club. F&S Riks produces presentations of the different forms of training and provides an image and film bank and other material that the local clubs can use for free on their websites, to complement their own local material. By the way, the name should be written without space: Friskis&Svettis.

Riks spokesperson is its Secretary General, for the moment Janna Hellerup Ulvselius (appointed in March 2023). F&S Riks employs around 20 persons.

Training offer

In 2025, F&S Sweden offered around 80 different types of classes overall, ranging from the classical Jympa at different levels, Barbell, CoreFlex, Multi Fit, Step, Yoga and Dance Fusion to Spinning and Gym (at clubs with their own premises). There is something for everybody, including for specific target groups such as children, teenagers, seniors, pregnant women or the disabled. Friskis also has its own workout app called Friskis Go, allowing members to workout wherever they are.

The F&S Concept

Whether you go to a session in Luxembourg, Gothenburg or Paris, you will know that you are at F&S, the concept is the same everywhere! What is then so special about the F&S concept? Many things…

  • Everybody is welcome at Friskis, young and not so young, fit and less fit, beginners and more experienced… No need for fancy clothes, you can come as you are and will be welcomed with a smile. Friskis is a friendly club!

  • Friskis sessions are easy to follow, simple, straight-forward, fun and effective. The concept is built on music and the pleasure of moving. The idea is that if it’s not fun you won’t continue.

  • Friskis clubs are run by people who volunteer their time because they are passionate about what they do, and it shows. In 2024, there were as many as 12 000 volunteers working for Friskis.

  • Membership costs a fraction of what a commercial club charges, but the quality is second to none.

The concept has been developed in co-operation with experts in the fields of medicine and physiology, on the basis of scientific research. A session of F&S workout integrates all essential elements of physical exercise, i.e. warm-up, flexibility, strength, cardiovascular training, cool-down and relaxation, with different emphasis depending on the intensity.

All instructors are trained and certified under the supervision of the F&S Training Academy in Sweden. Instructors are given a framework with specific requirements (rules) to follow for each type of intensity, against which they are regularly evaluated by specially trained evaluators to ensure that sessions fulfil the high quality requirements set by Friskis Riks. Instructors’ physical and leadership performance are also evaluated. The evaluation used to be called “luffning” in Swedish, and the evaluator a “luffare”. As of 2023, a new approach was launched for support, follow-up and development of volunteers within the clubs. Instead of “luffare” there are now ‘Friskis coaches’, group reflections and ‘check-in’ dialogues with other volunteers once a year based on Pass.nu[1] documentation. For smaller clubs like ours, who may not have their own ‘Friskis coaches’ it is OK to continue making use of coaches (or ‘luffare’) from Sweden.

[1] Pass.nu, see under Funknet.

F&S Luxembourg

F&S exists since 2000 in Luxembourg. The club is run by around 25 volunteers: Board members, instructors and hosts. The organisation is a member of the Cercle Sportif, the umbrella sports organisation of the EU Institutions in Luxemburg. As a member of Cercle Sportif, the club receives subsidies and gets free access to the sports halls of the European schools. In return, the President, Vice-President and Treasurer must be employed by the EU, or have a spouse employed by the EU, and more than 50% of the club’s members need to work for the EU institutions. 

In March 2025 F&S Luxembourg offered 12 classes a week and the following training forms: Jympa, CoreFlex soft, Barbell, Multi Fit, Yoga, Dance Fusion in the two European schools and at the Coque, as well as an outdoor class, Cross Running. Family classes were stopped in 2023 due to a lack of instructors. Before the start of the COVID-19 pandemic in March 2020, F&S Luxembourg offered some 17 classes a week in five locations (European schools in Kirchberg and Mamer, Beggen, Konviktsgaart and Coque). Since the pandemic, we struggle to get back to pre-pandemic membership figures. A lack of premises and good slots is part of the problem.

Membership saw an all-time high around 2010 with almost 600 members, but has since declined gradually to around 200 members before the pandemic and is now (March 2025) at around 135, including around 25 volunteers. 

It is clear that since Friskis was established in Luxembourg, in 2000, when there were very few fitness clubs in Luxembourg, competition has increased enormously with a wide range of fitness clubs to choose from. There are now even some commercial clubs that can compete with our prices (but not our concept!).

