Personal trainers
Twelve clients is a spreadsheet.
Forty is a business.
Somewhere between those two numbers the notes stop matching the sessions, a package runs out without anyone noticing, and a client who has not been in for three weeks quietly stops being a client. This is the software for the second number.
01 / The working parts
Four things, and everything else hangs off them
A client record. A plan. A session. A payment. Get those four right and the rest of it — the reminders, the reports, the app on the client's phone — is just those four facts shown from a different angle.
A client's record holds their goal, their level, their measurements, their photographs, their PAR-Q answers and their medical history, plus every note you have ever written about them and when you wrote it. Not a name and a phone number.
The consultation is in there too: body mass index, basal metabolic rate, total daily energy expenditure, a target weight, and a daily calorie budget that the client's own food diary then measures itself against.
In your hand, on the floor
- Your client list, and the ones whose packages are running out
- Measurements, weight and BMI over time, and a before-and-after comparison
- Personal records, session logs, and what they did last time
- Their food diary, and whether they are hitting the calorie budget you set
- Steps and water targets per client
- Appointment slots and your own working hours
- Client notes with their history, and reminders you set yourself
- Custom forms you wrote, filled in and stored against the client
- Your certificates, awards, ratings and client testimonials on your profile
- Your leave, your attendance, and your own pay
02 / A client's first month
Where the work actually goes
Written out because this is the sequence a demo skips, and it is the sequence that decides whether the software saves you an evening a week or costs you one.
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They enquire, and the enquiry does not evaporate
However they arrived — a walk-in, your own website, a lead ad on Facebook or Instagram, a QR code — the enquiry becomes a record with a source on it and a follow-up date against your name. Ten stages from untapped to payment received, and a follow-up that reschedules itself rather than being remembered.
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You sell them a package
With a session count, a duration in whatever unit suits — hours, days, months, a fixed end date, or forever — a price with GST handled properly, and a freeze allowance if you offer one. Part payment is normal: the balance becomes a due your reports can see and your reminders can chase.
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You do the consultation
Measurements, photographs, PAR-Q, medical history, the calorie numbers. It lands on the record once and everything downstream reads it from there.
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You write the plan and it lands on their phone
Built on a screen with a keyboard, assigned as a copy so later edits do not rewrite history, and read by the client in an app carrying your name.
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You train them, and the count takes care of itself
Each session is recorded against the package, with a no-show flag for the ones that were not your fault. Sessions taken and sessions remaining are computed, never typed.
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The package starts running out and you are told
Renewal follow-ups appear on their own, 45, 7 and 3 days out. A client who has not been in for seven days becomes a follow-up too, while they are still yours to keep.
03 / Getting paid
What the payment side does, and what it does not
This section costs us deals and we are keeping it. Read the second half before you read the first.
| Route | How it works here |
|---|---|
| Razorpay | The complete one. The order is created on our server and the signature that comes back is verified before a rupee is marked as received. |
| Stripe | Payment intents created server-side, for card outside India. |
| PhonePe, Paytm, PayU, CCAvenue and others | The gateway's own screen runs in the app or the browser and we record the result it posts back. That is a real payment and a real receipt — it is not the same depth of integration as the two above, and we will not pretend otherwise. |
| Cash, cheque, card machine, bank transfer, pay later | First-class payment types with their own reports, because for most trainers this is still most of the money. |
| Store credit | A per-client wallet you can top up and draw down, with the balance computed from the ledger rather than stored. |
04 / Keeping them
The month three problem
Clients do not usually quit. They drift, and then quitting is a formality. Three things in here exist for the drift specifically.
Challenges. A challenge with tasks in it, a feed of posts from everyone doing it, claps and comments, teams, a leaderboard and a player of the day. It is a proper module, not a badge.
A members-only feed. Posts, video, likes, comments, following and friend requests, with reporting and blocking, and moderation on your side. The people who train at six in the morning start recognising each other.
Live video sessions. You start one, your clients join it from their own app. It runs on Jitsi — the public service by default, or your own paid 8x8 account if you have one.
The numbers you will be asked for
- PT sales
- Collection this month, sessions conducted, by trainer
- Leaderboards
- Trainer and staff sales, ranked
- Renewal analysis
- Who is due, and who renewed
- Conversion
- Enquiry to client, and the same split by who handled it
- Follow-up activity
- What was promised, what was done
- Lead source
- Which channel the paying clients came from
- Footfall
- Traffic by hour, so you can price the quiet times
- Balance due
- Every rupee outstanding, per client
Around forty reports exist; these are the ones trainers open. Each is switched on by your plan.
No testimonials on this page
There were sixteen. We could not verify who wrote them or whether the people quoted had agreed to be, and two of them named our own staff by full name. They are gone until that is sorted out. Ask us for a customer to call instead — that is worth more than a quote anyway.
Or email crm.sales@proultimate.com directly.