Personal trainer CRM software can be a key tool for running a successful and sustainable business. With the right CRM software, you can manage client relationships, enhance services, and streamline your operations to optimize your business operations. 

6 Best Personal Trainer CRM Software To Try

Client management software for personal trainers can be a gamechanger for business. Our guide will walk you through everything you need to know about CRM systems, including what they are, the key features to look for, and how they can benefit your fitness business. We’ll also provide a curated list of the best CRM for personal trainers, along with their pros, cons, and costs. 

What is a CRM for Personal Trainers?

Client Relationship Management, also known as CRM, refers to a type of program that helps you track and execute your business’ everyday functions. Depending on the program, personal trainer CRM software can automate your admin tasks, handle scheduling, and provide marketing tools. With the right fitness CRM, you and your staff can track, monitor, and adjust your clients’ progress, all through one handy program. 

3 Benefits of Having a Client Management Software for Personal Trainers

There are several benefits to pairing with a personal trainer CRM for your business. Some advantages include: 

Organization

Fitness CRM systems can help trainers stay organized by creating a hub for everything about their business. Many of these software can centralize client information, workout plans, and provide open communication channels. 

Better Client Satisfaction

CRM for fitness industry professionals allows you to provide personalized attention and targeted follow-ups, which can strengthen your relationship with your clients. When your clients feel like you’re invested in their progress and well-being, they’re more likely to stay at your business (and be happier doing it). 

See how GlossGenius can help you reduce no-shows with our Client Notifications feature. 

Saves Time

Personal trainer CRM can save you time by handling tasks like appointment reminders, progress tracking, and other administrative duties. With less time spent on minutiae, you can put your focus toward satisfying your clientele with quality service. 

With GlossGenius, you can manage your clients all from one convenient program. 

4 Key Features of a CRM for Personal Trainers

Not all CRM for fitness industry professionals is created equal. When researching CRM, look for the following features: 

1. Client Tracking

Client tracking features make it easy to view your client’s progress, as well as their workout history, goals, achievements, and other relevant data. With client tracking, you can get access to important information that will allow you to create more curated programs for your clients. 

2. Integrated Scheduling Tools 

Integrated scheduling tools not only let you manage calendars, but lets clients view your available slots and book their own private sessions for personal training, saving you time on the phone or going back and forth in emails. 

Join GlossGenius to get access to our Scheduling & Calendar features, as well as our Online Booking pages. 

3. Built-in Payment Processing 

Payment processing features mean you can manage your fitness clients’ billing and payments all from one convenient location. Charge clients with a card reader accessory, or have them link their card through the software to make settling bills easy. 

Click here to see how GlossGenius makes it easy to process your clients’ Payments.

4. Client Notifications

Another useful CRM feature is the ability to send, schedule, or automate client notifications. Appointment reminders can serve as a handy tool to reduce no-shows or late arrivals. 

6 Best Personal Trainer CRM Software

CRM software programs can be a lifesaver for your fitness business. Below we’ve curated a list of the best CRM for personal trainers currently on the market. 

1. GlossGenius

GlossGenius is a CRM platform that suits a number of different industries, including fitness. With a 24/7 booking system, clients can view your availability through your website/social media and book their appointments. It also comes with calendar sync options compatible with Outlook, iCal, or your Google Calendar. 

The software also supports payment processing, waitlists, intake forms, and website builder features. GlossGenius allows you to control staff payroll through their software, while also giving your employees the option to set their own schedules. 

When it comes to client management, that’s where GlossGenius really shines. Features like automated appointment reminders mean your clients never miss their sessions. You can also send appointment confirmations, rebooking reminders, and thank yous, which can enhance the client experience. GlossGenius can store client profiles and notes—which get sent to you before every session—so you always have a refresher on your client’s preferences and history, facilitating the ultimate personalized experience. 

GlossGenius also provides client insights, letting you track new customers and trace referrals from others. Identify your most valuable clients, track retention rate, and even ban bad clients from your business, all from one convenient program. 

Some drawbacks of GlossGenius is that they don’t offer customizable client notifications or fully customizable websites. However, GlossGenius is continually rolling out new features based on client feedback, aimed at helping everyone from solo entrepreneurs to large enterprises utilize the platform, so we encourage you to check the website for updated functionality. 

Cost: GlossGenius offers multiple subscription options so you can pick the one that’s right for your gym or fitness studio’s business needs. GlossGenius subscriptions start at $24/month, with a flat 2.6% payment processing rate on all payments.

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2. Exercise

Excerise.com is a management software built specifically for fitness professionals. Exercise offers plenty of features like online booking, employee management, e-sign waivers, along with facility and analytics reports, and custom branded apps. You can keep your business flowing with client check-in features, live streaming capabilities, payment processing, and an exercise library full of helpful videos. 

When it comes to member management, Exercise lets you track and monitor client attendance, store member reports, and reward your most loyal clients. Exercise offers omni-channel communication across email, text, and in-app notifications, with the ability to automate email marketing messages to several users at once. 

Automate appointment reminders to reduce no-shows, or send reminders to clients for upcoming payments. You can also create robust workout plans for your clients and track their progress, as well as display a leaderboard to help motivate and inspire your clients. 

However, some users report difficulty navigating the interface and accessing features, while others complain they get overwhelmed with the amount of options available. Additionally, some users report that the software displays differently between Apple and Android phones. 

