Personal Trainer Business HQ
Personal trainers and small coaching businesses
Track clients, session packages, training sessions and payments for a small trainer.
Use this templatePersonal Trainer Business HQ
Run a training business from one page. Clients, their packages and payments are linked, every training session is a Session row, and your own sessions show under Mine. The Packages table shows what is selling and how many clients stay.
Dashboard
Package renewals
First session and assessment
No-shows and late cancellations
Packages and prices
What you sell, the price and how many clients are on each.
| Package | Category | Price (USD) | Billing | Minutes | Valid for (days) | Includes |
|---|---|---|---|---|---|---|
| Single session | $75 | 60 | 1 | session, per visit | ||
| 10-session package | $690 | 60 | 230 | package, one-time | ||
| Monthly coaching | $320 | 0 | 30 | coaching, monthly | ||
| Partner session | $110 | 60 | 1 | two people training together | ||
| Assessment and plan | $90 | 75 | 80 | assessment, one-time | ||
| Online program | $180 | 0 | 30 | video check-ins and a written plan, no in-person time |
Clients
Everyone you train, with their package, attendance and payments.
| Client | Type | Status | Package | Phone | Joined | |
|---|---|---|---|---|---|---|
| Noor Lowry | Single session | (503) 555-0144 | noor.lowry@inbox-mail.net | Sep 18, 2026 | ||
| Silas Tennant | 10-session package | (503) 555-0181 | silas.tennant@inbox-mail.net | Aug 2, 2026 | ||
| Kasia Castellanos | Monthly coaching | (503) 555-0118 | kasia.castellanos@inbox-mail.net | Jun 16, 2026 | ||
| Tobias Kowalczyk | Partner session | (503) 555-0155 | tobias.kowalczyk@inbox-mail.net | Apr 30, 2026 | ||
| Greta Rosenthal | Assessment and plan | (503) 555-0192 | greta.rosenthal@inbox-mail.net | Mar 14, 2026 | ||
| Percival Zielinski | Online program | (503) 555-0129 | percival.zielinski@inbox-mail.net | Jan 26, 2026 | ||
| Bronwyn Halvorsen | Single session | (503) 555-0166 | bronwyn.halvorsen@inbox-mail.net | Dec 10, 2025 | ||
| Idris Oyelaran | 10-session package | (503) 555-0103 | idris.oyelaran@inbox-mail.net | Oct 24, 2025 |
Sessions
Training sessions on the calendar, with attendance and notes.
| Session | Status | Client | Package | Trainer | When | Kind |
|---|---|---|---|---|---|---|
| Single session - Tennant | Completed | Silas Tennant | Single session | Matteo Brennecke | Oct 6, 2026 | |
| Assessment - Rosenthal | Completed | Greta Rosenthal | Monthly coaching | Sunita Rajagopal | Oct 9, 2026 | |
| Check-in call - Oyelaran | Completed | Idris Oyelaran | Assessment and plan | Matteo Brennecke | Oct 11, 2026 | |
| Single session - Nakamura | Completed | Rosalind Nakamura | Single session | Sunita Rajagopal | Oct 13, 2026 | |
| Session - Kellerman | Completed | Cormac Kellerman | Monthly coaching | Matteo Brennecke | Oct 15, 2026 | |
| Assessment - Castellanos | No-show | Kasia Castellanos | Assessment and plan | Sunita Rajagopal | Oct 14, 2026 | |
| Single session - Zielinski | Cancelled | Percival Zielinski | Single session | Matteo Brennecke | Oct 16, 2026 | |
| Program review - Yoshida | Booked | Priyanka Yoshida | Monthly coaching | Sunita Rajagopal | Oct 17, 2026 |
Payments
Charges, failed cards and refunds, tied to each client.
| Payment | Status | Client | Amount (USD) | Due | Method | Mark paid |
|---|---|---|---|---|---|---|
| PAY-2210 | Paid | Kasia Castellanos | $320 | Sep 18, 2026 | — | |
| PAY-2211 | Paid | Idris Oyelaran | $690 | Sep 20, 2026 | — | |
| PAY-2212 | Paid | Amara Delacroix | $75 | Oct 4, 2026 | — | |
| PAY-2213 | Paid | Tobias Kowalczyk | $110 | Oct 8, 2026 | — | |
| PAY-2214 | Failed | Priyanka Yoshida | $320 | Oct 15, 2026 | — | |
| PAY-2215 | Failed | Cormac Kellerman | $690 | Oct 17, 2026 | — | |
| PAY-2216 | Pending | Greta Rosenthal | $90 | Oct 16, 2026 | — | |
| PAY-2217 | Pending | Hamza Galloway | $110 | Oct 21, 2026 | — |
Sessions this week, payments and package health.
