For personal trainers, maintaining communication and clear schedules with your clients can be the difference between retaining them and losing them to the competition. Let’s take a look at the best personal trainer software to help you squash these problems for good.

Table of contents
  1. Our Top Picks
  2. What to Look for in Personal Trainer Software
  3. The 7 Best Personal Trainer Software Solutions
  4. What Is Personal Trainer Software?
  5. The Benefits of Personal Trainer Software?
  6. How Much Does Personal Trainer Software Cost? 
  7. FAQs
  8. The Bottom Line on Persona Trainer Software

As a personal trainer, you already know how difficult it can be to ensure your clients keep coming back for more workout sessions.

The chaos of fitting all of your clients into your busy schedule plays a big part in this. And how many times have your clients lost their paper-based workout plans? This kind of sloppiness can make clients forget about you in an instant. How can you maintain their loyalty?

In this day and age, personal trainers need some kind of relevant software to help them solve these recurring problems, while also growing their business. Ideally, your digital solution should be easy to use and affordable. 

But even more importantly, it should make aspects of your PT business easier, from tracking clients’ progress and document management to training resources and maintaining healthy client communication.

We are here to narrow down your options with a list of personal trainer software solutions that will hopefully help make your business operations more streamlined and efficient.

Our Top Picks

1. Connecteam – Best all-in-one personal trainer software

2. True Coach – Good for client management

3. Vagaro – Good for session scheduling

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What to Look for in Personal Trainer Software

There are some key features and functionalities you should look out for when considering which personal trainer software to choose for your business:

  • Appointment scheduling: Personal trainers and clients can use the app to book appointments in a calendar-view schedule.
  • Client profiles: Create and customize profiles of each client that includes performance progress, fitness goals, workout history, personal details, etc.
  • Attendance tracking: Overseeing all attendance-related metrics for group classes, individual classes, events, and more. 
  • Exercise library: A centralized hub full of training resources, video custom workouts, and diet plans that can be easily accessed by clients or shared.
  • Fitness assessments: Compare past measurements with current ones, such as personal weight, exercise times, speeds, reps, and weight usage.
  • Payment processing: The ability to receive, record, and close the loop on financial transactions. Manage billing and invoices for ongoing memberships.

We have compiled a list of the best personal trainer software solutions that include a combination of the above functions.

The 7 Best Personal Trainer Software Solutions

Best all-in-one solution with personal trainer software capabilities

Platforms: Web, iOS, Android

Connecteam personal trainer app solution

Connecteam’s private fitness coach app makes it easy for trainers to streamline and automate processes from top to bottom. Plus, it’s much easier to manage clients and trainers with a single private fitness coach app.

It’s important to note that Connecteam is designed as a tool to simplify all aspects of employee management. While personal trainers can customize this all-in-one solution to make their daily operations more organized and efficient, it might not be the best fit for your current business setup. 

However, if you manage a team of personal trainers, then Connecteam is definitely an ideal solution for your business requirements.

With Connecteam, business owners who manage multiple personal trainers can benefit in the following ways:

  • Strong, streamlined employee communication so that everyone is on the same page and engagement is high to deliver customer satisfaction. Send automated push notifications, share company/customer updates, start chat groups, share surveys or live polls, open the suggestion box, etc.
  • Manage daily forms and checklists to automate information flow like session opening checklists, end of training reports, performance reviews, maintenance call reports, incident reports, client reviews, etc. 
  • Efficient employee scheduling and execution oversight for planning and shift distribution to all trainers and coaches. Provide them with shift details, require trainers to clock in and out of shifts, create shift tasks, and more.
  • Time tracking and payroll management on personal mobile phones or a Kiosk station like an iPad or tablet. An employee time clock to best understand how your resources are allocated. Easily export the hourly data for payroll which integrates directly with Quickbooks and Gusto Payroll.
  • Enhance employee training & onboarding with direct access to training resources such as the employee handbook, training routines, benefits, equipment usage, etc.