The Board

The Board consists of nine members: six members elected for two years, and three alternates, elected for one year. The Board is elected at the annual general meeting, which takes place in spring. According to the rules of the Cercle Sportif, the President, Vice-President and Treasurer must be employed by the EU Institutions. The Cercle Sportif has agreed (2021) that the club for the moment can operate without a Vice-President.

The Board has overall responsibility for the performance of the club, setting goals for the organisation. It moreover ensures communication with the hosts and instructors about Friskis matters and organises get-togethers and training for the volunteers. The Board also ensures communication with Riks and manages the club’s various email accounts (classbooking, board, membership, moien), ensuring prompt replies are provided to questions received.

The Board is moreover in charge of all the administration, the finances, premises, webpage and social media, membership administration, events organisation and marketing.

General administration 

  • Organising (monthly) Board meetings

  • Ensuring Board members have the necessary access rights to Funknet, Workplace, … filing of documents in DropBox, Zoom account, …

  • Preparing the Annual General Meeting

  • Communication with the auditor

  • Registration of the accounts and Board members at the Luxembourg Business Register (LBR)

  • Ordering F&S clothes for all volunteers

  • Registering instructors to trainings in Sweden; ordering ‘concept classes’ (e.g. CoreFlex) from Riks (both done on Funknet, specific access rights required)

  • Ensuring F&S Luxembourg is represented at important meetings/kick-offs in the region (F&S inspiration events, trainings, meetings or celebrations organised by other F&S clubs in Europe)

  • Ensuring volunteers who want to work out for free at other Friskis clubs get the Friskis card and (annual) sticker.

  • Ensuring reporting to and contacts with Riks, see key (yearly) dates to keep track of below:

20 January

Every year, local clubs should report to Riks the number of members for the previous year.

28 February

Every year, local clubs should pay its membership fee to F&S Riks

March

Every year in March F&S Riks organises an Annual General Meeting. All clubs are invited to participate.

Feb/March

Big survey of F&S clubs – Riks takes the temperature of how the organisation is doing, key figures and other interesting facts are collected to help strengthen and improve the organisation.

September/ October

VKON takes place, a joint conference for all clubs to discuss the development of Friskis&Svettis

September

Big survey about the F&S training offer in the different clubs – internal trend gauge of Friskis’ training forms, which training forms are “trending”, which require development and should any training form be added or removed from F&S’ offer.

Treasurer 

The treasurer is in charge of the finances, paying invoices and the accounting. The accounting is done on a monthly basis by using an accounting program called Waveapps.com. The treasurer is also in charge of the registration at the Luxembourg Business Register (LBR) of the annual accounts and the Board members, as well as the registration of beneficial owner (RBO).

Together with the President of the club, the treasurer also prepares the annual report for Cercle sportif, which usually is due in February every year.

Premises contact person/s

The Board member/s in charge of the premises used by the club manages contacts with administrators and caretakers of the different halls. Main tasks involve contract management, ensuring rules established for the different halls are known and followed by instructors and hosts, providing access/alarm codes (where applicable), keeping information about storage space, keeping track of availability of the halls (no access to European schools during school holidays and to Coque during events), ensuring time slots are negotiated and reserved on time, etc.

For the moment (2025), these halls are available :

  • European schools in Kirchberg and Mamer

Contact persons: Giorgio Rovai (giorgiomaria56@gmail.com), Secretary of Cercle Sportif. Denis Dour (denis.dour@eursc.eu) at the Service technique of the European school in Mamer is the contact person for specific questions regarding Mamer, such as security questions, storage space, etc. He should receive the updated membership list once a month, as the security guards in Mamer check if the people attending our classes are on the list.

NB: the Mamer school is open on Saturdays before school holidays, but closed on Saturdays following a school holiday week. European school holidays are announced on the Schools’ webpages: Kirchberg, Mamer.

  • Coque

Contact person[AF1] : Marie Müller, marie.muller@coque.lu

Before the pandemic we also had the following halls:

  • Beggen

  • Konviktsgaart, retirement home close to the City centre. Good hall in the basement with big windows. No music equipment on site. Underground parking. Bus stop close by.

