Personal Trainer Software
The easiest way to get your business off the ground - literally and figuratively. Clients can book sessions whenever and wherever they want.
Why should I use personal trainer software?
Personal trainers tell us all the time: they chose their profession for a reason. They want to be out working with their clients, not spending hours behind a computer doing admin, scheduling appointments, or creating and sending invoices.
Automating all of those tedious tasks using personal trainer booking software is a great way to improve your own happiness, and at the same time boost your customer satisfaction. Did you know that over 60% of clients prefer booking appointments online? That’s 6 out of 10 clients that prefer to click a button than call or text you to set up a session.
Here's three reasons why you should work with personal trainer scheduling software:
- It’s easy to set up. Simple systems like Vev are up and running in about a minute. No demo calls. No credit card is needed. Just create an account and go!
- Automate the boring stuff. No one starts a personal training business with the hopes of spending as much time behind the computer as in the gym. That’s why the most common tasks are automated in Vev's free personal trainer software.
- Boost your revenue. Believe it or not, when you give clients the ability to schedule a last-minute appointment, you’d be surprised how many might take you up on that offer. On average, we see a 45% increase in bookings as soon as clients get a hold of your booking link.
“You can't pick up the phone in the middle of a set ”
What is important to know before I pick a reservation system?
There are a couple of things personal trainers should know before they pick a booking system to work with. Above all, the aim is to spend as little time as possible on the ‘admin’ side of your business.
Let’s say that without a system, you’d spend up to one-two hours a week on administrative tasks. That means you can squeeze one or two more clients in per week. Let’s run the math real quick here: that’s close to 80 more “billable hours” per year!
- Use a system if you prefer training over computer work. Save up to two hours a week by automating processes with personal trainer appointment software. A computer can’t take over teaching, but happily takes over scheduling!
- Leverage a system if you plan on growing your business. This is the number one reason we hear why personal trainers start to work with a booking system. It makes your business future-proof, and on average, we see a sharp incline in revenue 3-5 months after the system is up and running.
- Use a booking system if you don’t want to be disturbed outside working hours. Another popular reason we hear from personal trainers all over the world. A reservation page available 24/7 allows your clients to make changes whenever they like. Some clients are mindful of the evening hours and might wait until the following morning, but others will go ahead and keep texting you. Using a system like Vev will make your evenings for sure more relaxed.
p.s. Did you know that Vev comes with a built-in CRM?
How to get more clients for my personal training business?
First up, we highly advise you to work smarter, not harder. You’ve probably heard that one before, but in the case of growing your personal training business, we can assure you it’s true. Having online personal trainer booking software that your clients can access 24/7 frees you up significantly. It’s not only a professional boost you are giving your business, but you also hop on the customer trend that everything can be managed online.
Other smart ways to start growing your business as a personal trainer today:
- Start promoting your business online. Use relevant #hashtags, post and join local Facebook groups, and respond to people inquiring about where to find a good personal trainer in their community via online platforms.
- Create business cards with a QR code. Maybe certain gyms, juice bars, local sporting goods stores, and other similar businesses will let you put down a couple of business cards. It would be a shame if those cards didn’t feature a QR code for those interested in booking a session right away. So make sure this QR leads to your booking page. If you sign up today for Vev, you can find a QR code ready to be printed right on your dashboard.
- Run ads on Instagram with a link to your booking page. We recently ran an experiment with a personal trainer using Vev. We created two ads for her. One Instagram ad campaign led to her generic website, where people could learn more about the business. The second campaign skipped the website and went straight to the booking module. Within hours of starting the second campaign, the first (prepaid) training session was confirmed. She later asked the client why they booked right away. The answer was simple: there was momentum. The client had clicked on the ad after thinking about working with a personal trainer for ages but had never found the time and energy to give one a call. The ad was well-targeted and came down to being shown at “the right place, at the right time.” Business overall for this personal trainer grew by 40% thanks to this running campaign.
Get up to 12% more booking by using an online appointment system
How to provide virtual training sessions as a personal trainer?