| Session | Status | Client | Package | Trainer | When | Kind |
|---|---|---|---|---|---|---|
| Single session - Tennant | Completed | Silas Tennant | Single session | Matteo Brennecke | Oct 6, 2026 | |
| Assessment - Rosenthal | Completed | Greta Rosenthal | Monthly coaching | Sunita Rajagopal | Oct 9, 2026 | |
| Check-in call - Oyelaran | Completed | Idris Oyelaran | Assessment and plan | Matteo Brennecke | Oct 11, 2026 | |
| Single session - Nakamura | Completed | Rosalind Nakamura | Single session | Sunita Rajagopal | Oct 13, 2026 | |
| Session - Kellerman | Completed | Cormac Kellerman | Monthly coaching | Matteo Brennecke | Oct 15, 2026 | |
| Assessment - Castellanos | No-show | Kasia Castellanos | Assessment and plan | Sunita Rajagopal | Oct 14, 2026 | |
| Single session - Zielinski | Cancelled | Percival Zielinski | Single session | Matteo Brennecke | Oct 16, 2026 | |
| Program review - Yoshida | Booked | Priyanka Yoshida | Monthly coaching | Sunita Rajagopal | Oct 17, 2026 |
| Session | Status | Client | Package | Trainer | When | Kind |
|---|---|---|---|---|---|---|
| Single session - Tennant | Completed | Silas Tennant | Single session | Matteo Brennecke | Oct 6, 2026 | |
| Assessment - Rosenthal | Completed | Greta Rosenthal | Monthly coaching | Sunita Rajagopal | Oct 9, 2026 | |
| Check-in call - Oyelaran | Completed | Idris Oyelaran | Assessment and plan | Matteo Brennecke | Oct 11, 2026 | |
| Single session - Nakamura | Completed | Rosalind Nakamura | Single session | Sunita Rajagopal | Oct 13, 2026 | |
| Session - Kellerman | Completed | Cormac Kellerman | Monthly coaching | Matteo Brennecke | Oct 15, 2026 | |
| Assessment - Castellanos | No-show | Kasia Castellanos | Assessment and plan | Sunita Rajagopal | Oct 14, 2026 | |
| Single session - Zielinski | Cancelled | Percival Zielinski | Single session | Matteo Brennecke | Oct 16, 2026 | |
| Program review - Yoshida | Booked | Priyanka Yoshida | Monthly coaching | Sunita Rajagopal | Oct 17, 2026 |
| Payment | Status | Client | Amount (USD) | Due | Method | Mark paid |
|---|---|---|---|---|---|---|
| PAY-2210 | Paid | Kasia Castellanos | $320 | Sep 18, 2026 | — | |
| PAY-2211 | Paid | Idris Oyelaran | $690 | Sep 20, 2026 | — | |
| PAY-2212 | Paid | Amara Delacroix | $75 | Oct 4, 2026 | — | |
| PAY-2213 | Paid | Tobias Kowalczyk | $110 | Oct 8, 2026 | — | |
| PAY-2214 | Failed | Priyanka Yoshida | $320 | Oct 15, 2026 | — | |
| PAY-2215 | Failed | Cormac Kellerman | $690 | Oct 17, 2026 | — | |
| PAY-2216 | Pending | Greta Rosenthal | $90 | Oct 16, 2026 | — | |
| PAY-2217 | Pending | Hamza Galloway | $110 | Oct 21, 2026 | — |
Not yet marked
| Session | Status | Client | Package | Trainer | When | Kind |
|---|---|---|---|---|---|---|
| Single session - Tennant | Completed | Silas Tennant | Single session | Matteo Brennecke | Oct 6, 2026 | |
| Assessment - Rosenthal | Completed | Greta Rosenthal | Monthly coaching | Sunita Rajagopal | Oct 9, 2026 | |
| Check-in call - Oyelaran | Completed | Idris Oyelaran | Assessment and plan | Matteo Brennecke | Oct 11, 2026 | |
| Single session - Nakamura | Completed | Rosalind Nakamura | Single session | Sunita Rajagopal | Oct 13, 2026 | |
| Session - Kellerman | Completed | Cormac Kellerman | Monthly coaching | Matteo Brennecke | Oct 15, 2026 | |
| Assessment - Castellanos | No-show | Kasia Castellanos | Assessment and plan | Sunita Rajagopal | Oct 14, 2026 | |
| Single session - Zielinski | Cancelled | Percival Zielinski | Single session | Matteo Brennecke | Oct 16, 2026 | |
| Program review - Yoshida | Booked | Priyanka Yoshida | Monthly coaching | Sunita Rajagopal | Oct 17, 2026 |
My sessions
| Session | Status | Client | Package | Trainer | When | Kind |
