Personal Trainer Software & Client Tracker

Personal trainers and fitness coaches juggle multiple clients with unique goals, programs, and schedules. Whether you manage 15 or 150 clients, you need to track who's following their program, who missed sessions, who's ready to progress, and whose membership is expiring. Without proper personal trainer software that shows your entire client roster at once, you're stuck flipping between spreadsheets, losing client notes, and letting renewals slip through the cracks.

t0ggles is the project management tool that gives fitness coaches everything they need to manage clients, programs, and business operations in one place. Track client progress with custom properties, schedule sessions in calendar view, create program templates for faster onboarding, and keep all your client notes organized. All for $5/user/month with every feature included.

#The Challenge: Why Fitness Coaches Need Better Tools

Fitness coaching is equal parts training expertise and client management. Generic business tools don't understand the coaching workflow:

You manage many clients simultaneously. A successful personal trainer might have 30-50 active clients, each at different points in their fitness journey. Some are in week 3 of a 12-week program. Others are transitioning between phases. A few need check-ins after missing sessions. Tracking everyone's status across scattered notes and messages creates chaos.

Programs need customization and progression. Every client gets a personalized program, but programs share common structures - 4-week hypertrophy blocks, 8-week strength programs, 12-week transformations. You need to create these efficiently while customizing for individual needs, injuries, and goals.

Session scheduling is relentless. Between in-person sessions, online check-ins, assessments, and program updates, your calendar fills fast. Double-bookings, forgotten follow-ups, and missed session notes damage client relationships and income.

Client retention drives your business. In fitness, renewals matter as much as new sign-ups. Knowing when each client's package expires, who hasn't booked in two weeks, and who's showing dropout warning signs - this is the intelligence that keeps your business healthy.

Progress tracking proves value. Clients stay when they see results. Without documented progress - weights lifted, measurements taken, goals achieved - you're relying on feeling instead of evidence. And when clients ask "is this working?" you need data.

#How t0ggles Helps Fitness Coaches Succeed

#Multi-Project Boards: All Clients In One View

The signature t0ggles feature for fitness coaches is multi-project boards. Instead of managing separate spreadsheets or client files, you see all active clients on a single board with color-coded projects.

Sarah's 12-week transformation in pink sits next to Mike's strength program in blue and the corporate wellness group in orange. All tasks, session notes, and milestones visible in one Kanban view. You see the full picture: who needs a program update this week, which clients haven't logged their workouts, whose package is expiring next month.

Need to focus on one client? One click on Focus Mode filters the board to that person alone. Review their complete history during a check-in call, then zoom back out to manage your entire client roster.

This eliminates the scattered notes that bury fitness coaches. Your client list stays clear. Your programs stay organized. Your business stays healthy.

#Custom Properties: Track What Fitness Coaches Need

Every client has unique data beyond basic task status. t0ggles' custom properties let you add fields specific to fitness coaching:

• Program Phase: Onboarding, Week 1-4, Week 5-8, Week 9-12, Maintenance
• Session Type: In-Person, Online, Assessment, Check-In
• Package Status: Active, Expiring Soon, Expired, On Hold
• Goal Type: Weight Loss, Muscle Gain, Strength, Endurance, Rehabilitation
• Compliance Level: Excellent, Good, Needs Attention, At Risk

Filter and sort by these properties to answer questions instantly. Which clients are in week 8 and need progression? Who's marked "At Risk" for follow-up? Which online clients haven't checked in this week?

Create saved filter presets for daily workflows: "Sessions Today," "Program Updates Due," "Expiring Packages," "At-Risk Clients." One click shows exactly what needs attention.

#Calendar View: Session Scheduling That Works

Fitness coaching lives in the calendar. Morning sessions, lunch breaks, evening classes - your day is scheduled down to the hour. t0ggles' Calendar view shows all sessions across all clients in one place.

See your entire week: which time slots are booked, where you have openings, when assessments are scheduled. Identify back-to-back sessions that need travel time or gaps you could fill.

Reminders notify you before important events. Session prep 30 minutes before, program update reminders, package expiration warnings. Never forget to send that check-in message or prepare for an assessment.

Sync with Google Calendar to see t0ggles tasks alongside personal commitments and gym schedules. Two-way sync keeps everything coordinated - add a session in t0ggles, it appears in Google Calendar automatically.

#Task Templates: Faster Client Onboarding

New client onboarding involves the same steps every time: initial assessment, goal setting, program design, first session, week-one check-in. t0ggles' task templates capture this workflow.

Create templates for common programs: "12-Week Transformation Onboarding," "Strength Program Setup," "Online Coaching Kickoff." Each template includes every task with standard due dates relative to start date.

When a new client signs up, generate tasks from the template. Every step has deadlines. Nothing gets forgotten. Your professional process runs consistently whether it's your 10th client or 100th.

#AI Task Creation: Capture Notes Instantly

Client sessions generate action items constantly. "Increase bench press to 135 next week. Schedule deload week in two weeks. Order new resistance bands. Follow up about knee pain if it continues."

Instead of scribbling notes that get lost, type naturally into t0ggles' AI task creation:

"Sarah: increase bench to 135 next session, schedule deload week March 15-22, follow up on knee pain Wednesday, review progress photos at next check-in"

The AI creates structured tasks with due dates, client assignment, and proper categorization. Capture details in real-time during sessions, between clients, or after hours reviewing workout logs.