We all remember the early lockdown days of March 2020. When everything came to a halt, many businesses, including personal trainers, had to figure out a new way of working.
For lots of personal trainers, their business became a virtual one overnight. These are the key learnings from March 2020 till now:
- Be clear about which days you offer in-person training and which days are for virtual ones.
- Make sure to provide clear instructions to your clients as to what they should be wearing, which equipment they need to have at hand, and where/how to put their phone or computer so that you can see them.
- Consider charging a little less for these sessions to create a price differentiation between the two services, keeping in mind that some personal trainers deliberately choose not to do this. Decide for yourself what feels best for your business.
- Provide your clients with an easy-to-use appointment scheduling system, such as Vev, where they can book their slots. It’s up to you to decide whether you want to work with a booking system for both in-person and online training sessions. Vev is capable of handling both, and even reserves travel time in between sessions so no one is left hanging.
Run your training business on auto-pilot With your new toolset
Sell
Marketing
Payments
Business
Learn
Auto pilot
Overview
No-shows
Customers
Offering
Decide what you offer at your gym. Add descriptions for your training sessions, add an image, and best of all set your own prices.
Your day at a glance
See exactly how much your training business makes, what your clients book most and even learn how they made their appointment.
Book again
In just a tap your clients become regulars. Get the best date and time for the next appointment. No upcoming appointment? You and your clients are reminded to book a training session again.
Sell smart
Add options, durations, variations, preparation time, cleanup time and your duration to help your clients book.
Your duration Vev+
Some appointments don’t require your attention the whole time, so you can help another client.
Book deadline
Decide the exact cutoff time for when clients can book a training session, giving you full control over availability and scheduling.
Time suggestions
With Smart Suggestions, you can streamline your schedule by offering clients a curated selection of the best available times, making it easier for them to book. Alternatively, you can opt for Show All Slots, which highlights the most optimal time slots first but also allows clients to explore the full list of available options.
Coming soon, you’ll also have the option to restrict bookings to Top of the Hour times, giving you even more control over your schedule and helping you cluster appointments efficiently.
Hide items
Hide training sessions so you can only book them for your customers.
Sell
Offering
Decide what you offer at your gym. Add descriptions for your training sessions, add an image, and best of all set your own prices.
Your day at a glance
See exactly how much your training business makes, what your clients book most and even learn how they made their appointment.
Book again
In just a tap your clients become regulars. Get the best date and time for the next appointment. No upcoming appointment? You and your clients are reminded to book a training session again.
Sell smart
Add options, durations, variations, preparation time, cleanup time and your duration to help your clients book.
Your duration
Some appointments don’t require your attention the whole time, so you can help another client.
Book deadline
Decide the exact cutoff time for when clients can book a training session, giving you full control over availability and scheduling.
Time suggestions
With Smart Suggestions, you can streamline your schedule by offering clients a curated selection of the best available times, making it easier for them to book. Alternatively, you can opt for Show All Slots, which highlights the most optimal time slots first but also allows clients to explore the full list of available options.
Coming soon, you’ll also have the option to restrict bookings to Top of the Hour times, giving you even more control over your schedule and helping you cluster appointments efficiently.
Hide items
Hide training sessions so you can only book them for your customers.
Marketing
Get reviews from clients
Effortlessly collect reviews from your customers, which will soon appear directly on your page for everyone to see.
Share your link
Add your link to your website and socials. A link in bio could boost the appointments of your gym up to 40%.
Personalize emails
Create personalized emails for appointments to engage clients and strengthen your business.
Add Vev to your website
Add Vev to your website with two options: a popup booking button or a fully embedded booking widget for seamless client acquisitions.
Cover your training business
Add a cover to your header that matches your gym. Impress your clients of your training business even more.
Book with a QR-code
Make it easy for your clients to book training sessions by placing your QR code on flyers, business cards, stickers, posters, or any other visible spots in the gym. With just a quick scan on their phone, they can access your services effortlessly, no extra steps needed.