Cost: While the website doesn’t outright post their pricing (there’s an option to request a quote), other sites report the price ranges between $100 and $239, depending on the plan and features.

3. Vagaro

Vagaro is another type of CRM software that provides personal trainers a number of tools like online booking, calendar blocking, payment processing, employee time cards, and a business marketplace. With Vagaro, you also have access to features like waitlists and inventory. Users can build a personalized website that’s managed and hosted by Vagaro and customize it with their menu of services, staff bios, brand photos and videos, and hours of operation.

Vagaro also offers a decent CRM experience with features like customer tracking, so you always know your clients’ preferences, allergies, and even birthdays. This software lets you upload PDFs, photos, videos, and digital waivers to your customer profiles and calendar, allowing you to create an entire database of information to help you personalize your client sessions. 

Link client files to their upcoming appointments so you (or whomever is training them) can easily access them for the session. With detailed client profiles, you can quickly look up their contact information or any important notes, as well as purchase history for services, products, and gift certificates. Vagaro features also include text and email client notifications, along with two-way communication so you can always link up with clients to check in on them, answer questions, or collect feedback. 

Unfortunately, some users report poor customer service, and with their add-on model, extra features and add-ons (like custom templates for your booking page) can get pricey. Some have also said they had difficulty navigating the Vagaro interface.

Cost: Vagaro's pricing starts at $30/month for individual business owners with no employees. If you have multiple team members or want to grow your business, Vagaro charges an additional $10/month per user. 

4. Mindbody

Mindbody is another CRM you can use as a personal trainer. Mindbody offers appointment and staff scheduling, calendar integration, payment processing, payroll, as well as point of sale features and automated no-show fees. Set up waitlists to fill your available time slots, send liability waivers, or expand your base using their marketing suite tools. Mindbody also provides AI customer support and a branded mobile app so you can optimize your presence in the industry. 

Mindbody has a robust offering of client management features, such as client profiles that can store important details like measurements, insurance info, progress tracking, and visit history. You can also upload before and after photos to visually track your clients’ progress. View member account balances, set client classifications, and set up automated notifications for bookings, reminders, cancellations, and purchases so members always have the receipts. Mindbody also offers automated email functionality and text messaging so you can reach out to your clients with news or updates. 

However, some find the Mindbody interface to be less than user-friendly, with glitchy functionality and limited customization options to showcase your style on your website. Additionally, their two-way messaging feature is currently only available in the United States, Australia, Canada, Ireland, and the United Kingdom. 

Cost: Mindbody has custom pricing plans which are not public on their website. Because of this, Mindbody does lean more on the enterprise side and is best suited for large gym and fitness businesses.

5. Zen Planner

Zen Planner CRM software offers several features for your personal training business like class scheduling (with an easy to read layout), member check-ins, and waitlists. They also offer analytics reports, AI-driven content creation, and marketing tools so you can get a comprehensive look at your progress while taking the steps to enhance your fitness operations. 

Along with these features, Zen Planner provides personal trainers with payment processing, automatic billing, and financial reporting capabilities, letting you stay up to date on the health and wealth of your business. 

Zen Planner has quite a list of client management features, such as automated campaign messages, workout tracking, and reports, giving you a complete picture of each client and their progress. Analyze fitness trends and engage your clients with leaderboards and historical performance data. You can also gain insights into your leads to help turn curious exercisers into full-time clients with Zen Planners targeted ads. 

As a downside, some users report that Zen Planner’s features can get overwhelming, with a difficult to navigate interface, complicated troubleshooting, and no options to leave feedback or notes for fitness clients. 

Cost: Zen Planner has tiered pricing, with their Studio Plan (basic) starting at $99/month, up to their Ultimate Plan (premium), with pricing starting at $348/month.

6. My PT Hub

My PT Hub is a monthly subscription CRM that offers a public calendar (with syncing), online scheduling, and waitlists for fitness hopefuls. Create nutrition plans, stream events, and provide redeemable credit packages for clients to make purchases at a later date. My PT Hub’s branded app features and integrated marketplace makes it easier to attract new clients and grow your business. 

This CRM software lets personal trainers add unlimited clients, set workouts, and customize nutrition plans as part of its monthly subscription. Instant two-way chat lets trainers communicate via individual and group messages, along with the ability to send photos, videos, files, audio, gifs, and emojis. With My PT Hub, you can track client progress via measurements and photos, as well as view previous session details. Leave notes on specific clients only you can see, and set up recurring bookings for your dedicated trainees through My PT Hub’s comprehensive CRM software. 

Some users report that the interface is hard to navigate, especially on the client end, and that it’s hard to get refunds when canceling the software. Other reviews claim the app is buggy, with a host of issues plaguing both desktop and mobile apps, including poor video quality and faulty workout tracking. 

Cost: My PT Hub costs $48/month with annual billing. You can also start a 30-day free trial to test them out for yourself. 

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Streamline Your Personal Training Business with GlossGenius

Personal trainer CRM can benefit your fitness business in many ways. From client tracking and goal setting, to online booking and client notifications, the right CRM can streamline your daily tasks and give you the edge you need to succeed. 

GlossGenius is an all-in-one platform that can provide everything a personal trainer needs to grow their business and recruit new clientele. Let us make your job easy by taking advantage of features like Card Readers & Point Of Sale, Loans, and Client Insights.

Try GlossGenius free for 14 days and see for yourself how it can take your personal training business to the next level.