Personal trainer CRM software
Personal trainer CRM software for the four weeks where clients quietly disappear. Sessions book outside the text thread, the monthly charge runs itself, and check-ins reach the client before they drift.
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
Software a personal training business runs on
Clients are won in the first session and lost over the next four weeks. Smarfle takes sessions out of the text thread, keeps remaining package sessions current, and checks in automatically before someone drifts, for one trainer or a full gym floor.
Personal training scheduling software
Your clients pay for ten sessions and then book them one message at a time, which is why a block meant to last ten weeks drags out to four months. Smarfle puts the whole block in the diary at the point of sale and recurs the standing slot, so the habit survives a busy fortnight.
Learn morePersonal training billing software
Blocks of sessions are paid up front and delivered over weeks, so you and the client need the same count. Smarfle holds the block and its remaining sessions on the client and bills the next one when it is genuinely due.
Learn morePersonal training invoicing software
Someone training three times a week does not want three receipts a week. Smarfle invoices the block with the session count printed on it and keeps drop-ins on their own line, so both of you can see what was bought and what is left.
Learn moreThe growth side, built in
Training inquiry tracking
Inquiry calls come mid-session. Logged and texted back, they become consults instead of missed motivation windows.
Reviews and Google Business Profile
Transformation stories in reviews sell training better than any before-after post. Requests land at milestone moments.
Website and lead follow-ups
Consult bookings from your site feed the calendar, and check-in follow-ups keep clients from ghosting between sessions.
CRM plans that grow with your training business
All plans include a 14-day free trial. No credit card required.
Solo
Sole operators getting started
- 1 user
- Up to 500 clients
- 1 GB storage
- Public booking link + calendar
- Client management
- Work orders with photos
- Invoices + Stripe payments
- Voice AI receptionist (usage-based)
- AI drafts + work order summaries
- GMB rank tracking + Search Console
- GBP Posts + Dashboard
- API access + webhooks
- Mobile PWA + CSV import/export
Starter
Small teams adding tools and growth
- Up to 5 users (1 owner + 4 techs)
- Up to 2,000 clients
- 3 GB storage
- 2 branch locations
- Everything in Solo
- Website builder + AI content
- Your own domain on that website
- Branded client portal
Professional
Growing service businesses
- Up to 10 users
- Up to 5,000 clients
- 5 branch locations
- 10 GB storage
- Everything in Starter
- Manager role (up to 2)
- 50 saved email templates
Business
Multi-location operations
- Up to 30 users
- Up to 10,000 clients
- 10 branch locations
- 20 GB storage
- Everything in Professional
- Manager role (up to 5)
- Priority support
SMS, email, AI, and voice are billed pay-as-you-go. See full pricing breakdown →
What an inefficient training business looks like
Trainers lose clients in the fourth week, not the first. Motivation fades quietly and the cancellation is the last step rather than the first.
Clients ghost after the first few sessions
A new client buys a package, comes three times, then disappears. Without automated follow-up and visible progress tracking, motivation fades and they stop showing up. You lose the client and the remaining sessions sit unused.
Session scheduling is a texting nightmare
You spend hours every week texting clients to confirm times, reschedule, and fill cancellation gaps. Your phone is a constant stream of back-and-forth messages that eat into your actual training time.
Tracking client progress is inconsistent
Some clients get detailed assessments, others get notes on your phone. Without a consistent system, you cannot show clients how far they have come, and that lack of visible progress is exactly what makes them quit.
Every personal training call, handled your way
You are on the floor most of the day, so the number covers the calls you cannot take and logs every one of them to the client it came from.
Plain forwarding
$0.04/min
Just rings your phone. Every call logged as answered or missed.
Forward with call tracking
$0.10/min
Rings your phone. Recorded, transcribed, summarized, and logged to the customer record.
Busy message + text-back
~$0.05/call
Plays your message, hangs up, and texts the caller. Replies land in your Inbox as leads.
AI receptionist
$0.25/min
The AI answers, qualifies the caller, and books the job. Great after hours if you want it.
Spam screening is included in every mode
Turn it on and unknown callers hear one sentence and press a key before the call connects. Dialer software does not press keys, so it never reaches you. How screening works
- Your customers skip it. Known clients and callers on mobile numbers are never screened.
- You are not billed for it. Screened, silent, and blocked calls cost nothing.
- One blocklist. Block a number once and it stops calling and texting.
Curious how the AI option sounds? Call (866) 355-9645 and try booking a consultation with it.
