Easy to set up & use Personal Trainer software with FREE apps

Save time & money and organise your members, staff and events. Store data securely, get a full booking system, and ensure you get paid on time. FREE Apps and a Member Portal, Attendance Registers and Safeguarding & Covid19 tools come with Coacha too. It's also GDPR compliant.  

Plus much, much more.




personal training booking system

Very pleased - The customer support we receive is excellent, friendly, personable and quick to respond.

Coacha was affordable for us and very importantly had a model that didn't take more of our income as we became more successful. The system also looked pleasing to the eye and appeared to have the momentum of ongoing development behind it. This is a very well thought out piece of software.

Andrew Webb - review on Capterra & Coacha subscriber

pt booking system

Timeslot management

Complete control over your timeslots and their ability to be booked. In just a few taps or clicks, you can open up timeslot's for clients to book and pay for a private session.

personal training appointment scheduler

Pay on booking features

Need clients to pay for a private session when they book? No problem. Our personal training booking system gives you multiple payment options, from cash to direct debit to card payment.

personal trainer scheduling app

Record your hours

Know exactly how many hours you have worked over a specific time period with our timesheet feature. You can even export the data and integrate to your accountancy software.

pt studio management software

Multiple types of session

From 1-2-1 timeslots to small private groups, this feature has you covered. It can even help if you run several separate 1-2-1s in the same time slot.

software personal trainer

In app booking

Your clients can log into the Coacha iOS / Android apps on their phones or tablets and book their time with you straight away. Just a couple of taps or clicks and they are all done!

personal trainer management software

Cancelation management

Sometimes people need to cancel, but often forget to let you know. Our system tells you straight away if a client isn't coming and opens up the session for rebooking.

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Member zone bookings

When your clients login to Coacha on a PC or MAC, they get the full Coacha experience. Here they will find all the controls and features needed to book their private sessions.

pt booking system

Get paid on time, every time

Getting paid for your hard work has never been simpler. Take rolling subscriptions and all other fees and one-off payments using Coacha’s payment partners Stripe & GoCardless. Not only are the extremely secure but they are the cheapest in the market.

personal training appointment scheduler

Medical info always to hand

Your clients are a tough bunch, but accidents do happen. When they do, Coacha ensures people’s medial & emergency info is to hand immediately. You save precious time that in extreme cases can prevent live changing injuries and even save lives.

Like what you see so far?

Then why not save time, stress and money, as well as simplify your admin at the same time?

We don't charge you more if you grow!

If your PT business expands, some organisations will charge you more in subscription fees. At Coacha, the no.1 PT booking system software, we don't believe you should pay more for putting in the work and growing your business. So, whether you've just recently started off with just a few clients, or are an established PT business with 100+, you will always pay one very reasonable, fixed price. 

Absolutely no hidden obligations

We don't believe in locking you into a contract, so there are no annual fees to pay or papers to sign. Unlike with some of our competitors who offer ‘FREE Software’, we don’t insist you put all of your finances through Coacha. We don’t make any money from your transactions at all – other companies out there do, so be careful!

No fixed term contracts - cancel any time

While we're confident you'll love Coacha as much as we do, it's good to know you can cancel at any time. You pay us on a monthly basis – just like with Netflix. And, just like with Netflix, you're free to cancel your subscription with us at any time.
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iOS & Android Apps mean you are always connected with your PT clients

Never be caught without the right information again as Coacha has dedicated Apps for both Android and Apple iOS. Designed for you, your staff and your members / parents, they work on mobiles and tablets such as iPads.

iOS iPhone and iPad

Our iOS App works on all current Apple devices and gives you and your clients the key information needed quickly and conveniently.

Google Android 

The Android App has proven to be as popular as the iOS App. Now everyone is catered for meaning your life will get easier and less stressful!


Add your logo & colours to Coacha

Would you like to be able to fully brand Coacha with your own logo and colours so it looks like Coacha is yours? And have Apps and a Member Portal that look like they are yours too? Well, now you can with the Coacha Custom Plan! 