Contact person: Marcello.LOGUERCIO@sodexo.com (Director), Reception.KONVIKT.LU@sodexo.com, tel.:250650-1, Heinen Sandy

  • Michel Lucius school, Limpertsberg

Small hall that can be used for classes requiring less space, CoreFlex or Yoga. We could never start giving classes there before the pandemic, due to a problem with the door lock that had to be repaired.

For classes requiring equipment, such as Barbell or Multi Fit, we need to ensure that storage space is available. Since autumn 2021, we were allowed to store both our Power Hour/Multi Fit and Barbell equipment at the European school in Kirchberg. When Barbell classes are held at the Coque, we rent their equipment.

During the summer, when the club does not have access to the European school halls because of the school holidays, we move outdoors. In the Park by the Kyosk (Coque) we have had an agreement with the Kyosk to store equipment above the Kyosk (see under Park classes for contact details).

The club is on a constant look-out for new premises, preferably in central locations, easily accessible also by public transport and with parking facilities, and if possible with space to store equipment. In 2022/2023 a thorough screening of available premises was carried out, the results of which can be found in an Excel file stored on Dropbox. Given the uncertainty of returning instructors who had taken a break for different reasons and the timing (mid-term), it was decided not to rent any new halls in spring 2023 and to revisit the issue when there is more certainty about our needs (returning or new instructors).

Over the years there have also been recurring discussions about the club getting its own premises, but the prices in Luxembourg make this a challenging objective. Moreover, the club would first need a solid membership base (around 1000 members is recommended in Sweden). From the experience of other Friskis clubs, we know that membership often doubles when a club gets own premises. However, with it comes other responsibilities as well, such as cleaning, repairs, reception, etc.

Instructors Team leader

  • Coordinates the views of the instructors and puts them forward to the Board

  • Puts together the schedule on the basis of input regarding availability and preferences of instructors. Usually, the schedule needs to be updated ahead of the autumn semester as soon as Cercle Sportif confirms the available slots at the European schools (usually in August). During European school holidays (All Saints, Christmas, Carnival, Easter) we have no access to the halls so the schedule needs to be adjusted and other slots offered depending on the availability of instructors and other halls. The instructor team leader puts together the schedule and updates it on a regular basis. During the summer, a reduced schedule consisting mainly of park classes and possibly a couple of other indoor classes has to be put together taking into account instructors’ holidays. See chapter about the Park for further details about the necessary practical arrangements.

  • Organises try-outs for potential new instructors

o   Makes a call for interest on social media and the website

o   Puts together a “selection panel” composed of experienced instructors and a Board member

o   Organises the test for the candidates (clap test for rhythm + preparation of 2 cardio and 2 strength songs to be performed by candidate using different BPMs) + interview

o   Provides feedback to the candidates

o   Ensures enrolment of the successful candidate/s to the relevant trainings in Sweden or online. NB: Very few courses are organised in English, so need to be aware of deadlines for registration and act quickly to book the necessary spots (done on Funknet)

-        Ensures that each new instructor gets a mentor.

-        Organises the regular evaluation of instructors (“luffning”), in principle every 1-2 years. This involves:

o   Establishing who needs to be evaluated (table with info about diploma and evaluation/”luffning” dates can be found in Dropbox)

o   Contact with certified evaluators (list is available on Funknet) to check availability either for travel to Luxembourg for IRL “luffning” or “luffning” by filming

o   In case of IRL “luffning”:

▪    preparing “luffning” schedule, usually during an “open doors” weekend, with all sessions free of charge.

▪    ensuring publicity of the “open doors” via social media, the website and in our classes

▪    organising accommodation for evaluator, transport to and from airport, lunch during the two days. NB: important to foresee sufficient time for feedback talks in between sessions, as well as lunches and transport to airport

▪    usually a get-together with all volunteers and the evaluator is organised one of the evenings

o   In case of filmed evaluations:

▪    checking who can film and how to transmit film to evaluator

▪    evaluator and instructor agree on when and how to have the feed-back talk

o   Liaising with evaluator after the evaluation to discuss performance of instructor, receiving a copy of the evaluation form, to be saved among the Board documents (Dropbox)

 NB: Same procedure to follow in case of certification of a new instructor (either IRL or filmed).

