Software package

Personal trainer package

A trainer-and-client system built around the pack and the programme: clients book sessions at the gym, at home or online, draw down a pack both sides can see, follow a programme and log it, check in weekly, and renew when the balance runs low.

Custom build Concept demo

Get a quote for this package

Who it is for

Built for

A good fit

Personal trainers working alone or with one or two associates, and online coaches running weekly check-in plans, from a trainer with a dozen gym clients to a small team with a hundred clients split between in-person packs and coaching tiers. Daily users are the trainer who manages availability, sells packs, writes programmes and reviews check-ins, an associate who delivers sessions and logs notes for clients assigned to them, and clients who book, log workouts, upload measurements and complete their Sunday check-in from their phone.

Not the right fit

It is not for a gym selling memberships with door access, which has its own package, for a studio running a class timetable, or for a marketplace that lists many unrelated trainers. It does not write nutrition plans or interpret anything a client enters; questionnaires are recorded answers, and the professional judgement stays with the trainer.

The operational problem it solves

How it runs, step by step

Sunday, eight in the evening.

The trainer opens the check-in board on her phone.
Of thirty-one online clients, twenty-four have submitted this week's form: weight, sessions completed, sleep, a free-text line on how the week went.
Seven are overdue and were reminded at six; she sends one a short message from the board.
She reads each submitted form, types a two-line reply and adjusts next week's programme for three of them, which pushes the new workouts to their portal without a photograph of a spreadsheet.

Monday, six-fifty in the morning.

The day view shows a gym session at seven, a second at eight, a home visit at ten with the forty-minute travel buffer already blocked, and an online session at one with the video link attached.
The seven o'clock client arrives; the trainer marks the session attended and his pack moves from five remaining to four, which he sees on his phone before he leaves.
The eight o'clock client cancelled at midnight, inside the twenty-four-hour window the trainer set, so a session was deducted automatically and the reason sits on his record.
At the home visit she takes the four-weekly measurements and enters them on the spot; the chart on the client's portal updates, and the client asks a question about progress that the chart answers.
Mid-afternoon a client buys a new ten-session pack online because the portal told her she had one left; the trainer sees the sale and the expiry date on the pack list.
A prospect who found the website books a consultation for Thursday and completes the intake questionnaire, which the trainer reads before they meet.
At the end of the day the pack list shows sessions owed across all clients and which packs expire this month.

Features

What the package does

The package ships as modules that follow a client through a block of training: the website and booking with packs, the programme and progress log, and the coaching layer with check-ins and messaging. Each module below lists what it does; the comparison table shows which package variant includes it.

Content and editorial

Public website with consultation bookingService pages in the trainer's own words, with a way for a prospect to book a consultation straight from the site.

Bookings and diary

Availability by locationSet different availability for the gym, client homes with a travel buffer between visits, and online sessions with a video link.
Late-cancellation windowSessions cancelled inside the window you set are deducted from the pack automatically, with no awkward conversation.

Billing and payments

Session packs with expiryClients buy packs online and each session is deducted with a date that both trainer and client can see.
Online coaching plans with weekly check-insCoaching sold on a recurring plan, with a weekly check-in form the client completes and the trainer reviews.

Clients and records

Intake questionnaire per blockClients complete a questionnaire before the first meeting and again for each new block of training, with the answers kept on their record.
Programme builder and workout loggingWrite a programme, issue it to a client and see the workouts they log against it.
Sessions owed and pack expiriesOne view of sessions still owed, packs close to expiry and weekly check-ins waiting to be read across all clients.
Associate trainersAssign clients to associate trainers who see only their own clients and schedule, with reassignment when someone leaves.

Reporting and insights

Progress log with chartsMeasurements and results are recorded over time and shown as charts, with optional photographs the client chooses to upload.

Messaging and notifications

Trainer and client messagingMessages between trainer and client held in the system alongside their sessions and logs rather than scattered across chat apps.