Policy
Set up a clear policy that outlines your terms for bookings, cancellations, refunds, and any additional fees. Defining these guidelines helps manage customer expectations and reduces the risk of disputes.
Page description
Write a catchy slogan or description that highlights what makes your training business special. This helps your clients share and recommend you to others.
Show your colors
Set the tone for your page by choosing colors that represent the gym. These will create a cohesive look across your page, tools, and emails, aligning everything with your unique brand.
Social handles
Add the profiles of the gym from Instagram, Facebook, TikTok, X, and your website to connect with clients and expand your online reach.
Payments
Get paid ahead
Have your clients pay ahead for their appointment. Only if you want to, you're the personal trainer, and you are in control.
Deposits
Have your clients put down a deposit to get their appointment. This has proven to reduce no-shows.
Scan to pay
Let your clients scan your QR for you to get paid. Vev will keep track of who has paid for their training session so your training business administration is always up to date.
Tap to Pay on iPhone
Accept contactless payments with only your iPhone. No extra terminals or hardware needed.
Discounts
It's easy to give your client a discount on their training session. Choose a percentage or fixed amount. Whatever works best for your training business.
Add amount
Add a percentage or fixed amount to the price of the appointment, in the simplest way possible for you as a personal trainer.
No extra payment devices
No need to fill in the amount again. Or sync, connect and pay for that extra device in your gym. Simply use your phone to have clients pay for their training sessions on the spot.
Refunds
Choose if clients who've paid ahead will automatically be refunded when their appointment is cancelled.
Payments work out of the box
Payments are set up very easy. So you can get paid out of the gate.
Policy
Set up a clear policy that outlines your terms for bookings, cancellations, refunds, and any additional fees. Defining these guidelines helps manage customer expectations and reduces the risk of disputes.
Business
Your overview of training sessions
See exactly who will get what training session, and at what time the appointment is due.
Your opening hours
You decide when the gym is open (or closed) for appointments.
Choose a time and date
Let your clients pick a time that suits them best, while you stay in control by deciding how strict or flexible your scheduling rules are.
Add your breaks
Plan when you want a fixed break. Looking for more flexibility? Turn on smart breaks.
Add 'Me time'
Got a personal appointment? With just a tap you can block time off. This way clients can't make an appointment.
Exceptions
Want to stay open on public holidays or take a well-deserved vacation? You’re in full control of the gym’s hours.
Book deadline
Decide the exact cutoff time for when clients can book a training session, giving you full control over availability and scheduling.
Daily exports
Access your sales records by day—whether it’s historic data, today’s sales, or future bookings.
Capacity
Set up the number of clients you can have at the same time.
Sync to your calendar
Automatically sync (one way) your appointments to your personal calendar app.
Ahead of time
Set up your booking horizon, this let you define how far in the future clients are able to book training sessions.
Your duration
Some appointments don’t require your attention the whole time, so you can help another client.
Notifications for you
When your client makes an appointment, cancelation or change you will receive a notification.
Time suggestions
With Smart Suggestions, you can streamline your schedule by offering clients a curated selection of the best available times, making it easier for them to book. Alternatively, you can opt for Show All Slots, which highlights the most optimal time slots first but also allows clients to explore the full list of available options.
Coming soon, you’ll also have the option to restrict bookings to Top of the Hour times, giving you even more control over your schedule and helping you cluster appointments efficiently.
Exports
Export data from the gym effortlessly on a monthly or yearly basis. Get detailed insights into all your appointments, including tax details, providing you with everything you need to stay informed and in control.
Learn
Your month wrapped up
Every month we email you analytics of last months' appointments, cancelations, most popular training sessions and revenue. This way you know exactly how your gym is doing.
Your day at a glance
See exactly how much your training business makes, what your clients book most and even learn how they made their appointment.
Auto pilot
Emails
Every appointment, cancellation, change and reminder is automatically sent to your clients. Emails are sent in your style so they feel familiar to your clients.
Appointment reminders
On the day of the appointment, your client receives a reminder from you. It's send automatically and includes all the information of their training session.