  • Organises – with the help of other instructors and/or Board members – Mega sessions, i.e. longer Jympa sessions involving several instructors, usually, twice per year, at Christmas and in spring or at the end of the Park classes. Mega sessions are free of charge for members and non-members alike and a good opportunity to attract new members.

o   Choose the time and date so as not to conflict with other regular sessions, but in case other sessions are scheduled for the same time, these are as a rule cancelled.

o   Choose a theme. Past themes, apart from Christmas, have included: 80s, ABBA, Bollywood, Eurovision, Hollywood, Disco, Latino,…

o   Ask instructors to propose songs, following the normal Jympa structure (warm-up, flexibility, strength, cardio, cool down, stretch and relaxation and the respective BPMs).

o   Appoint someone to mix together the music.

o   Ask someone else to buy drinks and snacks for the post-workout mingling with participants.

o   Ensure flags are brought and put up outside the venue.

o   Sometimes lotteries with Friskis prizes have been organised.

o   Make sure there are several hosts available. Hosts have an important role not only for welcoming participants, setting up the hall and assisting the instructors but also in promoting Friskis during the event by talking to participants (and distributing flyers, if any).

o   As and if necessary, inform the guards about the event (so that non-members are let in) and about the fact that the session will finish later than usual.

o   Promote the event on the website and social media, ask all volunteers to help promote the event at their regular sessions, via social media, etc.

  • Tries to ensure a good team spirit among the instructors

  • Provides advice to instructors about where to find information/inspiration on movements, music, music mixing software, training courses, etc.

Hosts Team leader

  • Coordinates the views of the hosts and puts them forward to the Board

  • Informs the hosts of their tasks

  • Puts together the host schedule

  • Recruits new hosts, organises introduction sessions for new hosts

  • Organises get-togethers with hosts

  • Tries to ensure a good team spirit among the hosts

Membership administrator

  • Updates the membership register (Cardskipper)

  • Check if the F&S bank account for membership payments

  • Monitors the membership email account

  • Prepares member statistics for various needs

  • Emails non-members who participated in park classes, inviting them to become members

  • Follows up with two-week trial class participants, encouraging them to sign up for membership

  • Sends membership list to Mr Dour, Service technique at the European school in Mamer, who provides it to the security guards

Webmaster

Is in charge of webpage design (respecting the common guidelines for all F&S clubs), ensuring news and schedule updates. Has contacts with Riks about the Swedish online training offer. Manages the online class booking system (Acuity) and set-up of email accounts.

Communication and marketing

Efficient internal and external communication is extremely important for the club and an area where more efforts would be needed. For the moment the club has no real communication strategy, the efforts made depend on time and availability of different Board members.

  • Internal communication: communication within the club, but also with Friskis Riks and other Friskis clubs. All F&S Luxembourg volunteers should be kept informed about issues discussed in the Board and important Friskis developments at central level. An important part is also about ensuring a good team spirit among the volunteers within the club, e.g. through the organisation of joint events, trainings and get-togethers. The tools used for internal communication are described in the chapter about Internal communication.

  • External communication: communication with our members and potential future members via the website, FaceBook and Instagram, our main external communication tools. Another important part is the monthly newsletter, which is distributed by email to all members.

  • Marketing: In the past, articles and advertisements in local newspapers and magazines, radio advertisements, “boosted” FaceBook posts, special membership offers, flyers, Christmas gift vouchers, etc. were used to promote the club, usually linked to a Friskis event. Focus was usually on the free of charge channels due to our limited budget. Renewed efforts were made 2022/2023, when Friskis was interviewed both on Radio City Ara and for the Delano 2023/2024 Expat Guide and had 17.000 flyers distributed in selected areas. This is an area which should be further developed.

  • Events are a good way of ensuring visibility of the club and promoting the brand, e.g.:

o   F&S events (e.g. anniversary celebrations, Mega sessions, Boot camp, Open doors, hikes, etc.)

o   Bigger Luxembourg events (e.g. Relay for Life team, ING marathon team; Festival de la Migration (demo session on stage, flash mobs and stand); Breast cancer run; Flash mobs in city centre, stand at the fair for newly recruited staff at the EU Institutions, ARA City Radio and Ville de Luxembourg Come Together event).

o   The park classes every summer, where people can meet and talk to us and try our classes for free, are also good for marketing purposes.

