Solutions
Client management software for personal trainers
A smaller roster, a lot more contact — and admin that should not eat the evening after a full day of sessions.
What usually goes wrong
- Client programmes live in notes, chats and a spreadsheet
- Chasing payments is an awkward personal message
- Progress is remembered rather than recorded
- Session packs run out and nobody notices until they do
Clients
Everything about one client, in one record
Their plan, what they have paid, which sessions they have used, what programme they are on and how it is going — on one screen instead of across a notebook, a chat thread and your memory.
- Assigned workout and diet programmes per client
- Progress recorded against the programme, not recalled
- Sessions and payments on the same record
Getting paid
The reminder is not from you personally
The membership expiry reminder goes out on its own, which takes the awkwardness out of chasing a client you see twice a week. You keep the coaching relationship; the system does the asking.
- Membership expiry reminders sent automatically, from your own address
- A part payment raises a dated follow-up, with a note already referring to the invoice
- Outstanding balances visible without doing a reconciliation
Small roster, same system
Nothing here assumes a front desk or a building. An independent trainer uses the member records, the programmes, the attendance and the payments, and simply does not open the parts about inventory or staff leave.
If your practice grows into a studio with other trainers, the roles and permissions are already there — you are not migrating to a different product on the day you hire someone.
What you would use most
Member Management
One profile per member, with everything the front desk asks for on the same screen.
Billing & Invoices
Payments recorded where the membership lives, so the balance is never a separate spreadsheet.
Attendance & Check-ins
Fast front-desk check-in with a live attendance log for every session.
Visitor & Lead Tracking
Every walk-in and enquiry logged, followed up, and converted without leaving the system.
Questions we get asked
No. A single-location gym with a few hundred members is a normal setup, and so is an independent trainer with a much smaller roster. You use the parts you need; the modules you do not use stay out of your way rather than cluttering the screen.
Yes, there is a member portal where they can see their plan, expiry date, payment history, attendance and any workout or diet programme their coach has assigned. It cuts down the number of times your front desk gets asked when a membership ends.
Pricing depends on how many members you have and which parts of the system you use, so we quote it on a short call rather than publishing a list that would be wrong for most gyms. Request a demo and we will walk through your setup and give you a number in the same conversation. There is no charge for the demo and no obligation afterwards.
Most gyms are running within a few days. The work is mainly getting your existing member list in and setting up your plans; we do the import with you on a call rather than handing you a spreadsheet template and wishing you luck. You can start using it for new members immediately and move historical data over as you go.
Yes. Email automations run daily and can be set up to chase upcoming renewals, expired memberships and pending payments, so a renewal is not missed because nobody was watching the date. Follow-ups for walk-ins and enquiries are tracked the same way.
Other setups we work with
See it on your own numbers
A short call, your actual member list, and an honest answer on what it would cost.
We will talk through your gym and what it would cost, on one short call.