Personal Training Software for Gym Owners and Studios
Manage every aspect of personal training from a single gym management software platform. GymWyse gives you session scheduling, client management, workout programming, commission tracking, and package billing — all integrated with your membership, billing, and analytics systems. No separate PT software. No per-trainer fees.
Why Personal Training Management Falls Apart
Personal training is one of the highest-margin revenue streams in any gym, yet it is often the worst managed. When PT operations rely on disconnected tools and manual processes, revenue leaks, trainers get frustrated, and clients receive an inconsistent experience.
Fragmented Scheduling Across Tools
Most gyms manage PT scheduling through a patchwork of Google Calendar, WhatsApp messages, and paper sign-up sheets. Trainers maintain their own calendars separately from the gym's main schedule, leading to double-bookings, scheduling conflicts with group classes, and zero visibility for management. Clients cannot see their trainer's availability without sending a message and waiting for a response. This friction reduces booking frequency — studies show that every additional step in the booking process reduces conversion by 20%. When scheduling is disconnected from the gym platform, session data is also invisible to your revenue analytics and churn prediction systems.
Manual Commission Tracking and Errors
Calculating trainer commissions manually is one of the most error-prone tasks in gym operations. Typical challenges include tracking sessions delivered versus sessions paid for, handling cancellations and no-shows against commission calculations, managing different commission rates for different trainers and service types, and reconciling package-based payments with individual session delivery. A single error can damage trust between management and trainers. Many gym owners spend 2-4 hours per week manually calculating commissions in spreadsheets, with regular disputes and corrections that consume even more time.
Packages Expire Without Renewal
Personal training packages are a significant revenue source, but most gyms have no automated system to track session balances or prompt renewals. A client who purchased a 10-pack three months ago may have two sessions remaining without either the trainer or the client realising it. When the package runs out, there is no automated prompt to purchase a new one. The client drifts away, and the revenue is lost. Industry data shows that 30-40% of PT package holders do not renew — not because they are dissatisfied, but because nobody asked them at the right time.
How GymWyse Solves PT Management
GymWyse brings every aspect of personal training management into one platform. Session scheduling is integrated with your gym calendar and member app. Workout programming keeps client training data alongside their booking and billing records. Commission tracking is automated with payroll-ready exports. Package management with low-balance alerts and auto-renewal ensures clients never lapse without a prompt. All PT data feeds into your revenue analytics and churn prediction, so you see the full picture of how personal training contributes to your business. Explore our personal trainers solutions page for a detailed walkthrough.
Personal Training Features in Detail
Four integrated tools that streamline every aspect of running a personal training operation inside your gym.
Session Scheduling and Client Management
GymWyse provides a dedicated personal training scheduling system that handles the complexity of one-on-one and small-group training bookings. Trainers and clients can book sessions through the member app with real-time availability showing open time slots based on trainer schedules, room availability, and equipment requirements. Recurring appointments are supported — a client who trains every Tuesday and Thursday at 7am can set up recurring bookings that automatically repeat each week. Cancellation policies are configurable per trainer, with late-cancellation fees charged automatically to the client's account. Each client has a comprehensive profile showing their training history, session notes, goals, measurements, and progress photos. Trainers can access their daily schedule, client profiles, and session notes from any device. The system sends automated reminders to both trainers and clients before each session, reducing no-shows and ensuring everyone arrives prepared.
Workout Programming and Progress Tracking
GymWyse includes a workout programming tool that lets trainers create, assign, and track training programmes for their clients. Programmes are built from an exercise library with over 500 exercises, each with descriptions, muscle group tags, and video demonstrations. Trainers can create multi-week periodised programmes with progressive overload, assign them to individual clients or groups, and track completion and performance metrics over time. Clients see their assigned workouts in the member app, log their sets, reps, and weights during training sessions, and view their progress history with charts showing strength gains, volume trends, and personal records. Session notes can be attached to each workout, and trainers can leave feedback and programme adjustments directly in the app. This in-app programming replaces paper workout logs and disconnected spreadsheets, keeping all client training data in one place alongside their booking history and billing records.
Commission Tracking and Payroll Reporting
Managing trainer compensation is one of the most time-consuming administrative tasks for gym owners — and one of the most error-prone when done manually. GymWyse automates commission tracking by calculating each trainer's earnings in real time based on configurable commission structures. You can set commission rates per trainer, per service type, or per client pricing tier. Common structures include percentage of session revenue (typically 40-60%), flat fee per session, tiered rates based on monthly session volume, and hybrid models combining a base rate with performance bonuses. The system tracks every session delivered, calculates commissions automatically, and generates payroll-ready reports that can be exported to your accounting software or sent directly to your payroll provider. Commission dashboards show each trainer's earnings, session counts, client retention rates, and revenue contribution — giving you complete visibility into the financial performance of your PT department without any manual calculation.