Plus, the ability to send invoices, personalise system emails, turn features on and off and have your own dedicated Account Manager. 

" The main benefits we have found so far are… " 

…management of class times and schedules , invoicing our members via email , the ability to group members together based on our own defined categories and the contact tracing feature … allowing us to select a member and have a very clear breakdown of when and who they took a class with in case of any Covid related queries.

Kevin Arrigan – Treasurer - review on Capterra & Coacha subscriber

Designed to make your life as a PT instructor easier ...

With years of coaching experience, our co-founders understand what it takes to manage parents, classes and money. That's what has enabled us to create Coacha; a personal training booking system designed to help you focus on the things you love - teaching and training. With a simple but powerful interface that cuts admin time in half, keeps all of your clients' details to hand no matter where you are, and is proven to minimise missed payments, Coacha is the perfect solution for streamlining your day-to-day client management.

So, how much does Coacha's membership software cost?

Firstly, we don't charge by the member, as that gets costly for you. Also, we never show adverts to your members. And we don't charge for updates, nor the use of our iOS & Android Apps. Above all though, we don't add silly amounts of money on top of transaction fees
Few providers can make all of these claims. But we can.

Personal Training Software FAQs

With so many personal trainer software providers on the market, it's a confusing (not to mention time-consuming) process to find the right system for you. Here are some frequently asked questions that may help you decide what's right for you.

What is the real cost of personal trainer software?

The devil is in the detail here as many providers hide their true transaction fees, whereas we don’t.

In our mystery shopper research, we found fees as high as 30p + 4.2% per transaction for taking card payments. Coacha’s equivalent fees are 24p + 1.2%. It doesn’t sound a lot, but when you add it up over the course of a year, it runs into thousands of ££’s.

For example, if you have 100 clients and charge them £30pcm each, by using LoveAdmin you would pay £1,972pa in transaction fees. With Coacha you would pay only £1,104pa which includes our monthly subscription fee as well as all transaction fees. So that’s a huge difference of £868pa.

To see the calculations for the above and LoveAdmin’s extra monthly charges click here: Love Admin fees.

(figures correct as at October 2021)

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What are the limits with Coacha?

There really are no limits. You have unlimited everything with Coacha. Clients, trainers, sessions and sessions, registers, subscription plans, email…the full works!

The only thing you pay extra for are text messages. And these are as low as anyone else in the market at 4.5p per text message.

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Is PT software easy for clients & parents to use?

If you want clients and parents to login to Coacha, then yes, your own bespoke ‘Client Portal’ is very easy to use. It has been painstakingly designed to be really easy to use, so there’s no excuse for people not to login!

Great for them, time saving for you, and having a PT booking system with your own logo on it really makes your PT business look professional and well organised.

What’s more, clients get to see all the personal info you have on them and they can update and/or download it if they want (great for your PT businesses GFPR compliance!)

There are also FREE Andriod and iOS apps   available for everyone to use too. What’s not to like?

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If I use a personal trainer software, will it help with my accounts?

Absolutely, as it keeps everything digital and streamlined. You can see whose has paid you what, when and how. Plus, you can keep a very close eye on how much money your PT business is taking. And if it is losing anything from your people not paying you.

What’s more, accountants love personal trainer software that they can download from and integrate your PT business’s financials to the software that they use. Software like Xero, Quickbooks or Sage to name but a few all help with making tax digital (MTD)  

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Do I need a card reader to take payments if I use PT software?

No, you don’t.

Do away with the expense and hassle of terminals and readers. You can take card payments through Stripe and direct debits through GoCardless.

Need a client to pay for a T-shirt or kit? You can send them a one-off payment request by email or take a payment right there in front of them using the Coacha interface.

Not having a card reader not only reduces your costs but simplifies your online billing processes straight away. It also makes your PT business look professional and well organised.

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What happens if payments fail?