|---|---|---|---|---|---|---|
| Single session - Tennant | Completed | Silas Tennant | Single session | Matteo Brennecke | Oct 6, 2026 | |
| Assessment - Rosenthal | Completed | Greta Rosenthal | Monthly coaching | Sunita Rajagopal | Oct 9, 2026 | |
| Check-in call - Oyelaran | Completed | Idris Oyelaran | Assessment and plan | Matteo Brennecke | Oct 11, 2026 | |
| Single session - Nakamura | Completed | Rosalind Nakamura | Single session | Sunita Rajagopal | Oct 13, 2026 | |
| Session - Kellerman | Completed | Cormac Kellerman | Monthly coaching | Matteo Brennecke | Oct 15, 2026 | |
| Assessment - Castellanos | No-show | Kasia Castellanos | Assessment and plan | Sunita Rajagopal | Oct 14, 2026 | |
| Single session - Zielinski | Cancelled | Percival Zielinski | Single session | Matteo Brennecke | Oct 16, 2026 | |
| Program review - Yoshida | Booked | Priyanka Yoshida | Monthly coaching | Sunita Rajagopal | Oct 17, 2026 |
Failed payments
| Payment | Status | Client | Amount (USD) | Due | Method | Mark paid |
|---|---|---|---|---|---|---|
| PAY-2210 | Paid | Kasia Castellanos | $320 | Sep 18, 2026 | — | |
| PAY-2211 | Paid | Idris Oyelaran | $690 | Sep 20, 2026 | — | |
| PAY-2212 | Paid | Amara Delacroix | $75 | Oct 4, 2026 | — | |
| PAY-2213 | Paid | Tobias Kowalczyk | $110 | Oct 8, 2026 | — | |
| PAY-2214 | Failed | Priyanka Yoshida | $320 | Oct 15, 2026 | — | |
| PAY-2215 | Failed | Cormac Kellerman | $690 | Oct 17, 2026 | — | |
| PAY-2216 | Pending | Greta Rosenthal | $90 | Oct 16, 2026 | — | |
| PAY-2217 | Pending | Hamza Galloway | $110 | Oct 21, 2026 | — |
Packages run out quietly. Renew before the last session, not after.
Steps
When a client has two sessions left, send a short message about next steps.
Offer the next package at the end of the second to last session.
Mark the old payment Paid and add the new one as Pending.
If they hesitate
Offer a smaller package or a monthly plan. Never discount twice.
The first hour sets the plan and the relationship.
Steps
Review the intake form before they arrive.
Walk through goals and schedule.
Do a simple movement assessment and record it on the session note.
End with a clear plan for the next four weeks.
Say what you do not do
Be clear you do not diagnose or treat injuries. Suggest they see a health professional for any pain or condition.
Protect your time without losing the client.
Policy we use
Cancel with 24 hours notice at no charge
Late cancel uses the session
The first late cancel is forgiven
Steps
Mark the booking No-show.
Message the client the same day.
Offer the next available slot.
What's inside
5 tables · 16 views · 1 form · 2 row actions · 1 agent5 pages
- Personal Trainer Business HQ
- Dashboard
- Package renewals
- First session and assessment
- No-shows and late cancellations
4 tables
- Packages and prices2 views · 6 sample rows
- Clients2 views · 14 sample rows
- Sessions7 views · 22 sample rows
- Payments5 views · 12 sample rows
Related workspaces
- Barbershop HQManage barbers, walk-ins and bookings, chair rent or commission, and payments.5 pages · Fitness & wellness
- Day Spa HQBook treatments by room and therapist, sell gift cards, and track retail stock.5 pages · Fitness & wellness
- Gym and Fitness Studio HQTrack memberships, freezes and churn, classes and trainers, and failed payments.5 pages · Fitness & wellness
- Hair Salon HQRun stylists, appointments, client history, retail stock and payments in one place.5 pages · Fitness & wellness
- Massage Therapy Practice HQBook sessions by therapist and room, keep session notes, memberships and payments.5 pages · Fitness & wellness
- Yoga Studio HQManage class passes and memberships, teachers and schedules, and payments.5 pages · Fitness & wellness