Personal Training Studio Management Software
GymWyse is the gym management software purpose-built for personal training studio owners who manage multiple trainers, training bays, and complex commission structures. This is not a tool for solo personal trainers working out of a commercial gym. This is for studio owners who need to coordinate schedules across a team of coaches, track revenue splits down to the penny, manage client handoffs between trainers, and run assessment programs that keep clients progressing and renewing their packages month after month. If you own a personal training studio, GymWyse replaces the patchwork of spreadsheets, scheduling apps, and payment tools you are juggling today.
Join studios like Elevate Performance Sydney, Iron House PT Denver, and Peak Athletics Toronto
Everything Your Personal Training Studio Needs in One Platform
Operating a personal training studio is fundamentally different from running a traditional gym. Your revenue depends on the performance of individual trainers, each managing their own client roster across shared training spaces. You need a scheduling system that prevents double-booking of both trainers and training bays, accounts for session duration variations between thirty-minute express sessions and sixty-minute full sessions, and handles back-to-back bookings with appropriate buffer time for equipment reset. Every scheduling conflict costs you revenue and erodes the professional experience your clients expect.
Billing at a personal training studio involves layers that standard gym software was never designed to handle. Individual clients purchase session packs at different price points. Some clients train once per week while others train four times. Package expiration policies vary. Gift certificates need tracking. And behind every client payment sits a commission split that must be calculated accurately for each trainer. Manual commission tracking in spreadsheets leads to errors, disputes, and frustrated trainers who are your most valuable asset. GymWyse automates the entire billing and commission pipeline from payment collection through payroll export.
Staff management in a multi-trainer studio requires coordination that goes beyond simple scheduling. You need to track each trainer's client load, monitor their revenue contribution, manage their availability preferences, and handle client reassignment when trainers take leave or move on. GymWyse gives studio owners a complete workforce management layer that treats your trainers as the revenue-generating professionals they are, not just names on a calendar.
Challenges Personal Training Studios Face
Multi-Trainer Scheduling Conflicts
When multiple trainers share training bays, scheduling conflicts are inevitable without proper software. Double-booked rooms disrupt sessions, frustrate clients, and make your studio look unprofessional. Trainers end up texting each other to coordinate, wasting time that should be spent coaching. Without a visual bay-mapping system, studio owners cannot see utilization gaps or identify opportunities to add capacity during peak demand windows.
Studios lose an average of 6 sessions/week to scheduling conflictsCommission Tracking Nightmares
Personal training studios with three or more trainers spend an average of eight hours per month manually calculating commissions. Different trainers may have different rate structures, tiered bonuses based on session volume, and split arrangements for semi-private sessions. Spreadsheet errors lead to underpayments that erode trainer trust and overpayments that eat into margins. The lack of real-time visibility into commissions means trainers constantly ask owners for earning updates.
8+ hours/month wasted on manual commission calculationsClient Attrition During Trainer Transitions
When a trainer leaves your studio, their clients are at immediate risk of churning. Without a structured handoff process that preserves assessment history, program notes, and relationship context, new trainers start from scratch with inherited clients. The resulting disconnect causes clients to question the value of their investment. Studios report losing up to forty percent of a departing trainer's clients within sixty days if the transition is not managed proactively with proper tooling.
40% of clients churn within 60 days of a trainer departureFeatures Built for Personal Training Studios
Multi-Trainer Scheduling and Bay Allocation
GymWyse provides a visual scheduling grid that maps every trainer to every training bay, room, or open floor zone in your studio. When a client books a session, the system checks trainer availability, bay availability, and equipment requirements simultaneously to prevent conflicts before they happen. Each trainer manages their own availability through a self-service portal, and studio owners see a unified daily and weekly view that reveals utilization gaps and peak-demand bottlenecks. Buffer time between sessions is configurable per trainer and per session type, ensuring adequate equipment reset time between back-to-back bookings. The system supports thirty-minute, forty-five-minute, and sixty-minute session formats with different bay requirements, and automatically adjusts the calendar to accommodate varying session lengths across your trainer roster.
- Visual bay-mapping grid prevents double-booking of trainers and training spaces
- Configurable buffer time between sessions for equipment reset and trainer transition
- Trainer self-service availability management with owner override controls
Automated Commission and Revenue Split Tracking
Commission tracking is one of the most time-consuming tasks for personal training studio owners, and GymWyse eliminates it entirely. Configure each trainer's commission structure individually: flat rate per session, percentage of session revenue, tiered rates that increase with session volume, or hybrid models that combine a base rate with performance bonuses. For semi-private sessions with multiple clients, the system calculates commissions based on total session revenue rather than per-client, ensuring trainers are compensated fairly for higher-value sessions. Every commission is calculated in real time as sessions are completed and payments are collected. Trainers see their own earnings dashboard with running totals, and studio owners export pay-period summaries that integrate with QuickBooks, Xero, and other accounting platforms. No more spreadsheets, no more disputes, no more end-of-month calculation marathons.
- Per-trainer commission structures with flat, percentage, tiered, and hybrid options
- Real-time trainer earnings dashboards that reduce payroll inquiries
- One-click payroll export compatible with QuickBooks, Xero, and standard CSV
Client Assessment, Progress Tracking, and Handoff Tools
Client progress is the engine that drives package renewals, and GymWyse gives your trainers professional-grade tools to document and showcase results. Built-in assessment templates cover body composition, movement screening, strength benchmarks, cardiovascular fitness, and flexibility testing. Trainers can create custom assessment templates aligned with their coaching methodology. All data is stored chronologically and visualized in progress charts that clients can view in the member app, reinforcing the value of their investment with every milestone achieved. Progress photos are uploaded, timestamped, and compared side by side. When a client needs to transition between trainers due to scheduling changes, trainer departures, or specialization needs, GymWyse enables a one-click handoff that transfers the complete client profile including every assessment record, program note, progress photo, and remaining package balance to the receiving trainer. The new trainer gets a comprehensive handoff summary, and the client receives an introduction message, ensuring continuity without disruption.