#Notes: Complete Client Documentation

Every client has a story - injury history, preferences, motivations, restrictions, past programs that worked or failed. t0ggles' Notes feature gives you organized client documentation.

Create a note for each client with their complete profile: goals, assessment results, injury notes, program history, and session summaries. Organize notes in folders by client, program type, or time period.

The rich text editor supports tables for workout logs, images for progress photos, and structured formatting for assessments. Link notes to specific tasks when you need context - attach the original assessment to the program design task.

Before any session, pull up the client's notes. Know their history. Deliver personalized coaching that shows you remember everything.

#Board Automations: Reduce Administrative Work

The repetitive parts of client management - status updates, reminders, follow-up triggers - eat into time you could spend coaching. Board automations handle these automatically:

• Auto-notify yourself when a task has been "Waiting on Client" for more than 3 days
• Move clients to "Needs Attention" when they haven't logged workouts in a week
• Send reminder when package has 2 sessions remaining
• Auto-update status when session is marked complete

Set up your automations once and let t0ggles handle the coordination while you focus on training clients.

#Reports: Understand Your Business

Running a fitness coaching business means understanding patterns. How many sessions did you complete this month? Which clients are most engaged? Where are programs stalling?

t0ggles' board reports show task distribution, completion rates, and workload across your client roster. Export data to CSV for deeper analysis - track revenue per client, session frequency, or program completion rates.

Identify clients who need attention before they cancel. Spot successful patterns worth replicating. Make data-driven decisions about your business.

#Fitness Coach Workflows In t0ggles

#Daily Client Management

Start each day in List view to see everything across all clients. What sessions are scheduled today? Which clients need check-ins? Who has overdue tasks?

Switch to Kanban view during the day to move tasks through your workflow. Session completed - drag to Done. Program update needed - move to In Progress. Client replied with progress photos - update status and add notes.

End the day reviewing tomorrow's schedule in Calendar view. Prepare for sessions. Send any needed reminders. Your next day is ready.

#Program Design Workflow

When building a new program, create a project for the client and generate tasks from your template. Customize the template tasks for their specific goals and constraints.

Use subtasks to break down complex programs: "Week 1 Upper Body" contains individual workout tasks. "12-Week Check-ins" contains each scheduled assessment. The hierarchy keeps programs organized without overwhelming your main board.

As the client progresses, move completed phases to Done. The visual progress shows you and the client how far they've come.

#Package and Renewal Management

Create custom properties to track business operations: Package Type, Sessions Remaining, Renewal Date, Payment Status. Every client has this data attached to their project.

Set up filter presets: "Expiring This Month" shows clients whose packages end soon. "Low Sessions" shows those with few sessions remaining. Proactive renewal conversations keep revenue stable.

When a client renews, update the properties and generate the next program phase from a template. Seamless continuation with documented history.

#What Fitness Coaches Need vs What t0ggles Delivers

What Fitness Coaches Need	How t0ggles Delivers
See all clients in one view	Multi-project boards with color-coded clients
Track client progress	Custom properties for goals, phases, and compliance
Schedule sessions	Calendar view with Google Calendar sync
Onboard clients efficiently	Task templates for program types
Capture session notes quickly	AI task creation from natural language
Store client documentation	Notes with rich text, images, and organization
Automate follow-ups	Board automations triggered by status or time
Understand business health	Reports with export to CSV

#Why Choose t0ggles Over Alternatives

Fitness coaches have tried various tools. Here's how t0ggles compares:

vs spreadsheets: Spreadsheets can't show dependencies, don't have notifications, and require manual updates. No automation, no client portal, no mobile app for session notes. Managing 30+ clients in spreadsheets becomes a full-time job.

vs Trainerize/TrueCoach: Dedicated fitness software costs $20-100/month and forces you into their workout delivery method. Great for specific features but expensive and inflexible for coaches with unique workflows.

vs Trello: Trello's simplicity becomes a limitation for fitness coaches. No custom properties for tracking goals and packages, no calendar view, no reporting. Managing many clients requires workarounds.

vs Asana: Asana works but costs $10.99/user on Starter, more for advanced features. Built for tech teams, not fitness professionals. Learning curve delays your productivity.

vs ClickUp: ClickUp has features but overwhelming complexity. Fitness coaches need to work, not configure software for weeks.

t0ggles gives fitness coaches the client management they need without enterprise complexity or enterprise pricing. One board, all clients, total control.

#Simple, Coach-Friendly Pricing

Fitness coaching income varies by season and client load. Your tools shouldn't add financial stress during slow months.

$5 per user per month (billed annually) includes:

• Unlimited boards, clients, tasks, notes, and files
• Calendar view with Google Calendar sync
• Custom properties for any tracking needs
• Task templates for efficient onboarding
• AI task creation and text assistant
• Board automations
• Full reports and CSV export
• All integrations (Zapier, Google Calendar)
• Real-time sync across devices
• Mobile-friendly for gym floor use

For a solo trainer, that's $60/year total. For a coaching team of 5, that's $300/year for complete client management software. No feature tiers. No per-client charges. No surprise costs.

14-day free trial - set up your active clients and see the difference immediately.

#Get Started Today

Managing a fitness coaching business is demanding enough without fighting your tools. t0ggles gives you the clarity to see every client, every session, and every deadline - plus the automation to reduce administrative overhead and the client tracking that keeps your business healthy.

Stop juggling spreadsheets and scattered notes. Start coaching with confidence.

Start your free trial and transform how you manage your fitness business.