Turn to the employee directory to best find the details of team members, clients, vendors, and other third-party members.

Key Features

  • Internal communication

  • Employee scheduling

  • Time tracking and payroll

  • Employee and client directory

  • Digital forms and checklists

  • Employee training resources

Pros and Cons

  • All-in-one software solution

  • Extremely affordable

  • Attractive, simple user interface

  • Excellent customer support

  • Primarily designed for employee management


  • Connecteam’s monthly plans start at just $29/month for the first 30 users.

  • Free trial: Yes (14 days)

  • Free plan: Yes

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Good for: client management 

Platforms: Web-based, Android, iOS

TrueCoach personal trainer app solution

TrueCoach is a solution for personal trainers that hits on four key aspects: client management, data analysis, delivery output, and self-branded video development. 

Key Features

  • Progress tracking and metric

  • Customizable program builder

  • Nutrition tracking

  • Compliance tracking

Pros & Cons

  • Great for users who aren’t so tech savvy

  • Can easily create equipment lists

  • Exercise library can be confusing

  • Paperwork is difficult to transfer to device


  • Dependent on how many clients you actually have. For example, up to five costs $19/month, up to 20 is $45/month while up to 50 is $89/month.

  • Free trial: Yes

  • Free plan: Yes

Good for: session scheduling

Platforms: Web-based, Mac, Windows, Android, iOS

Vagaro personal training software

Vagaro works with many industries, one of which is personal training. From marketing to scheduling to bookings to waivers, Vagaro can be beneficial in your day-to-day operations. 

Key Features

  • Clients tracking

  • Online booking

  • Detailed reports

  • POS and credit card handling

Pros & Cons

  • Always adding new features

  • Helps businesses with scaling

  • Could benefit from more customization

  • Can be difficult to navigate


  • Vagaro charges pricing based on how many employees you have. So if it’s just you then you’re looking at $25/month. Five employees is $65/month, and so on.

  • Free trial: Yes

  • Free plan: Yes

Good for: martial artists

Platforms: Web-based, Mac, Windows, Android, iOS

Zen Planner personal trainer software

Zen Planner offers various features from automated billing to marketing to reporting and much more. It is best for gyms, studios, and schools. 

Key Features

  • Business management software

  • Appointment tracking

  • Skills and workout builder

  • SEM features

Pros & Cons

  • Good customer service

  • Easily generate billing reports

  • Can be prone to bugs and crashing

  • Need to change passwords regularly


  • Price: Pricing is based on active memberships, not staff or prospects, and for up to 50 active memberships, the cost is $121/month.

  • Free trial: Yes

  • Free plan: Yes

Good for: accepting payments

Platforms: Web-based, Android, iOS

Square Appointments personal trainer software

Turn to Square Appointments as your appointment scheduler and point of sale solution. You can accept payments from your clients online or in person and use Square to manage this. The solution also syncs with Google Calendar.

Key Features

  • Refund processing

  • Invoice management

  • Appointment booking

  • Client history

Pros & Cons

  • Easy to use and navigate

  • Quick set up period

  • No option to choose remote sessions

  • Different functions on different apps


  • Price: Square Appointments for a single person is free while the plus plan costs $29 per month per location

  • Free trial: Yes

  • Free plan: Yes

Good for: remote training

Platforms: Web-based, Android, iOS

My PT Hub personal trainer software

My PT Hub is made for coaches, clubs, and personal trainers. They have a web and mobile app available for training, nutrition, and more. Plus, you can use My PT Hub for remote training and face-to-face sessions.

Key Features

  • Custom branding

  • Real-time chat

  • Tracking results

  • Calendar management

Pros & Cons

  • Highly customizable features

  • Easy to collect payments

  • Limited exercise library

  • Not the easiest user interface


  • Price: My PT Hub costs $42 per month for unlimited clients.

