Updated
Personal trainer CRM software
Personal trainer CRM software for the four weeks where clients drift away. Sessions book outside the text thread, the monthly charge runs itself, and check-ins reach the client before they stop coming.
24
32
$5,800
3
Jake Morrison
Strength Training (Session 8/10)
Priya Patel
Initial Fitness Assessment
Marcus Lee
HIIT Group Class
Sophie Kim
Nutrition Consultation
Personal trainer software for scheduling and billing
You sell monthly packages and need clients showing up past week four. Smarfle books sessions outside the text thread, charges your packages and sends check-ins.
Personal training scheduling software
Clients book sessions into your open times online, and get a reminder the evening before and that morning.
Personal training billing software
Monthly training packages charge the client's saved card on schedule, each charge with its own invoice.
Personal training invoicing software
Single sessions and assessments become invoices, and clients pay by card or Zelle from a payment link in a text.
Calls, reviews and your personal training website in one account
Personal trainer call tracking
New clients call one or two trainers. Each call is recorded, and a missed one gets a text back before they sign elsewhere.
Reviews and Google Business Profile
Clients asked for a review after their first month build the rating new clients read before booking an assessment.
Website and lead follow-ups
Assessment requests through your website reach the calendar, and package quotes nobody signed get reminders on their own.
Personal trainer CRM plans that grow with your fitness business
All plans include a 14-day free trial. No credit card required.
Starter
Small teams adding tools and growth
- Up to 5 users (1 owner + 4 techs)
- Up to 2,000 clients
Professional
Growing service businesses
- Up to 10 users
- Up to 5,000 clients
SMS, email, AI, and voice are billed pay-as-you-go. See every plan and usage rate →
Three personal training problems Smarfle fixes
Sessions booked in text threads
Clients pick from your open times online, so the back-and-forth texts and double bookings stop.
Chasing people for money
The monthly package charges the saved card, and anyone whose card fails shows up as overdue.
Clients who drift after week three
Tag clients who miss two sessions, filter the tag, and send one check-in text before they stop coming.
Four ways to answer personal training calls
Choose how your number answers while you are coaching. A call you miss is texted back or answered by the AI, and every call is logged on the client.
Plain forwarding
$0.04/min
Rings your phone, and every call is logged as answered or missed.
Forward with call tracking
$0.10/min
Rings your phone; calls are recorded, transcribed and saved to the customer.
Busy message and text-back
~$0.05/call
Plays your message, then texts the caller. Replies land in your Inbox.
AI receptionist
$0.25/min
The AI answers, qualifies the caller and books the job, day or night.
Spam screening comes with every mode. Unknown callers press a key before the call connects, and screened calls cost nothing. How spam screening works
Curious how the AI option sounds? Call (866) 355-9645 and try booking a consultation with it.
How a training client flows through Smarfle
One new training client, assessment to renewal.
- 1
Assessment booked
A call, text or web booking becomes a client with the assessment on the calendar.
- 2
Package signed
The client signs the package estimate and adds a card for the monthly charge.
- 3
Weekly sessions
Recurring sessions repeat at the same time each week until the package ends.
- 4
Check-ins sent
A check-in reminder goes out at the interval you set, by text or email.
- 5
Package renewed
The saved card is charged each month, and a review request follows month one.
Personal trainers and fitness studios Smarfle fits
Independent trainers, coaches and small studios that sell monthly packages.
A good fit if
Probably not a fit if
Everything Smarfle does for a training business
Client messaging in one thread
Clients text your business number, and the thread sits on their record, so a trainer covering a session can see it.
Referral links members hand friends
Each client gets a referral link, and a friend who books an assessment through it is logged under them.
Goal questions at booking
Your booking form asks your own questions, like goals or past injuries, and the answers land on the client.
Personal trainer CRM features beyond the session
Training is personal, and the client management around it is not. Saved emails, goal tags, trainer time off and counted hours take care of the second part.
New-client emails you stop retyping
Save the welcome and package renewal emails as templates with merge fields, and send one in two taps.
Clients grouped by goal
Tag clients by goal, like strength or weight loss, then filter and send one text when a new program starts.
Trainer time off
Trainers ask for days off from their phones, and the request waits for your approval before sessions are booked.
Trainer hours counted
Trainers log minutes on each session at their hourly rate, so a studio sees what each trainer's hours cost.
Get more clients for your training business
Personal training lead generation
Twice a week for six months is the whole business model. Smarfle finds the people searching for a trainer in your area and sends their goal with the request, so you know whether you are the right fit before the first conversation.
Flat pricing per accepted lead
Personal Training leads run about $25 each. You see the job and ZIP first, then accept or pass free, with no lead budget or bidding.
When leads start
Google needs time to rank the pages we add around you, so plan for up to two months. You pay per lead, never for waiting.
Requests arrive pre-qualified
Each request comes with the customer's answers to “What is your goal?” and “Where do you want to train?”, so your callback quotes the job instead of interviewing.
Fair by design
Your existing customers and repeat requests are always free, and a bad lead can be disputed for a wallet refund.
Before a trainer moves to personal training software
Related industries
Other appointment-based businesses with a similar workflow.
Physical therapy CRM
Recurring sessions and self-pay billing.
Massage & spa CRM
Appointments with packages and memberships.
Tutoring CRM
Weekly sessions billed to families.
Switching to Smarfle from another personal training CRM?
Your clients, packages as services and past sessions are imported for you, and each client adds a card once for monthly charges.
- Comes across
- Clients, services with prices, and past appointments with their dates and prices.
- Set up fresh
- Recurring plans and saved cards, since card numbers never move between systems.
- Stays in your old system
- Past invoices, so export them as a file before you cancel.
Why businesses stay
Who you are buying from
Ihor Lavrenenko, founder of Smarfle and author of Rank, Ring, Repeat, a local SEO guide for business owners, puts his name on this product after helping hundreds of local businesses grow. Ask for a feature or a change and it is often built by the next day.
Try Smarfle free for 14 days
No credit card. Import your clients and book the next session today.
14 days free · No credit card · Cancel anytime