 [AF1]Still correct?

Instructors

Since the start in 1978, Friskis&Svettis has trained its instructors under its own auspices, with the help of its Training Academy in Sweden. All trainings have a scientific basis and the instructors gain knowledge in physiology, anatomy, the Friskis&Svettis’ idea and values, as well as leadership. In addition, instructors are taught how to create a programme within the form of training s/he will lead. To be allowed to give classes within Friskis, the instructor must have undergone F&S training and have been licensed within the relevant training form.

Instructors are regularly evaluated by specifically trained evaluators from F&S Sweden to make sure that the instructors are following the concept (intensity, moves, leadership, etc.). In Luxembourg, instructors should be evaluated every 1,5 year.

Once certified, instructors in Luxembourg commit (in writing) to giving at least one session a week during at least two years and min. 60 classes in total. If an instructor decides to leave Friskis before having fulfilled this commitment, s/he has to reimburse the instructor training fees, incl. travel and accommodation, paid by the club. The amount to refund will depend on how many sessions the instructor has given when leaving Friskis and is specified in the contract. Like all other volunteers instructors are not paid, but get their F&S membership and Friskis clothes for free. They also get a “Riks card” giving access to classes at any Friskis club for free. In addition, instructors get one pair of fitness shoes per year reimbursed up to a maximum of 150 Euros, as well as expenses for music, within a reasonable limit taking into account the instructor’s actual needs for his/her session/s (receipts to be provided).

Instructors’ role is to:

  • teach their class on a weekly basis;

  • create a new session twice per year, including finding and mixing the music, as necessary. Instructors teaching so called “concept classes” receive the ready-mixed music and moves from F&S Sweden (in 2025 only CoreFlex Soft). These classes are bought from Riks;

  • find a replacement in case of unavailability; informing the webmaster for updating the schedule;

  • present the host at the beginning of the session;

  • inform members about current events and schedule before or after the session;

  • act as mentor for new instructors, in particular when creating her/his first session;

  • participate in training and kick-off activities;

  • actively seek to improve their session and leadership skills through feed-back and the regular "luffning"/evaluation.

Hosts

  • Hosts are volunteers who act as the face, eyes and ears of Friskis and are as such a really important part of the organisation. Their role is to:

  • host at least one session per week;

  • welcome participants, check their membership cards and check them in with the Acuity app (see under Classbooking system below);

  • provide information and reply to questions from participants (schedule, membership options, intensities);

  • assist the instructor in setting up the hall before the class (music, equipment, mats) and ensure that everything runs smoothly during the class (turn music on/off, adjust volume, ventilation, lights, etc.);

  • in case of need, take care of injured participants (with help of the first-aid kit that should be available in all locations; if needed, call ambulance).

Host requirements:

  • to have been a F&S member for at least one full semester;

  • to know (or learn) the basics about Friskis, the organisation, concept, membership types and prices, schedule;

  • to be able to commit to host at least one session/week, and do replacements in case of absences or holidays of other hosts;

  • to be friendly and helpful;

  • to be fluent in English.

Internal communication

FaceBook

Since 2024 the FB group for volunteers and the FB group for the Board have been used less and less. Instead communication is taking place via WhatsApp. Therefore, it was decided to close the FB groups in 2025 and move completely to WhatsApp, which seems to be the preferred communication tool.

Email

For certain communication, e.g. communication with attachments (e.g. Board meeting minutes) email is the preferred communication tool.

WhatsApp

Two WhatsApp groups were set up in summer 2023 to communicate about 1) urgent replacements and 2) other non-urgent organisational matters. All instructors and hosts are members of the first group. As of 2025 the two WhatsApp groups will be the main communication tool for all volunteers.

Meetings

The Board meets on a monthly basis, usually via Zoom[1]. Standard items on the agenda include: finances, memberships, premises, instructors, hosts, events, communication/marketing. The instructors and hosts team leaders are encouraged to collect issues and suggestions from instructors and hosts respectively before the Board meetings. They should also provide feedback on the said issues after the meeting.

