Gym Management Software for Independent Personal Trainers
You don't need a gym to use GymWyse. You just need clients. Whether you train people in their living rooms, at the park, in a garage studio, or across multiple locations as a mobile trainer, GymWyse gives you a complete platform to manage clients, schedule sessions, process payments, and deliver professional workout programs — all from your phone.
Independent PTs on GymWyse
Average clients per trainer
Starting price, all features
Gym or facility required
Client Management
Every client relationship starts with knowing who you are training and what they need. GymWyse gives you a centralized client database that stores far more than a name and phone number. Each client profile holds contact information, fitness goals, progress photos with side-by-side comparisons over time, body measurements recorded at every check-in, detailed injury and health notes that flag contraindications during program design, complete training history across every session you have delivered, and session-by-session notes so you never forget what you covered last Tuesday. Your clients also get their own portal where they can view their current program, track their own progress between sessions, and book upcoming sessions directly without texting you back and forth. This is how serious trainers manage relationships at scale without letting anyone fall through the cracks.
- Centralized contact info, goals, and preferences for every client
- Progress photos with side-by-side visual comparisons over time
- Body measurements tracked at every check-in with trend charts
- Injury history and health notes that flag exercise contraindications
- Complete training history and session-by-session notes
- Client portal for viewing programs, tracking progress, and booking sessions
Session Scheduling
Your calendar is your business. GymWyse session scheduling handles the complexity of an independent trainer who might run a one-on-one at a home studio at 6am, a small group of three in the park at 7:30am, and another private client at a commercial gym at 9am. Book one-on-one sessions and small group sessions for two to four clients with separate pricing. Set up recurring sessions so your regulars are automatically locked in every Tuesday and Thursday at 7am without rebooking each week. Clients can self-book available slots through the app so you stop fielding scheduling texts at 10pm. Sync everything to Google Calendar and Apple Calendar so your personal and professional schedules never collide. Configure buffer time between sessions for travel, setup, or rest, and set specific travel time allowances for mobile trainers who drive between client locations. Enforce cancellation policies automatically with configurable notice periods such as a 24-hour cancellation window that charges a late-cancel fee if violated.
- 1-on-1 and small group (2-4 clients) session booking
- Recurring sessions locked in weekly without manual rebooking
- Client self-booking through the app with real-time availability
- Google Calendar and Apple Calendar sync for conflict-free scheduling
- Buffer time and travel time settings for mobile trainers
- Automated cancellation policy enforcement with 24-hour notice rules
Payment Processing
Getting paid should not be the hardest part of personal training. GymWyse supports every payment model independent trainers use. Charge per session for casual clients. Sell session packages like a 10-pack or 20-pack at a discount to incentivize commitment and improve cash flow predictability. Set up monthly retainers for clients who want ongoing access to programming and a fixed number of sessions per month. Automatic invoicing fires after each completed session so you never have to chase a payment or remember who owes what. When a card declines, the failed payment recovery system retries at optimal intervals and sends the client a self-service link to update their payment method. For small group sessions, split payments divide the cost evenly or by custom ratios among participants. Everything integrates with Stripe and Square for secure processing, and professional receipts are generated automatically for every transaction.
- Per-session, session package (10-pack, 20-pack), and monthly retainer billing
- Automatic invoicing after every completed session
- Failed payment recovery with smart retry and self-service card updates
- Split payments for small group sessions with custom ratios
- Stripe and Square integration for secure payment processing
- Professional receipt generation for every transaction
Workout Plan Builder
Programming is where you deliver value, and GymWyse gives you tools that match your expertise. Access an exercise library with over 500 exercises, each with HD video demonstrations your clients can reference during or between sessions. Build custom programs using a drag-and-drop interface that lets you structure workouts by day, week, and training block. Track progressive overload automatically so you can see exactly when a client last increased weight, reps, or volume on any given exercise. Use periodization templates for structured programming across mesocycles whether you follow linear progression, undulating periodization, or block periodization models. Generate print-friendly workout cards for clients who prefer a physical sheet during their session. Every program you build is delivered directly to the client through the app, where they can follow along and log sets, reps, and weight for every exercise in every session, giving you complete visibility into their training even when you are not standing next to them.
- 500+ exercise library with HD video demonstrations
- Drag-and-drop custom program creation by day, week, and block
- Automatic progressive overload tracking across all exercises
- Periodization templates for linear, undulating, and block models
- Print-friendly workout cards for in-session reference
- Clients log sets, reps, and weight in-app for full training visibility
Mobile App for Clients
Your clients live on their phones, and the GymWyse client app puts your entire service in their pocket. Clients can view all upcoming sessions with date, time, and location details. They access their current workout program and follow along during sessions, logging every set with weight, reps, and RPE. The progress tracking module lets clients record bodyweight, body measurements, and progress photos on their own schedule so you get continuous data between sessions, not just what you measure during check-ins. Built-in messaging keeps all trainer-client communication in one place instead of scattered across text threads, WhatsApp, and email. Clients can book new sessions, reschedule existing ones within your policy rules, and view invoices and make payments directly in the app. Critically for independent trainers who work outdoors, the app works offline for park and outdoor sessions, syncing data automatically when connectivity returns, so a session in the park never means lost tracking data.
