Best Personal Trainer Software of 2026

What is personal trainer software?

Personal trainer software is a digital tool that helps health organizations and fitness instructors streamline and automate administrative, organizational, and coaching aspects of personal training services. It enables trainers and training centers to manage client information, create and track customized workout and nutrition plans, schedule appointments, and monitor client progress through a unified dashboard.

Personal trainer software systems integrate with various payment processing, marketing, and accounting tools to simplify billing, invoicing, customer engagement, and financial reporting. Most systems also include a client-facing app, profile, and/or dashboard for clients to track their progress, schedule in-person or online sessions, and pay trainers for their services.

What are the core features of personal trainer software?

• Client profiles: Create individual client profiles within the software and store details such as their names, ages, contact information, and emergency contacts. Client profiles also cover medical history, fitness goals, dietary preferences, and any injuries or physical limitations.

• Attendance tracking: Monitor and record client participation in scheduled sessions. This feature helps maintain accountability and ensure clients adhere to their training regimen. It tracks attendance trends, highlights missed sessions, and provides insights into a client's commitment and consistency.

• Fitness plan: Design personalized workout programs for clients, including detailed goals, exercise routines, instructions, videos, and progress tracking. You can customize fitness plans to suit your clients’ fitness levels, preferences, and objectives.

• Appointment scheduling: Standardize and automate the process of booking, managing, and organizing training sessions. This feature includes a calendar interface where you can adjust your availability and clients can request or book sessions.

What are the benefits of personal trainer software?

• Improves organization and efficiency: Personal trainer software provides all client information, schedules, and workout plans in a unified dashboard. By centralizing information, it eliminates the need for paper records or multiple digital tools, simplifies administrative tasks, and saves time. Additionally, it offers detailed client profiles to help you access each client’s fitness goals and medical history and create personalized training programs. This feature further improves service efficiency and client satisfaction.

• Facilitates online training sessions: Personal trainer software includes features that support virtual training sessions, such as video conferencing integration, live streaming, and pre-recorded workout videos. This flexibility lets you offer services to clients regardless of location, expanding your reach and client base. Additionally, recorded sessions allow clients to revisit workouts, ensuring they perform exercises correctly even when training independently. This feature also supports hybrid training models, combining in-person and online sessions for a goal-oriented approach.

• Simplifies payment processing: Personal trainer software offers integrated payment capabilities to simplify billing and payments. This capability allows clients to pay for sessions, packages, or subscriptions through the platform using various payment methods, such as credit cards, direct bank transfers, and digital wallets. The software also sends automated invoicing and billing reminders to reduce administrative overhead and help ensure timely payments.

What are the potential issues with personal trainer software?

• Limited workflow customization options: While personal trainer software offers various features, it might not fully align with your unique needs or business model. Limited customization options can result in a less-than-ideal fit, forcing you to adapt your workflows to the software rather than the other way around.

• Data security and privacy concerns: Personal trainer software digitally stores sensitive client information and payment details. If the software lacks robust security measures such as encryption and access controls, it increases the risk of data breaches, hacking, unauthorized access, and compliance issues.

• Complex user interface: If the software is difficult to navigate, you and your clients may struggle to use it efficiently. This can lead to frustration, decreased productivity, and lower overall satisfaction with the software.

How much does personal trainer software cost?

Most personal trainer software solutions on the market are priced on a “per month” basis, and their entry-level pricing plans typically range from $2.50 to $129+.* An enterprise product that’s priced higher may include additional features such as client experience trackers, fitness assessment modules, nutrition coaching plans, and advanced reporting.

*The pricing included is for the entry-level/lowest-priced offerings found on vendor websites as of June 21, 2024.

What is personal trainer software used for?

Personal trainer software helps streamline and enhance the management of personal training services. However, based on the data you feed into the system and the available software features, it can have multiple use cases. 

• Marketing: Most online personal training software solutions include marketing features such as email campaigns and promotional offers to help attract new clients and retain existing ones. Email campaigns allow you to send targeted communications, such as newsletters, fitness tips, and updates about new services or programs. Promotional offers, including discounts on packages or referral bonuses, incentivize clients to continue their training and invite friends or family to join, expanding your client base.