Regular “get-togethers” are an important means of getting to know other volunteers and creating a team spirit and sense of belonging. Recently, interest and participation has been higher than some years ago and the get-togethers have been good for motivation and generation of ideas. In an effort to boost volunteers’ engagement the Board therefore decided to organise more frequent get-togethers in 2025 (approx. 4 per year).

Minutes

The minutes from the Board meetings are an important means of communication with the other volunteers, to keep them up-to-date about latest developments. Board members take turns in drafting the minutes and are committed to finalising and distributing the minutes to all volunteers within five working days.

Dropbox

Dropbox[2] is used for storing all important documents of the club. All Board members have access through their email address.

Funknet

Funknet is a restricted online platform accessible to all Friskis volunteers, which is used for sharing information about Friskis, latest developments, announcing Friskis meetings and events, ordering Friskis clothes, registering volunteers for trainings, providing information about all different training forms, providing communication material (image bank, logo), guidance documents and much more.

On Funknet, instructors can also access the “Pass.nu” documents, i.e. descriptions of the different training forms with the guidelines to respect in order to ensure that clubs follow the same concept. These documents are updated whenever a change is introduced and are used by evaluators in the regular evaluation of instructors to check that the sessions fulfil the requirements.

Coursio

Coursio is a digital learning platform that can be accessed through Funknet. Coursio contains digital training material and inspiration (videos) for instructors for different training forms.

Workplace

Workplace is a restricted interactive online platform accessible to Friskis volunteers, similar to FaceBook. It is used for communication about all things Friskis. As an example, news from Riks that was previously communicated on Funknet was moved to Workplace in 2018. There are different groups that you can join depending on your role in the club and interests, e.g. one for those responsible for training, one for Riks communication, for digital training, for communication issues, etc. To keep abreast of developments, it is advisable that all Swedish speaking Board members join Workplace.

[1] F&S Luxembourg has a Zoom account used for the Zoom classes and Board meetings. The user id is friskisclassbooking@gmail.com and the password is: pWc2211!

[2] https://www.dropbox.com/home/Friskis%20Board%202016

External communication

The main external communication tools are the website, FaceBook, including Messenger, and Instagram. The club also uses other channels to communicate with its members and reach potential new members, such as email and the booking system. In 2022, Friskis Riks also introduced a new workout app called Friskis Go, accessible only to members.

Website

F&S Riks has established specific rules for all F&S websites which should be followed (design, colours, font, use of logo, etc.). Cancellations or replacements of classes should be communicated by the instructor to the webmaster asap so that the website (and booking system where relevant) can be updated. In 2025, the club intends to introduce a system whereby instructors themselves can update the schedule.

Social media

The FB and IG page is used to communicate news, “urgent” information to members, to promote the club in general or specific classes in particular, to announce special offers or events. To avoid a negative impression of the club, it was agreed that posts informing about cancellations should be deleted afterwards. Board members can[AF1]  post on the FB page and reply to questions received in the related Messenger account.

Official F&S photos can be found on Funknet in the section called “Bildbank”. Photos from our own classes can also be used, but other types of images should be used with care due to potential copyright issues.

All volunteers with a FB or IG account are encouraged to share posts from the F&S FB and IG pages to help promote the club.

Email accounts

F&S Luxembourg has four email accounts, using the openxchange.eu platform (Admin: Patrik):

  • classbooking@friskissvettis.lu

  • board@friskissvettis.lu

  • membership@friskissvettis.lu

  • moien@friskissvettis.lu[AF2] 

The username is the email address (see above) and the password for all accounts is Friskis1978/.

Classbooking system

All instructors and hosts have access to the Acuityscheduling booking system, where they can see who has signed up for a class, check them in when they arrive and also easily reach those who have signed up in case of a last minute cancellation, see below how it works.

  • Go to acuityscheduling.com and login. User name is your email and password is “Friskis1978/”

  • Now you see the calendar

  • Click on the date of your choice. You will see the class marked in yellow

  • Click on the class. You will now see the class and who have signed up

There are two ways to cancel the class in the booking system:  

1.     Simply click “Delete class” and an email will be sent to those who signed up 

2.     To be more personal and to inform about our YouTube and Online classes via an email: 

  • Check the box in front of the names

  • Click on “Email attendees”

  • According to your computer settings, your personal email should open up with the addresses of the attendees in an email

  • Write your message and send the email

  • Make sure to Delete the class by clicking on “Delete class” to make sure it does not pop up somewhere  (can only be done on a web browser, not in the app)

Please also put a note on FB and IG, and ask Patrik to update the schedule on the website, if possible.[AF3] 

 YouTube channel

The F&S Luxembourg YouTube channel was created during the early days of the COVID-19 pandemic, in April 2020, to be able to offer our members recorded online classes when we had nothing else. The first classes were recorded by the instructors themselves in their homes or offices (Tina’s Power Hour, Annika’s Jympa Medium Pulse and Saranya’s Jympa Medium class). Some 10-15 of F&S Sweden’s online classes were also added to our channel. In 2021, Maria’s CoreFlex soft, Corinne’s Basic Jympa and Saranya’s Medium Jympa sessions, filmed in a more professional way at our premises in Beggen, were added to our YouTube offer.

The following people have Manager access rights for the F&S Luxembourg YouTube channel: Annika (Admin), Patrik, Mirko, Saranya, Tina.

The login details are: fogelan@icloud.com, password: F&SLuxembourg (one word, no space).

 Friskis Go

 Friskis Go is a workout app with a wide range of sessions, technical tips and exercises for Friskis members who have an active membership card. The app is however not valid for the two weeks Trial Membership.

All members receive an access code via email to set up an account. They should download the Friskis Go app from where apps are normally downloaded and choose “Luxemburg” in the drop-down menu. To create an account the code that was received via email is needed. Then the account can be set up. If no code has been received, or if there are any questions, the member should send an email to moien@friskissvettis.lu to[AF4]  obtain it.

 [AF1]Is that still the case?

 [AF2]Update with new email addresses

 [AF3]Under review, pending the introduction of a system allowing instructors themselves to update the schedule through Acuity.

 [AF4]To be updated

Park classes

During the summer, when we do not have access to the European school halls because of the school holidays, we move as many classes as possible outdoors. Traditionally, park classes have been held 2-3 times per week in the park outside the Coque by the Kyosk and in the Merl Park.

To be able to start the Park classes in May or June, we have to ask Ville de Luxembourg and Fonds Kirchberg for permission as early as February/March. We usually have sessions until mid-September (after that it becomes too dark in the evening). As we are using a public space, permission is given under condition that classes are free of charge and accessible to the public at large. We cannot restrict the classes to members only, nor can we reserve a specific spot.

  • Contact person for the Merl Park: Ms Feiereisen at Ville de Luxembourg (VDL), email: dfeiereisen@vdl.lu.

In the park outside the Coque, we used to have an informal agreement with the owner of the Kyosk (Manu) to take electricity for our music from the Kyosk. Since we have the portable speakers we no longer need access to electricity, but we still have an agreement to store equipment above the Kyosk (PH balls, flags, first aid kit, etc.). Sometimes Manu decides at short notice to close the Kyosk due to bad weather or a day off, but it is always announced on the Kyosk website so instructors and hosts who need access to the storage are well-advised to always check the website before heading out. In case we nevertheless want to hold a class Manu has agreed in the past that we could call him and he would come and open for us[3] . Manu’s telephone number is available on the Kyosk website and here: 621-720944.

In the Merl Park we have no place to store any equipment and no access to electricity.

As a general rule, in case of bad weather or unavailability of the instructor, the class should be cancelled latest one hour prior to the start of the class.

Park classes are an excellent opportunity to attract new members. Therefore it is important to have hosts for all Park classes, who apart from the usual host duties, are able to promote Friskis by talking to curious passers-by, distributing flyers, etc. It is also important to always put up the Friskis flag so that people can easily see who we are. NB: in the Merl Park we are not allowed to distribute any promotion material, nor to put up our flag.

 [AF1]Still correct?

 [AF2]Still correct?

If I remember well there was an issue about ordering a new key last year (2020), but I don’t know what happened. Anyway, I think we did not use the key box that had been installed at the backside of the Kyosk a few years ago, where the key was put in case the Kyosk was closed (the code to the box was 1978).  We may not need to worry about this in the future if the portable music equipment works well, but I include it here anyway just in case.