- View upcoming sessions with date, time, and location details
- Follow workout programs and log sets, reps, weight, and RPE
- Track bodyweight, measurements, and progress photos independently
- In-app messaging for centralized trainer-client communication
- Book, reschedule, view invoices, and make payments in one place
- Full offline mode for park and outdoor sessions with auto-sync
Business Growth Tools
Growing from a side hustle to a full-time training business requires more than just being a good trainer. GymWyse gives you the business intelligence that most independent PTs never have access to. Track client referrals to see which of your existing clients are sending new business your way and reward them accordingly. Retention analytics show you which clients are at risk of dropping off based on booking frequency, session attendance, and engagement patterns. Revenue per client reporting reveals your most and least profitable relationships so you can make informed decisions about pricing and packaging. Session utilization rate tells you how much of your available schedule is actually booked, helping you identify dead time and optimize your weekly structure. Package expiry notifications alert both you and the client when a session pack is running low, prompting timely renewals. Client reactivation campaigns help you reach out to former clients who have gone quiet with personalized re-engagement messages.
- Client referral tracking with reward and attribution reporting
- Retention analytics with at-risk client identification
- Revenue per client and per session profitability analysis
- Session utilization rate to identify and eliminate dead time
- Package expiry notifications for timely renewals
- Client reactivation campaigns for former clients
From Spreadsheets to 35 Clients in 8 Months
Jake Moreno, Independent PT, San Diego — Home studio + mobile training
Challenge
Jake had been training clients independently for two years, managing everything through a patchwork of Google Sheets for programming, Venmo and Zelle for payments, Google Calendar for scheduling, and text messages for all client communication. At 12 clients it was manageable but chaotic. He was spending roughly 10 hours per week on admin tasks alone — building spreadsheet programs, chasing payments, confirming appointments, and updating notes after sessions. He knew he could not grow beyond 15 clients without either hiring help or finding a better system. Worse, he had no visibility into which clients were actually profitable after accounting for travel time and session prep.
Solution
Jake switched to GymWyse on the Solo plan at $49/month. Within the first week he had migrated all 12 client profiles, built out their training programs in the workout builder, and set up automated recurring session scheduling and payment processing through Stripe. His clients downloaded the app and started self-booking sessions, logging their own workouts, and paying invoices without any manual follow-up. Over the following eight months, Jake scaled from 12 to 35 active clients. The admin time he saved — roughly 8 hours per week — was redirected into actually training clients. His revenue tripled, his client retention rate sits at 92%, and he has a waitlist for new clients for the first time in his career.
Client growth in 8 months
Monthly revenue increase
Client retention rate
Admin time saved
“I went from drowning in spreadsheets to running a real business. My clients get a professional experience now — they have an app, they book themselves, they pay automatically. I just focus on training. GymWyse gave me my time back and tripled my income in eight months.”
Jake Moreno
Independent PT, San Diego
What Independent Trainers Say
Mike Torrance
Home Studio PT, Portland
“I converted my garage into a home studio and train 28 clients a week. Before GymWyse I was using Google Sheets for programming, Venmo for payments, and iCal for scheduling. It was a mess. Now everything is in one place and my clients think I hired an assistant.”
Rachel Simmons
Mobile Personal Trainer, Austin
“I am a fully mobile trainer — I drive to clients houses, parks, and apartment gyms. The travel time buffer feature alone saves me from double-booking. My clients book themselves through the app and I just show up and train. Revenue is up 40% since switching.”
Darnell Washington
Park Trainer & Bootcamp Coach, Brooklyn
“I run outdoor bootcamps in Prospect Park with groups of 3-4 and private sessions on the side. The offline mode is a game changer because cell service is terrible in parts of the park. Split payments for group sessions used to be a nightmare and now it just works.”
Simple Pricing for Personal Trainers
No setup fees. No contracts. No per-client charges. Choose the plan that fits your business today and upgrade as you grow.
Both plans include a 14-day free trial • No credit card required • See full pricing details
GymWyse vs TrueCoach & TrainerPro
Most PT software gives you a workout builder and calls it a day. GymWyse is a complete business platform for independent trainers who need scheduling, payments, client management, and analytics in one place.
Frequently Asked Questions
Common questions from independent personal trainers considering GymWyse.
You Built Your Training Business From Nothing. Now Give It the Software It Deserves.
Stop stitching together spreadsheets, payment apps, and calendar tools. GymWyse gives independent personal trainers a single platform for clients, scheduling, payments, programming, and growth — starting at $49/month with no contracts and no setup fees. Your clients get a professional app experience. You get your time back.