Package Management and Billing
GymWyse handles the full lifecycle of personal training package sales, tracking, and expiry. You can create unlimited package types — from single sessions to 10-packs, 20-packs, and unlimited monthly subscriptions. Each package type has configurable pricing, session count, validity period, and auto-renewal settings. When a client purchases a package, the session balance is tracked automatically and decremented as sessions are completed. Low-balance alerts notify both the client and their trainer when sessions are running out, creating a natural upsell moment. Expired sessions can be handled according to your policy — forfeit, extend, or roll over. For recurring PT subscriptions, GymWyse handles billing automatically through the same payment engine used for membership dues, including failed payment recovery and dunning sequences. Clients can purchase packages through the member app with one tap, and package history is visible on their profile alongside their booking and workout data.
Complete Gym Operations Platform
Personal training management is fully integrated into the GymWyse platform. Beyond PT tools, GymWyse covers every aspect of running a gym — membership management with flexible tiers and freeze options, QR-code check-ins via the member app, class scheduling with waitlists and automated notifications, billing and invoicing with ACH, Direct Debit, and card payments, staff management with role-based permissions, revenue analytics with real-time dashboards, and AI-powered churn prediction. PT session data connects to your churn prediction engine — a client who stops booking sessions is flagged as at-risk, enabling proactive outreach before they cancel their membership entirely.
Anchor Athletics, Tampa, FL
Single location — 520 members — 8 personal trainers — Full-service gym with strong PT programme
Challenge
Anchor Athletics had 8 personal trainers using TrueCoach for workout programming ($79/mo per trainer) and Google Calendar for scheduling. Commission tracking was done in a shared spreadsheet updated by the front desk manager every Friday — a process that took 3 hours and regularly produced errors. Package balances were tracked on paper cards at the front desk, and 35% of package holders were not renewing because nobody noticed when sessions ran out. PT revenue had plateaued despite growing demand.
Solution
Anchor Athletics migrated all PT operations to GymWyse. Session scheduling moved into the member app, giving clients self-service booking and automated reminders. Workout programming replaced TrueCoach at zero additional cost — saving $632 per month in per-trainer fees. Commission tracking became fully automated with real-time dashboards for each trainer. Package management with low-balance alerts triggered renewal prompts when clients reached their last 2 sessions. Package renewal rates improved from 65% to 83%. PT revenue increased 34% within four months as the combination of easier booking, automated renewals, and zero admin friction drove more sessions and higher retention.
Increase in PT revenue
Weekly manual commission calculation
Package renewal rate improvement
Admin time saved per trainer
“We were using TrueCoach for workout programming and a spreadsheet for commission tracking. Two separate systems with no connection to our gym software. When we switched to GymWyse, everything came together — scheduling, programming, commission, and billing all in one place. Our trainers save 4-5 hours per week on admin, and I stopped spending Sunday nights calculating commissions in Excel. PT revenue is up 34% because the package alerts and renewal reminders actually work.”
Matt Russo
Owner, Forge & Flame Gym
“TrueCoach was great for programming but it had no scheduling, no commission tracking, and no integration with our gym management system. Every trainer was managing their own calendar in Google Calendar and submitting handwritten session logs for commission calculations. GymWyse replaced all of it. The automated commission tracking alone is worth the switch — zero errors, zero disputes, and my trainers can see their earnings in real time.”
Samira Hashemi
Director, Atlas Performance Center
“As a studio that runs exclusively on personal training and semi-private sessions, we needed software that treated PT as a core feature rather than an afterthought. GymWyse's package management with low-balance alerts doubled our package renewal rate. Clients get a notification when they are down to their last 2 sessions, and they can repurchase directly in the app. We went from chasing renewals manually to having them happen automatically.”
Jordan Blake
Co-owner, Precision Training Studio
GymWyse vs TrueCoach for Personal Training
See how an integrated PT management solution compares to standalone personal training software.
| Feature | GymWyse | TrueCoach |
|---|---|---|
| Session Scheduling | Integrated with gym schedule and member app | Standalone calendar (separate from gym) |
| Workout Programming | Built-in with 500+ exercise library | Core feature but no gym integration |
| Commission Tracking | Automated with payroll-ready exports | Not included (manual or third-party) |
| Package Management | Full lifecycle with auto-renewal and alerts | Basic package tracking |
| Client Billing | Integrated with gym billing engine | Separate payment system |
| Membership Integration | PT data connected to member profile and churn | No gym membership awareness |
| Revenue Analytics | Per-trainer, per-service profitability | Basic revenue reports |
| Pricing | Included in gym platform (no extra cost) | $19-$99/mo per trainer |
Frequently Asked Questions
Everything you need to know about personal training software on GymWyse.
Grow Your PT Revenue. Eliminate the Admin.
Personal training should be your gym's highest-margin revenue stream — not its biggest administrative headache. GymWyse gives you session scheduling, workout programming, automated commission tracking, and package management all in one platform with no per-trainer fees. Start your 14-day free trial today or book a personalised demo to see how GymWyse can transform your PT operations.