If you’re evaluating personal trainer software, start with one core platform for programming and client management, then add a few complementary tools. This guide shows a simple stack you can set up today.
Personal trainer software for programming and client management: PersonalGO
Use PersonalGO as your central hub. It helps you plan workouts, connect with clients, and show progress clearly.
Why trainers pick PersonalGO:
- Unlimited client connections
- Mobile + desktop programming
- 3,800+ exercise demo videos
- Free for trainers (clients have a free version available)
Set up your profile and share your booking link on day one.
Essential complementary tools
1. Scheduling that clients actually use
Make booking effortless. Share a link, get confirmed sessions, and reduce back-and-forth. Calendly offers automated reminders and availability rules, so your calendar stays clean.
What it solves: booking without back-and-forth.
Key features for trainers: multi-calendar sync, buffers and rules, automated reminders, shareable booking page, video integrations.
Quick setup: create a 30–60 min event, add buffers, turn on reminders, publish the link on your site and social bios.
When to choose it: you want fewer no-shows and a clean calendar.
Personal trainer software + scheduling — this combo saves time and increases show-ups. Link your Calendly page from your site and social profiles.
2. Payments and invoices that just work
Collect payments with a trusted provider. Stripe offers a complete payments platform with clear, pay-as-you-go pricing and no monthly fees.
What it solves: reliable online payments and subscriptions with transparent fees.
Key features for trainers: payment links, subscriptions/packages, one-off charges, basic reporting.
Quick setup: create a payment link for each package and place it in onboarding emails, DMs, and your pricing page.
When to choose it: you need simple, reputable online payments.
3. Live sessions and assessments
Run remote consults, movement screens, and form checks over Zoom. It supports scheduling, hosting, and live features trainers need for online coaching.
What it solves: remote consults, movement screens, form checks, and live sessions.
Key features for trainers: scheduling + hosting, recording, stable desktop/mobile apps.
Quick setup: template a “20-min Assessment” meeting and embed the link in your scheduling tool.
When to choose it: part of your service is remote or hybrid.
4. Professional phone and SMS
A dedicated business number keeps your personal line private, looks professional, and centralizes calls, SMS, and voicemail in one place. Google Voice gives you that setup across phone and laptop with minimal overhead.
What it solves: one business line for calls, SMS, and voicemail; separation between personal and work; faster client response via text.
Key features for trainers: dedicated number, desktop + mobile texting, voicemail transcription, call screening, business hours/do-not-disturb, easy Workspace tie-in.
Quick setup: claim a number, set business hours and voicemail greeting, turn on email notifications for missed calls/voicemails, add the number to your booking page and email signature.
When to choose it: your clients prefer texting; you want a professional line without carrying a second phone; you don’t want to rely on WhatsApp for U.S. clients.
5. Calendar visibility (Google Calendar)
Share booking pages and keep sessions in one place. Google Calendar helps with appointments and team scheduling inside Workspace.
What it solves: central scheduling with an optional public appointment page.
Key features for trainers: appointment scheduling, easy sharing, Gmail/Workspace integration.
Quick setup: enable Appointment Scheduling, create appointment types, share the link.
When to choose it: you already live in Google Workspace and want minimal tooling.
6. File sharing and progress docs
Store programs, PDFs, and progress reports in the Google Drive. It’s secure, cross-device, and easy to share with clients.
What it solves: PDFs, programs, and progress reports in the cloud with easy sharing.
Key features for trainers: secure storage, granular permissions, cross-device access.
Quick setup: a “Clients” folder → subfolders per client (Assessments, Programs, Progress).
When to choose it: anytime you need a simple, dependable repository.
7. Intake and check-ins
Create intake questionnaires, PAR-Qs, and monthly check-ins in minutes. Typeform support easy sharing and data collection.
What it solves: structured data collection for health history, goals, availability, and monthly progress.
Key features: multiple question types, shareable links, embeddable forms; Typeform adds a polished, conversational UX.
Quick setup: build “Client Intake” and “Monthly Check-in” templates; link them in your onboarding and reminder emails.
When to choose it: Forms for speed/simplicity; Typeform for higher-end lead capture.
8. SOPs and templates
Keep session templates, onboarding checklists, and content calendars in one workspace. Notion is flexible for solo trainers and teams.
What it solves: session templates, sales scripts, onboarding checklists, and content calendars in one workspace.
Key features: notes + databases, lightweight automation, collaboration.
Quick setup: create a “Client SOPs” database (onboarding, assessment, monthly review) and a “Content Calendar.”
When to choose it: you want to reduce scattered docs and keep your systems tight.
9. Brand assets and social creatives
Design programs covers, social posts, and quick PDFs without a designer. Canva’s collaboration and templates speed things up.
What it solves: program covers, quick PDFs, posts, and stories with consistent branding—without a designer.
Key features: templates, team collaboration, brand kit.
Quick setup: set brand colors/fonts, build 3–4 reusable templates (before/after, weekly tip, assessment CTA).
When to choose it: you produce assets often and need speed with consistency.
How to choose personal trainer software
Programming clarity: Can you create and update plans fast?
- Client experience: Is it simple for clients to follow and log progress?
- Scalability: Will it handle more clients without extra admin?
- Integrations: Can you connect scheduling, payments, and comms easily?
- Pricing: Clear costs for you and your clients.
Pair PersonalGO with this lightweight toolset and you’ll have personal trainer software that covers programming, scheduling, payments, calls, forms, and files—without bloat.
Ready to streamline programming and client management? Set up your profile on PersonalGO, share your booking link, and deliver clear, professional plans—without extra costs for trainers. Contact us if you want help getting started.