• Client engagement: The software includes client engagement tools such as automated follow-up messages, satisfaction surveys, progress reports, and personalized workout recommendations. Automated follow-up messages ensure clients receive timely reminders and motivational messages to maintain commitment to their fitness goals. Satisfaction surveys provide valuable user feedback, allowing you to adjust your services to meet client needs. Progress reports visually track a client’s achievements, offering encouragement and a sense of accomplishment that can boost retention.

• Business financial analytics: Online personal training software provides financial insights into your revenue streams, expenses, and overall profitability. This information helps you make informed business decisions, such as adjusting pricing strategies, identifying cost-saving opportunities, or planning marketing campaigns. By analyzing financial data, you can also forecast future earnings, set realistic financial goals, and ensure the sustainability of your business.

Which tools integrate with personal trainer software?

Personal training software integrates with various tools to enhance functionality and streamline operations. We looked at thousands of reviews from users of personal trainer software to identify products that users frequently mention integrating with their personal trainer tools:

• Stripe is an online payment processing platform that integrates with personal trainer software to simplify billing and invoicing. This integration lets you directly accept online payments for sessions, packages, and subscriptions through the personal trainer software.

• Mailchimp is an email marketing platform that integrates with online personal trainer platforms to help create and send targeted email campaigns, newsletters, and promotional offers to clients. This integration ensures consistent communication, fosters client engagement, and attracts new clients through well-designed marketing strategies.

• Zoom is a video conferencing solution that integrates with personal trainer software to facilitate virtual training sessions. It allows you to conduct live workouts, consultations, and client check-ins remotely.

• Google Calendar is a scheduling solution that integrates with online personal trainer software to help you and your clients synchronize schedules, book appointments, and receive automated reminders for upcoming sessions.

• QuickBooks Online is an accounting solution that integrates with personal trainer software to provide tools for managing your finances, including tracking income and expenses, generating financial reports, and managing taxes.

We identified these integrations mentioned most often in verified reviews of personal trainer software published on Software Advice within the past two years (as of June 21, 2024).

Considerations when purchasing personal trainer software

• Determine the nonnegotiable features for your business. The personal trainer software features you need will differ based on your business operations or client goals. For instance, if you primarily work with high-performance athletes, you should prioritize advanced progress tracking and performance analytics to monitor metrics such as muscle mass and endurance levels. But if you focus on general fitness and weight loss for a diverse clientele, you should emphasize easy-to-use client management and appointment scheduling features to handle varying client schedules. 

• Verify the availability of nutrition advice functionality. Nutrition is vital for achieving fitness goals, whether weight loss, muscle gain, or overall health improvement. Software that includes features for creating and managing personalized nutrition plans will help you tailor dietary recommendations to each client's specific needs and preferences. This capability considers dietary restrictions, allergies, and culinary preferences and integrates with fitness plans to provide a holistic approach to health and wellness. You can set nutritional goals, track clients' dietary intake through food logging or nutritional databases, and adjust plans based on progress and feedback.

• Evaluate the options for progress tracking. By systematically monitoring metrics such as body measurements, weight changes, and performance improvements, you can accurately assess the effectiveness of your clients' fitness programs over time. This data-driven approach enables you to make informed decisions about adjusting workout routines, modifying nutrition plans, or revising goals based on tangible evidence of progress or areas needing improvement.

Source

Products evaluated for the pricing calculation were taken from Software Advice’s personal trainer software directory. The pricing ranges exclude freemium versions of the products. The features highlighted were identified based on their relevance and the percentage of products in Software Advice’s directory that offer them.

Disclaimer: This personal trainer software buyers guide was authored by Software Advice’s content team. We develop our guides using the author’s expertise, insights from 2M+ unique user reviews, and our proprietary data science algorithms to identify trends in user sentiment, preferences, and priorities. Some text was generated with assistance from AI tools.