Package variants compared

Website
Business Software

Which features each package variant includes
Feature	Website	Business Software
Public website with consultation booking	Included	Included
Availability by location	Included	Included
Session packs with expiry	Optional	Included
Late-cancellation window	Not in this variant	Included
Intake questionnaire per block	Included	Included
Programme builder and workout logging	Not in this variant	Included
Progress log with charts	Not in this variant	Included
Sessions owed and pack expiries	Not in this variant	Included
Online coaching plans with weekly check-ins	Optional	Optional
Associate trainers	Not in this variant	Optional
Trainer and client messaging	Not in this variant	Optional

Roles and permissions

Who does what

Trainer
- Set availability per location with travel buffers
- Sell packs and coaching plans and set expiry and late-cancellation rules
- Write and issue programmes and review logs and check-ins
- See sessions owed, pack expiries and the check-in board across all clients
Associate trainer
- Deliver and mark sessions for clients assigned to them
- Add session notes and measurements to the client record
- See only their own clients and schedule
Client
- Book, move and cancel sessions within the rules and see their pack balance
- Follow the issued programme and log each workout
- Enter measurements, upload optional photographs and view progress charts
- Complete intake and weekly check-in forms and message the trainer
Prospect
- Read the public site and book a consultation
- Complete the intake questionnaire before the first meeting

Example screen

Concept demo

Concept demo of a personal trainer's weekly check-in board listing clients by submission status with one check-in form open for review.

The trainer's Sunday check-in board on a phone: thirty-one coaching clients with this week's form status, overdue ones first, a submitted form open beside last week's numbers and a reply box, and a shortcut to adjust next week's programme.

Scope and options

What is included and what is extra

In the base package

Public website with service pages and consultation booking
Availability per location: gym, client home with travel buffer, online with video link
Session packs with expiry, online purchase and dated deductions visible to both sides
Late-cancellation window with automatic deduction
Intake questionnaire recorded per block
Programme builder with client workout logging
Progress log of measurements and results with charts

Common add-ons

Online coaching plans with recurring billing and weekly check-in forms
Associate trainers with client assignment and reassignment
In-system messaging between trainer and client

Needs custom work

Wearable or activity-data sharing into the progress log
Integration with a specific exercise video library
Client app in the app stores

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

Runs on your own hosting or on hosting we manage; the choice is made in the proposal and can change later. You own the code and your data, including client records, programmes, progress logs and check-in history, which can be exported at any time in standard formats. Nothing in the package stops a move to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates, monitoring of payment callbacks and reminder sends, backups of client data and uploaded photographs, and a monthly window for small changes such as a new pack size, a new location or a changed check-in form. Larger changes are quoted as change requests.

Pricing model

Priced per proposal.

Sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on whether you work alone or with associates, the locations and travel rules, whether the coaching add-on is included, the payment provider and how much client history is migrated. The proposal states each line separately so recurring costs are never hidden in the build.

Software package

Custom build Concept demo

Variants

Public website with service pages and consultation booking
Availability per location: gym, client home with travel buffer, online with video link
Session packs with expiry, online purchase and dated deductions visible to both sides
Late-cancellation window with automatic deduction

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

Can clients see their own pack balance?

Yes. The balance, every deduction with its date and reason, and the expiry date are on the client's portal, and the trainer sees the same figures. A low balance prompts the client to buy the next pack online.

How does the travel buffer work for home visits?

Each home-visit location carries a travel time you set, and the system blocks that time before and after the session so the next bookable slot is one you can reach. Buffers can differ by area and are only applied between different locations.

What happens if an online client misses a check-in?

The form opens on the day you set and a reminder goes out if it is still empty at the time you set. Overdue clients rise to the top of the check-in board so you can follow up, and the history shows how often each client checks in.

Does it tell clients what to eat or diagnose anything?

No. Questionnaires record what a client writes and the progress log charts what is entered. The package offers no nutrition, medical or health advice; that judgement stays with you, and anything that needs a professional is for you to refer on.

Can I hand a client to an associate?

With the associate add-on, a client is assigned to a trainer and can be reassigned with their pack, programme and history intact. The associate sees only their assigned clients, and the lead trainer sees everyone.

Is this a finished product I can see running?

Not yet. The readiness badge on this page shows the real state: the package is a custom build assembled from our bookings, orders, documents, forms and memberships modules for each trainer, and the check-in board above is a labelled concept demo rather than a live client system. Needs beyond the listed options go through custom personal trainer development.

Get a quote for Personal trainer package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.