Tips For Personal Trainers To Organize Their Schedule Better

personal trainers - featured image

Personal trainers tend to have very busy schedules. To ensure their business runs efficiently, they must have a system in place so that they organize their workload properly, from managing their different client’s appointments to tracking each person’s progress. 


A personal trainer must keep up with scheduling, but it can prove extremely difficult at times, especially for those with a lot of clients. PT’s who double book clients, or miss appointments, often find themselves generating a bad reputation which can damage their business. 

If you are at the early stages of your personal training career, you will want to have a marketing strategy in place to attract new clients. This can also consume a lot of your precious time, but if you don’t take your marketing seriously, then you can’t expect the business to expand. 

PTs who have been in the game a long time will also want to spend some time on marketing because clients tend to come and go. 

personal trainers - featured image

Invest In Software To Help You Organize Your Busy Schedule

Almost every business in today’s modern society uses technology to organize their schedule, so why should personal trainers be any different. There are some fantastic software packages readily available designed specifically for PTs to organize their workload. 

If you are in the market for the best personal training software, you will want a package that does the following:

  • Manage every single appointment: This will ensure that you never miss a client’s appointment. Some software systems even send a message to your client to remind them about their upcoming session. If they were to cancel, they don’t have to speak to you directly because your system will notify you and then update your schedule.
  • Customize your pricing for your different services:  A lot of PTs offer different services at different rates. Some trainers have a specific price for their different clientele, which can cause a lot of confusion if you are not organized properly. If you charge your client more or less than you the price you discussed before they started training with you, it will show a lack of professionalism and it can have a negative impact on your business. Having a system that allows you to customize prices is very important.
  • Manage the other personal trainers you have working for you: If you have multiple personal trainers working within your business, it is vital that you stay on top of their schedule and their clients.
  • Booking page: Organizing bookings while training clients can be hard, but there is software out there that will take care of all of your bookings, so you can focus on taking care of your clients. Before investing in a new system, find out if the software is user-friendly. You will want a package both you and your clients can use without hassle.

Once you have a software package up and running, you will wonder how you managed your workload in the past. It’s like having your own automated receptionist. Not only will these software systems help you organize your time, but they will also help you grow your business. 

Make Time For Social Media

Social media is a fantastic way for PTs to connect with their current clients and possibly find potential clients. There are plenty of social media platforms out there, and your clients are bound to have an account with at least one of the major platforms. 

However, it doesn’t mean you should spend your days scrolling through Instagram posts and videos on Facebook

Make time for your social media work, and don’t forget to engage people in your posts. 

Some PTs like to post images and videos of their current clients’ development, while others like to discuss diet planning, exercise techniques, and recovery. 

Social media is an incredible tool that plenty of personal trainers use to take their business to the next level. If you don’t use social media platforms to your advantage, you could be missing out on several new clients. You can use it to inspire your current client base, while also generating interest from others. 

Invest In Accounting Software

One of the biggest mistakes that freelancers make is failing to manage the accounting side of their business. Of course, personal trainers’ main aim is to improve their client’s physical health, but if you don’t manage your money properly, then you could find yourself in financial difficulty. 

At the end of the day, it is a business and to survive in the industry you will need to make a profit. Some trainers spend so much time with their clients and advertising their services, they don’t have time to keep up with their finances. 

Hiring an accountant can cost a freelancer a lot of money, which can burn a major hole in your pocket, especially if you have just started the business. Luckily, there are lots of accounting and software apps that can help you with your finances. 

These easy-to-use applications can send invoices to your clients, connect with your current bank account, and even make an expense claim. 

The best PTs have a positive attitude while training their clients, which can help the client stay motivated throughout their sessions. 

However, if you are worried about financial issues during your classes, then there is a good chance you won’t be able to give your client what they deserve. 

Having a quality accounting software system in place will take a lot of weight off your shoulders, so you can remain positive throughout those long gym sessions. 

Invest In Smart Scales 

Traditional weighing scales only provide your clients with their total body weight, which can be very upsetting for someone who has taken their fitness and diet plan seriously

If one of your clients has invested in your services to lose weight and they have done exactly what you have told them to do, yet the weighing scales show that they have actually put on weight, they are not going to be best pleased. 

This is because traditional weighing scales don’t take muscle mass and other metrics into account. 

A smart scale will measure several different metrics, so your client can get a good idea of what they actually weigh. If your client has been focused on their fitness and is taking lots of supplements, a smart scale will give them an in-depth look at what their body is really like. 

There are smart scales that will allow you to track lots of different people’s metrics. Once the measurements are recorded, it will send the details directly to your smart device and store them on an app. 

This allows both you and your client to keep track of their different metrics, which can help your client understand more about their body. 

personal trainer at work


From the outside, personal training looks like a fun job, which it can be. However, it is a business just like any other, and if you want to be successful and establish a good reputation, scheduling must not be underestimated. 

The best personal trainers out there are not always successful, which often comes down to the way they organize their workload. If you embrace technology, you won’t have to worry about hiring an accountant or a receptionist. 

If you manage to generate a lot of followers on Social media, you won’t have to worry about spending your hard-earned money on advertising either!  

Leave a comment: