CRM and business software · Wellness & Fitness
CRM for Personal Trainers
Trial sessions, packages, online coaching and waivers in one place — with each client's goals, injuries and measurements on their record, not in your notebook.
Free forever for up to 3 users. Paid plans from $199 a month.
What goes wrong, and what we do about it
A trainer's income depends on people who keep showing up. January and the weeks before summer bring a wave of trial sessions, and by spring many of those clients have gone quiet. Bookings arrive in several messengers, a session is cancelled shortly before it starts, and a package ends without anyone raising the next one. You spend the day on the gym floor, so the admin waits until late evening or does not happen at all.
The problem
A client cancels in a messenger you rarely check, and the slot stays empty.
In Kompot.ai
Whichever messenger the client uses — WhatsApp, Telegram, Messenger, SMS — the cancellation shows up in the same conversation on their record. A session booked through your booking page comes with email reminders before it starts, and the same page lets the client pick another free slot themselves.
The problem
A package of sessions runs out and nobody brings up the next one.
In Kompot.ai
Keep the package end date as a field on the client. Ahead of that date a scheduled workflow creates a task for you and messages the client, and the next block of sessions goes out as an invoice with a payment link.
The problem
Old injuries, goals and measurements live in a notebook or in your head.
In Kompot.ai
Custom fields on the client hold the goal, injuries and limitations, starting weight and tape measurements. Progress photos and the current program are attached as files, and your notes after each session build a history you reread before the next one.
The problem
January leads ask what a session costs, take a trial and disappear.
In Kompot.ai
Each inquiry becomes an opportunity that moves through your stages: asked, trial booked, trial done, package sold. You see who stalled after the trial, and when an opportunity reaches 'trial done' a workflow creates a task to write to that person.
The problem
Liability waivers and training agreements are paper forms at the bottom of a gym bag.
In Kompot.ai
Set up the waiver and the training agreement as document templates with the client's name merged in. A new client signs from the link you send before the trial, or scans a QR code at the gym; the signed PDF stays on the client's record with an audit trail.
How one order runs
From a trial session to a paid training package
A lead writes in
A message from an unknown number creates a contact. You reply with a saved answer about rates and the gyms you work at, and open an opportunity for the trial.
The trial is booked
The client picks a free slot on your booking page and it lands in your calendar, synced with Google Calendar. The waiver goes out by link and comes back signed.
Assessment and program
After the trial you record the goal, injuries and starting measurements in the client's fields and attach the training program as a file.
Package, invoice, sessions
The package is invoiced from your price list with a payment link. Monthly online coaching is billed as a subscription invoice, and every payment shows on the client.
What you keep on record
- Goals and limitations
- The client's target, old injuries and exercises to avoid, kept as custom fields on their record.
- Measurements and photos
- Weight and tape measurements in fields, progress photos as files, and a dated note after every re-assessment.
- Waiver and agreement
- The signed liability waiver and the training agreement with your cancellation terms, stored as documents.
- Packages and rates
- Single sessions, packages, partner training and online coaching in your price list, ready to go on an invoice.
Digital employees · Full Service plan
Where an AI employee steps in for Personal Trainers
The moment
Late in the evening someone asks what a session costs and whether you train clients at home.
The AI employee replies with what your knowledge base says about rates, the gyms you work at and home sessions. It asks about the goal and training experience, writes them into a new contact, opens an opportunity and sends your booking link for a trial session.
The moment
A client messages at dawn that they cannot make today's session.
The AI employee finds the client's record, confirms the message has been passed on and creates a task for you to reschedule. If your cancellation terms are in its instructions, it reminds the client of them.
The moment
A call comes in while you are spotting a client on the bench press.
The voice agent answers, asks what the caller wants to achieve and which days suit them, and says you will call back. You get the recording, transcript and summary on the contact, and a workflow adds a task to ring back once your last session is over.
Questions owners ask
- Can clients book sessions themselves instead of texting me?
- Yes. Clients open your public booking page, see the hours you have free and take one. Booked sessions appear in your calendar, which syncs with Google Calendar, so gym hours and private life sit in one view.
- How do I bill packages and monthly online coaching?
- Put each package in your price list and invoice it with a payment link; the client pays by card through Stripe or PayPal. Monthly coaching can run as a subscription invoice, and when a client pays for a package in parts you record each payment and the invoice shows what is still open.
- I work alone and spend the day in the gym. Can I run it from my phone?
- Yes. It works in your phone's browser, with nothing to install. Between sessions you can read a client's injuries and your last notes, reply to messages and send an invoice.
- Is the AI employee available to a solo trainer?
- AI employees are part of the Full Service plan. On that plan the messenger AI answers questions about rates and training times from your instructions, and the voice agent picks up calls while you train. On the Business plan you answer those messages and calls yourself.
What it costs
Free for up to 3 users, with every feature: bring your own AI. $199 a month adds our built-in AI and moving your data over. $499 a month: we set everything up and support it every month.
Related industries
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