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Best personal trainer booking software to grow your business

Smart scheduling, seamless payments, and automated reminders — built to keep your calendar full and customers coming back.

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Your Personal Trainer Business
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Everything you need to run your personal trainer business

Packed with powerful tools to grow your revenue, streamline your bookings, and boost client retention.

PT Slot Control for Peak Times

Set rules for your early mornings, lunch hours and after-work rush so clients can’t grab times you keep for regulars, assessments, or admin. Add buffers so a 45-minute session doesn’t turn into a late start for the next client.

Deposits, Session Packs & Auto-Tracking

Take a deposit for single sessions, sell 5/10-session packs, or charge monthly for coaching. The system tracks remaining sessions automatically, so you’re not digging through messages when someone says, “I’m sure I’ve got two left.”

PAR-Q, Goals & Notes in One Place

Collect PAR-Q details, injury notes, and goals before the first session, then keep session notes against each client. When someone turns up after a week off, you can see exactly what you last trained and what to avoid.

Late-Cancel Rules and Reminder Nudges

Send automatic reminders that cut down “I forgot” no-shows. Apply your cancellation window consistently, and reduce the awkward back-and-forth about charges because the policy is clear at booking time.

Location & Travel-Aware Scheduling

Offer different booking types for gym sessions, home visits, park sessions, or Zoom. Add travel buffers so you don’t book a client on one side of town and another 10 minutes later on the other.

Instant Confirmation & Waitlist Filling

Clients get confirmation straight away, not “I’ll check and get back to you.” If someone cancels, you can offer the slot to a waitlist so gaps get filled without you sending ten messages between sets.

The challenges every personal trainer faces

No-shows, late cancels, and “can we move it?” messages

PT time is perishable. When someone cancels an hour before, you can’t sell that slot again unless you’re constantly messaging your list. Without deposits, clear cancellation rules, and automatic reminders, you end up losing income and rewriting your diary daily.

Session packs and memberships getting messy

A lot of clients aren’t paying per session — they’re on 5/10 packs, monthly training plans, or hybrid coaching. If you’re tracking credits in notes or spreadsheets, it’s easy to over-deliver, undercharge, or argue about “how many have I got left?”

Mixed locations: gym floor, home visits, parks, and online

A day might include a gym-based session, a home visit across town, then an online check-in. Travel time, parking, and kit setup need factoring in, or you’ll book back-to-back sessions that aren’t physically possible and end up running late.

Client expectations for fast replies and clear pricing

People shopping for a PT want quick answers, transparent options, and a clear next step. If the only way to book is “message me and I’ll see,” you lose leads to trainers who show availability, prices, and a simple booking link there and then.

✓ We solve this

One platform for everything

  • 24/7 online booking
  • Automated reminders
  • Instant payments
  • No more double-bookings
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Built for real personal trainer workflows

Most PTs start early. You’re up before 6am, trying to check who’s in for the first block, whether anyone has messaged overnight, and if the gym is rammed with January newbies. By 7am you’re already coaching, and you can’t answer calls mid-session without looking unprofessional. That’s when the “can I book tonight?” and “I need to move tomorrow” messages stack up. Between clients you’ve got about...

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What we help with

  • Clients DMing to reschedule while you’re coaching and can’t reply
  • Losing income to late cancels because there’s no deposit policy in place
  • Forgetting who’s on a 10-pack vs monthly coaching, then undercharging
  • Booking back-to-back sessions in different locations with no travel buffer
  • Spending Sunday night chasing payments and confirming the week ahead
Personal Trainer Business Mobile App

Manage Your Personal Trainer Business
From Anywhere

Download the iBookFast Provider app and manage your personal trainer bookings on the go. Accept appointments, chat with clients, track earnings – all from your phone.

Real-Time Personal Trainer Bookings Accept personal trainer bookings, confirm or reschedule instantly
Live Chat Message your personal trainer clients directly
Push Notifications Never miss a personal trainer booking or enquiry
Business Analytics Track your personal trainer business earnings
Team Management Manage your personal trainer team schedules
Review Management Respond to personal trainer service reviews
Download on the App Store
Get it on Google Play

Free to download. Requires a iBookFast provider account.

Quick Setup

Get started in 3 simple steps

Your personal trainer business accepting bookings in under 5 minutes

1

List Your Session Types and Rules

Add 1-to-1 PT, small-group training, consultations, online check-ins, and programme reviews with the right durations. Set your cancellation window, whether you take deposits, and whether clients can reschedule themselves.

2

Set Your Availability Around Real PT Life

Open up peak slots (early mornings, lunch, evenings) and block out coaching prep, travel, and admin. Add buffers between sessions so overruns don’t cause a domino effect across the day.

3

Share Your Booking Link Where Leads Actually Are

Put the link in your Instagram bio, Google Business Profile, and WhatsApp message. Let new clients book an intro slot, pay a deposit, and get confirmation without waiting for you to finish a session.

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Simple Pricing

Choose the Perfect Plan for Your Business

Start free and scale as you grow. No hidden fees, cancel anytime.

Starter

Perfect for getting started with your first listing

Free
  • 0% platform commission
  • Free Listing
  • Email Notifications
  • Unlimited Services
Get Started Free

Pro

Great for growing businesses with multiple services

£ 14 /month
  • Up to 5 team members
  • 0% platform commission
  • Up to 5 staff members
  • Custom subdomain
  • Embed Widgets
  • Group Bookings
  • 30-day free trial
Start 30-Day Free Trial

30-day free trial, no card required

Premium

Best for established businesses ready to scale

£ 29 /month
  • Up to 15 team members
  • 0% platform commission
  • Up to 15 staff members
  • Custom subdomain
  • Embed Widgets
  • Group Bookings
  • 30-day free trial
Start 30-Day Free Trial

30-day free trial, no card required

Secure Payments
Cancel Anytime
24/7 Support
No Hidden Fees

Save 10+ Hours Weekly

Automate scheduling and spend more time on what you do best

Increase Revenue by 40%

Fill more slots and reduce no-shows with automated reminders

Happier Clients

Provide a modern booking experience your clients will love

FAQ

Questions? Answers.

Everything you need to know about our personal trainer booking system.

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How does it handle urgent, last-minute PT requests?

You can keep a few “flex” slots available for same-day bookings, or only allow last-minute bookings for certain session types. If someone cancels, the slot can be offered to a waitlist so it gets filled quickly. Clients get instant confirmation, so you’re not stuck negotiating times by message.

What types of PT bookings can I offer — 1-to-1, small group, online coaching?

You can set up different services with different durations and prices, such as 30/45/60-minute 1-to-1, small-group circuits, consultations, and online check-ins. Each service can have its own availability and rules. That way a client can’t accidentally book a 60-minute assessment into a 30-minute gap.

When should I take payment — upfront, deposit, or after the session?

Most PTs take payment upfront for session packs, and deposits for single sessions to reduce no-shows. You can also allow pay-after for trusted regulars if that suits your model. The key is making payment timing consistent, so you’re not having awkward money chats on the gym floor.

How does it cope with January and pre-summer demand spikes?

During peak periods you can tighten availability, require deposits, and cap how far ahead people can book so your diary doesn’t get clogged with “maybe” sessions. You can also add extra group slots temporarily and open them for online booking. When demand drops in summer, the same setup helps you fill gaps from cancellations.

Can I manage multiple trainers or cover sessions when I’m away?

Yes — you can run separate calendars for each trainer and assign services to the right person. It helps when you have a small team, or when you bring in cover for holidays and busy periods. Clients book the right trainer without you manually coordinating it.

How does it help turn enquiries into booked sessions?

Instead of “message me to book,” you can send one link that shows real availability and a clear first step like an initial consultation. People who are serious will book immediately, especially outside your working hours. You can also require a deposit so the booking is a commitment, not just a placeholder.

What about client communication — reminders, location details, and what to bring?

Automatic confirmations and reminders reduce the “I forgot” problem. You can include meeting point instructions (gym reception, park entrance, Zoom link) and what to bring, so clients arrive prepared. It also cuts down on repetitive messages you end up sending to every new starter.

Can I vary pricing for different goals or session formats?

You can price services separately — for example, different rates for 30 vs 60 minutes, small-group vs 1-to-1, or in-person vs online. You can also sell packs with a better per-session rate, which suits clients who want structure and helps your cashflow. This keeps pricing transparent without you constantly negotiating in DMs.

0% Commission

Keep 100% of your earnings

70% Less No-Shows

Automated reminders

24/7 Booking

Accept bookings anytime

Instant Payments

Get paid upfront

Why iBookFast for your personal trainer business?

Personal training looks simple from the outside: book a session, turn up, train. In reality, the admin is where the money leaks. Your best slots are the same slots everyone wants — 6–9am, lunch, and 5–8pm — and they’re the hardest to protect when you’re organising everything through messages. One client cancels late and you’re left with a dead hour; two clients ask for the same slot and you’re for...

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Start Taking PT Bookings Without Living on WhatsApp

Set your rules, take deposits, and keep session packs tidy — with 0% commission on every personal trainer booking.

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