Your month wrapped up
Every month we email you analytics of last months' appointments, cancelations, most popular training sessions and revenue. This way you know exactly how your gym is doing.
Share your link
Add your link to your website and socials. A link in bio could boost the appointments of your gym up to 40%.
Bookkeeping
Make your administration of the gym run smooth.
Plus, a lot more
There's a lot more coming in Vev+ that will make doing business even easier. But we keep those under wraps for the moment.
Personalize emails
Create personalized emails for appointments to engage clients and strengthen your business.
Item suggestions
Creating the right mix of training sessions is essential to attract and retain clients—but it doesn’t have to be complicated. Our suggestions are here to guide you every step of the way. With personalized recommendations based on industry trends and your training business, you can quickly set up a winning selection of offerings. Let us help you create the perfect lineup so you can focus on growing your training business.
Overview
Calendar view
See all your personal trainer appointments in a calendar view.
Your overview of training sessions
See exactly who will get what training session, and at what time the appointment is due.
Your day at a glance
See exactly how much your training business makes, what your clients book most and even learn how they made their appointment.
Today's clients
Your daily overview of clients. Showing you exactly who's you will see today, and an easy way to let you book again.
Delivery overview
See exactly where and at what time you need to deliver training sessions. Everything shown on an interactive map to make it crystal clear for you!
Notifications for you
When your client makes an appointment, cancelation or change you will receive a notification.
Sync to your calendar
Automatically sync (one way) your appointments to your personal calendar app.
Your month wrapped up
Every month we email you analytics of last months' appointments, cancelations, most popular training sessions and revenue. This way you know exactly how your gym is doing.
No-shows
Appointment reminders
On the day of the appointment, your client receives a reminder from you. It's send automatically and includes all the information of their training session.
Policy
Set up a clear policy that outlines your terms for bookings, cancellations, refunds, and any additional fees. Defining these guidelines helps manage customer expectations and reduces the risk of disputes.
Change the time
Clients can change the time of their upcoming appointment as long as the cancelation deadline hasn't passed.
Add to Calendar
Clients can add the appointment to their calendar. This way they receive a notification before their training session. The address, travel time and link to their confirmation page can be found in the event details.
Add to wallet
After clients book training sessions, they get a pass for their digital wallet. When added they get a notification on their phone at the right time. The pass contains all the details like; date, time, location, total cost, payment details and link.
Emails
Every appointment, cancellation, change and reminder is automatically sent to your clients. Emails are sent in your style so they feel familiar to your clients.
Client details
For personal trainers it's super handy to have all the details of clients at their finger tips. Allowing you to send a text, call or email whenever you need.
Cancelation deadline
Set a deadline for when clients can cancel for free, giving you more control over your schedule and protecting your time. When a cancellation is made, clients will automatically receive an email with a link to easily schedule their next training session with your training business, ensuring a smooth and professional experience.
Client history
See exactly what training session your client booked before.
Customers
Fields
Add more specific client information to run your training business even better. For instance add their date of birth, Customer ID, pet name and more.
Get reviews from clients
Effortlessly collect reviews from your customers, which will soon appear directly on your page for everyone to see.
Customer list
See or find your most valuable clients. This lets you build relationships and get more appointments.
Edit clients
Edit client details, merge and remove to keep your client list up to date.
Client details
For personal trainers it's super handy to have all the details of clients at their finger tips. Allowing you to send a text, call or email whenever you need.
Add notes
Add notes about your clients. These notes show up around the appointment, so you can pick up the conversation with your client where you left off last time.
Today's clients
Your daily overview of clients. Showing you exactly who's you will see today, and an easy way to let you book again.
Book again
In just a tap your clients become regulars. Get the best date and time for the next appointment. No upcoming appointment? You and your clients are reminded to book a training session again.
It's your data
It's your data. The client information is yours. Vev doesn't sell, resell, target or advertise with the data from your training business. Of course not!
Client history
See exactly what training session your client booked before.