- Customizable assessment templates with chronological progress charts
- Progress photo uploads with side-by-side comparison and timestamping
- One-click trainer handoff preserving full client history and package balances
Package Management, Semi-Private Sessions, and Online Programming
Personal training studios generate revenue through a variety of session types and package structures, and GymWyse handles them all natively. Create individual session pricing, five-session and ten-session packs with configurable expiration windows, monthly programs with built-in session frequency limits, and semi-private training bundles for two to four participants. The platform tracks remaining sessions per client in real time, sends automated low-balance alerts before packages expire, and presents upsell prompts that encourage clients to renew before they lapse. Semi-private training sessions, one of the fastest-growing revenue models in 2026, are supported with individual attendance and progress tracking for each participant even though they share a session slot. Beyond in-person training, GymWyse includes an online programming module where trainers build and deliver workout plans through the member app. Clients log their at-home workouts, track weights and reps, and message their trainer directly. This hybrid model lets each trainer serve more clients without adding floor hours, expanding your revenue capacity beyond your physical space.
- Individual, pack, monthly, and semi-private package types with automatic balance tracking
- Semi-private session support with per-participant progress and attendance tracking
- Online programming with exercise library, client workout logging, and in-app messaging
Personal Training Industry Trends in 2026
Stay ahead of the curve with insights shaping the personal training studio industry.
Semi-Private Training Is the Fastest-Growing Revenue Model
Semi-private training sessions with two to four clients are becoming the dominant revenue driver for personal training studios in 2026. Clients pay sixty to seventy percent of a private session rate while trainers earn more per hour by serving multiple clients simultaneously. Studios that adopt this model report twenty to thirty percent increases in trainer revenue per hour without sacrificing client outcomes. GymWyse supports semi-private sessions natively with individual progress tracking for each participant.
Online Programming as a Revenue Add-On
The most profitable personal training studios in 2026 combine in-person sessions with online programming delivered through a mobile app. Clients who cannot attend the studio every day follow their trainer's program at home or at a commercial gym, logging their workouts and receiving feedback digitally. This hybrid model increases each trainer's client capacity by thirty to fifty percent without adding floor time, and it creates a secondary revenue stream that supplements in-person session income.
Nutrition Coaching Integration
Personal training studios are increasingly bundling nutrition coaching with training packages to deliver holistic results and increase average client value. Studios that offer nutrition coaching see higher retention rates because clients achieve results faster and attribute their success to the studio's comprehensive approach. GymWyse supports nutrition coaching add-ons as package modifiers, letting trainers or dedicated nutrition coaches deliver meal plans and track dietary compliance alongside training progress.
Elevate Performance Studio, Sydney
Elevate Performance Studio in Sydney operated with eight trainers across four training bays. They were using Zen Planner for scheduling and a separate spreadsheet for commission tracking. Double-booked bays disrupted sessions at least three times per week, and the studio owner spent ten hours per month reconciling commission calculations. After migrating to GymWyse, scheduling conflicts dropped to zero thanks to the visual bay-mapping grid. Commission tracking became fully automated, saving the owner over forty hours per quarter. They also introduced semi-private training sessions using GymWyse's native support, which increased average trainer revenue per hour by twenty-six percent. Client retention improved from seventy-one percent to eighty-eight percent over six months, attributed to the assessment and progress tracking tools that gave clients visible evidence of their improvement. Total studio revenue grew by thirty-two percent within the first year of switching to GymWyse.
What PT Studio Owners Say
“We had four trainers sharing three bays, and scheduling was a daily nightmare with Zen Planner. GymWyse's bay-mapping grid solved it instantly. Now we have zero conflicts and our trainers actually trust the system. The commission tracking alone saves me a full day of work every month. I cannot believe we ran on spreadsheets for so long.”
“The client handoff feature saved us when our lead trainer moved interstate. Previously, we would have lost half his clients. With GymWyse, we transferred every assessment record, progress photo, and program note to the replacement trainer in minutes. Not a single client churned during the transition. That feature alone has paid for years of the subscription.”
“Semi-private training was something we wanted to offer for over a year but could never manage properly with our old scheduling software. GymWyse handles it natively — individual attendance, per-client progress tracking, and correct commission calculations even when the session has mixed package types. Our trainer revenue per hour is up twenty-three percent since we launched the semi-private program.”
GymWyse vs Zen Planner
See how GymWyse stacks up against Zen Planner for personal training studios. Purpose-built features at a lower price with no long-term commitment.
Why PT Studios Switch to GymWyse
- Automated commission tracking eliminates eight-plus hours of manual calculations per month
- Visual bay-mapping scheduling prevents double-booking of trainers and training spaces
- One-click client handoff preserves full assessment history during trainer transitions
- Semi-private training support with individual progress tracking per participant
Frequently Asked Questions
Common questions from personal training studio owners about GymWyse.
Explore More Solutions
Discover how GymWyse helps personal training studios tackle every aspect of their business.
Simple, Transparent Pricing for PT Studios
Everything your personal training studio needs for one flat rate. No setup fees. No per-trainer surcharges. No contracts. Cancel anytime. Multi-trainer scheduling, automated commission tracking, client assessment tools, and your branded member app are all included from day one.
Ready to Transform Your Personal Training Studio?
Join personal training studios across three continents that have switched to GymWyse and eliminated scheduling conflicts, automated commission tracking, and improved client retention. Book a personalized demo today and see exactly how GymWyse handles your multi-trainer operations, revenue splits, and client management workflows.