Built for Personal Trainers

Client Scheduling Software for Personal Trainers

Manage 1:1 sessions, group training, session packages, and cancellation policies — without the back-and-forth messages that eat into your training day.

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Common Challenges

We understand what personal trainers deal with every day

1

Clients reschedule last-minute without consequence

Without a clear cancellation policy, clients assume they can move sessions whenever they like. That flexibility costs you consistency and income — and it's hard to enforce verbally.

2

Session package tracking is done manually

Client buys 10 sessions. You make a note somewhere, count down session by session, and eventually lose track. It's unprofessional — and it costs you money when packages run out unnoticed.

3

Recurring weekly sessions still require confirmation every week

Your Tuesday 7am client has been training weekly for months. Yet somehow each week still involves a confirmation message back and forth. There's a better way.

How ClientaHub Helps

Features designed for personal trainers

Cancellation Policy Clients Actually Respect

Set a minimum notice window and a late-cancellation fee. Clients agree to it when they book — and it's enforced automatically. No awkward conversations, no exceptions creeping in.

  • Configurable notice window (e.g. 24h)
  • Automatic fee for late cancellations
  • Policy confirmed at point of booking

Session Package Tracking

Sell blocks of sessions and track usage automatically. You and your client always know exactly how many sessions remain — no spreadsheets, no guessing.

  • Custom session packages (5, 10, 20 sessions)
  • Automatic session deduction per appointment
  • Low-balance alert before package runs out

Recurring Weekly Session Scheduling

Set up a recurring weekly slot for each client once — and it repeats automatically until cancelled. Confirmations go out without you lifting a finger.

  • Set-once recurring appointments
  • Automated reminders for recurring slots
  • Easy rescheduling without breaking the pattern

Client Notes and Progress Tracking

Keep session notes, programme plans, and progress milestones in each client's profile. Everything in one place — not scattered across WhatsApp threads and notebooks.

  • Per-session notes on training progress
  • Goals and programme overview per client
  • Health history and PAR-Q notes
Getting Started

Up and running in under an hour

1

Add your services

Create your service menu with accurate durations, prices, and any add-ons or options your clients need to choose from.

2

Share your booking link

Your personalised booking page is ready immediately. Add it to Instagram, WhatsApp, your website, and Google Business.

3

Focus on your clients

Confirmations, reminders, and follow-ups go out automatically. You concentrate on the work — ClientaHub handles the rest.

FAQ

Questions from personal trainers

Can I enforce a 24-hour cancellation policy?
Yes. You set the notice window and the fee for late cancellations. Clients agree to the policy at booking and it's enforced automatically — no conversation required.
How does session package tracking work?
You create a package (e.g. 10 sessions for £X). When a client purchases and uses sessions, each appointment automatically reduces their remaining count. You both always know where they stand.
Can I set up a recurring weekly slot for a client?
Yes. Once you set up a recurring appointment, it repeats weekly (or at whatever interval you choose) automatically. Automated reminders go out for each occurrence without any manual work.
Does it work for online clients as well as in-person?
Yes. You can create separate service types for online sessions and in-person sessions, each with their own booking flow and confirmation details (e.g. including a Zoom link in the online confirmation).
Can I manage group training sessions alongside 1:1 clients?
Yes. Group sessions have a capacity limit — for example, maximum 8 clients per slot. Clients book into the group session and the calendar tracks how many spots remain.

Ready to simplify your personal trainers bookings?

Join thousands of beauty professionals who manage their appointments and clients with ClientaHub. Free to start — no credit card required.

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