How a training engagement flows through Smarfle
A lead becomes a client on a package that draws down automatically. These are the five steps.
- 1
Training enquiry arrives
An enquiry opens a client record carrying goals, current fitness level, and the times they can actually train.
- 2
Consult + assessment
Calendar slot for the assessment. Custom fields capture body comp, injury history, and target outcomes.
- 3
Package sold and sessions scheduled
Package purchased via Stripe payment link, recurring work orders auto-generate the 2x/week or 3x/week training schedule.
- 4
Sessions tracked against the package
Each session logs workout, time tracking, photos for before/after, progress against goals.
- 5
Renewal + check-ins + review
Stripe Connect handles recurring monthly billing. Maintenance reminders for monthly check-ins. Review request after first 4 weeks.
Same flow for every personal training business, only the terminology and details change.
Who Smarfle is built for in personal training
Packages and retention are the dividing line, which means drop-in-only training will find rather less here.
We built this for you if...
Tap the ones that resonate
This probably isn't for you if...
And that's okay
Everything Smarfle does for a training business
Training is the hour they pay for. Scheduling it, billing the package, and keeping them past week four are the business.
Session scheduling
Book individual or recurring sessions per client. See your full week at a glance with time blocks, client names, and session types clearly visible.
SMS session reminders
Clients get text reminders before each session. You stop sending manual confirmation texts and focus on coaching instead of coordinating.
Fitness assessments
Record initial and ongoing assessments with measurements and benchmarks. Compare progress over time and share results with clients through the portal.
Group class management
Schedule group sessions with capacity limits. Clients sign up through the portal and the class closes automatically when full.
Client self-booking
Clients open the portal, see which slots are genuinely free, and take one. You stop trading texts to find a time, and every invoice they have sits in the same place.
Personal trainer CRM setup you do once
Hand a new coach a client on their first week and they can run the hour, but they cannot tell you what that client wanted, what was already tried or what the intake is supposed to cover. That is the part that lives with whoever booked them. Written into a checklist, a set of fields and a file on the client, it transfers with the client instead of staying with a person.
What one coach knows about a client should survive that coach being off on Thursday.
Assessment covers the same ground
A first assessment should reach the movement screen, the baseline numbers, the goal conversation and the waiver regardless of which coach runs it. Build it once against the service, and each session booked from there hands over exactly what to work through and tick.
Goals and home equipment on the client
The goal a client walked in with, what equipment they own at home and the date they started should not be living in a phone note. Add them to the client as fields you name, and every one of them holds its value from the second you enter it.
Monthly packages charged without a reminder
Stripe holds the card a client typed in when they committed to a block of sessions, and the amount runs through every month on the day you chose. Nobody raises money at the door, and the bill for what was taken appears alongside the charge.
Programs and signed waivers in one place
The program you wrote, the waiver they signed and any nutrition handout upload into folders under that client and start out closed. Flip one open and the person you train reaches it on a signed link, so neither of you is hunting through two inboxes.
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 the ZIP first, then accept or pass free. No monthly lead budget, no bidding wars.
When leads start
We expand the directory around every business that joins, and Google needs time to rank new pages, so plan for up to two months before leads ramp up. You pay per lead, never for waiting. A Google Business Profile with real reviews brings them sooner.
Requests arrive pre-qualified
Every quote request already answers what is your goal and where do you want to train, so your callback quotes instead of interviews.
Fair by design
Your existing customers and repeat requests are always free, and a bad lead can be disputed with a refund to your wallet.
Before a trainer moves off the spreadsheet
Related industries
Other trades using Smarfle to run their book of business.
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ExploreDermatology CRM
Injectables, laser series, and consult follow-ups run the same playbook. Many derm practices operate a med spa line.
ExploreSwitching to Smarfle from another personal training CRM?
Your client roster, their numbers and your rates are carried into Smarfle by us from a file you export, with every coach invited to a login of their own. The people doing that work are in the US, and they stay on it until your week is booked in the new system.
Why businesses stay
Who you are buying from
We answer requests the same day. If your business needs a new feature, or an existing one changed, it gets built fast, often by the next day. Ihor Lavrenenko puts his name on this product: he has helped hundreds of local businesses grow, and Smarfle is how that experience shows up in your operation every morning.
Ready to run your personal training business from one place?
Join service businesses that book more jobs, get paid faster, and grow their reputation with Smarfle.
14 days free · No credit card · Cancel anytime