  • Free trial: Yes

  • Free plan: Yes

Good for: sports facilities

Platforms: Web-based, Android, iOS

EZFacility personal trainer software

EZFacility offers scheduling, commission tracking and automated billing – for starters. It is a web-based solution that is suited for fitness or sports facilities. This allows you to reserve courts and fields or you can manage memberships, camps, and more. 

Key Features

  • Manage recurring bookings

  • Scheduling for personal training

  • Billing and invoicing

  • Payroll management

Pros & Cons

  • Easy to use and train others

  • Easy to organize everything

  • So many options can be overwhelming

  • Not the most attractive interface


  • Pricing is not available on the website, therefore, you will need to contact a representative to learn more.

What Is Personal Trainer Software?

Personal trainer software is a digital solution designed to help fitness trainers manage various aspects of their relationship with clients, including the scheduling of appointments and tracking training sessions. 

Personal trainer software can be used to renew memberships, streamline internal communication, collect payments and store personal client information, amongst other uses. This kind of software also allows personal trainers to digitally send out customized meal plans, training programs, schedules and other useful resources to their clients.

The Benefits of Personal Trainer Software?

While there are many reasons that using personal trainer software can benefit your business, there are three key benefits to implementing this kind of system:

  1. Boost client retention: Your reputation as a trainer is at stake when you are losing clients left, right, and center. Miscommunication and canceled appointments play a big part in this. With personal trainer software, you are more likely to keep clients on your side with quick, simple booking technology, instant communication tools, and workout/fitness business tracking.
  2. Centralized client information: Ensuring that you have all of your crucial client information at your fingertips is essential to making quick decisions and simplifying all aspects of personal training. Personal trainer software usually provides the ability to store contact details, performance history, physical details, and more.
  3. Better communication: Connected to the previous benefit, having a centralized system to store contact details means that you can communicate with any client quickly and usually directly from the personal trainer software.

How Much Does Personal Trainer Software Cost? 

Personal trainer software varies drastically in pricing, depending on its features, how many users are included per plan and what pricing metrics are actually being used.

For example, some of the pricier options on this list include Zen Planner, which costs $121 per month for up to 50 users. Then there are more affordable solutions like My PT Hub, which cost $42 per month for unlimited clients.

While Connecteam doesn’t necessarily include all of the client-facing capabilities that other solutions on his list include, it’s hard to ignore its basic pricing plan of $29/month for the first 30 users when you take its wide range of employee management features into consideration. Connecteam even has a Small Business Plan that includes all of the app’s features, completely for free as long as you use 10 or fewer seats in the app.


What factors should I consider when choosing personal trainer software?

When selecting personal trainer software, you should consider how it can grow in tandem with your client base. Ideally, personal trainer software should be compatible to use on mobile devices (this is particularly important for clients, who spend a lot of time on their phones). Also, the wider the range of features the software includes, the more dynamic your personal trainer operations will become. 

What are the current personal trainer software trends?

More than other industries, many tech companies are producing personal trainer business software that can actually be worn during physical activity. Otherwise known as wearables, there are already plenty of popular examples such as fitness trackers and smartwatches. Also, keeping in touch with clients outside of fitness centers through online personal training software is more common than ever before.

Why do I need an app as a personal trainer?

As a personal trainer, it’s important to embrace the relevant technology. Not just to keep up with the times, but this kind of system helps trainers save time and resources in order to dedicate their efforts to what matters – working with clients and improving their business.

The Bottom Line on Persona Trainer Software

As personal trainers continue to battle online competition, especially due to this new fit culture or fitspiration, the use of tools (like personal trainer software) to help streamline processes and operations is key. 

With the right personal trainer business software, your company can cut costs, boost profits, and keep repeat customers engaged. 

#1 Personal Trainer Software

Everything you need to effectively run and manage your gym, engage your team and trainers, and bring on more clients is possible on Connecteam’s all-in-one app.

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