Let’s face it, payments do sometimes fail and for various reasons. Only the best personal trainer software has a payment retry process, especially one that retries up to four times.

Whether a bank error, a cancelled payment or just insufficient funds, having a robust subscription management system  means you can simply ‘set and forget’ freeing you to get on with tasks that are more enjoyable than admin!

You can choose to be notified that a payment has failed and is being retried, or just set Coacha so that you’re notified when the last attempt has failed. Just think of the amount of time this will save you with chasing people for money they owe you…

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Does PT software help me if I have an emergency?

When looking for the best PT software, choose something where you will always have Emergency Information to hand. It is essential you make sure you have emergency contact info available, as well as medical notes for all of your clients.

Also, make sure that whatever personal training appointment scheduler you go for it has the ability to work ‘offline’ for when you don’t have mobile internet access or a decent wifi signal. Coacha’s apps are designed to work without internet access and will automatically synch with Coacha the minute you get internet access again.

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What stats and figures can I get from a PT booking system?

Performance, attendance, and financial data are crucial for any PT business that wants to stay at the top of their game. The personal training appointment scheduler should show you instantly your client attendance levels and who’s been putting the work in, and equally as much, who hasn’t.

It should also give you easy access to your headline financial info whether for the last week, month or whole year. Quick access like this means quick decisions can be made and you’ll always be in control of the money in your Personal Trainer business.

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With a personal trainer software I’m told I still need to comply with GDPR – will it help?

Any organisation that collects personal data must comply with GDPR legislation, and that includes PTs. The very fact that you choose to use a PT software itself will show that you have data protection built into the running of your PT business .

A bespoke ‘Client Portal’ such as those you get free with Coacha enable people to access the personal data you hold on them. A personal training appointment scheduler with this functionality will also give your users the ability to edit and download their data if they want to. This type of advanced functionality really is the gold standard of GDPR compliance.

Want to really get to grips with GDPR, why it’s important and what you should be doing to keep your personal trainer business compliant? If you do then download our FREE GDPR in sports guide which not only explains GDPR but also gives you practical tips you can implement immediately.

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Can I get free attendance registers too?

Any personal trainer software that’s worth considering simply must have automatically generated attendance registers. Having these automatically produced for you saves both time and hassle with your PT business’s admin. They should be 100% free too and not an add on or upgrade feature.

You should be able to quickly add clients in, set up your sessions and hey presto, your registers are automatically created. When you, your team or your clients log in, they get to see what's on straight away. This is an essential factor to look for in any PT booking system.

Coacha’s advanced attendance register features mean that you can enable sessions that people can book straight on to without coming to you first. On the day of the session itself they can also check themselves again without tying up any of your staff’s time.

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Can I get free personal trainer software?

If you’re after a free personal trainer software downloads, then why not try Coacha Lite which is completely FREE Membership Management Software?

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Can people book on to sessions themselves?

Not all PT software (UK or overseas) allows clients to book on to sessions directly themselves. However, by enabling ‘make session bookable’ in Coacha you can reduce your time on admin and speed up the way in which your clients can register for sessions.

Great if you run open sessions that people can book onto if they want to attend, and with setting a session size you can ensure that your sessions are never over-subscribed. Your clients can simply log into your Client Portal and book up in just a few taps or clicks.

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I only operate during term time – does this matter?

Many PTs with younger clients have term time/seasonal timetables and sessions. The best personal training appointment scheduler should give you the ability to have start and end dates for your sessions as opposed to just weekly or monthly options.

With unlimited sessions and registers, Coacha is perfect for setting start / end periods to whatever you want. Great for school term-based sessions as well as events such as one off competitions, or showcases or exhibitions.

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I get people turn up unexpectedly to my sessionss – how can I add these people?

It happens. People turn up unexpectedly to a session or event and you know that you need to collect some of their personal details just so they can join in. Some management software doesn’t cater for this in a way that is quick and easy to sort out on the day.

With Coacha’s PT booking system, you can avoid delays when extra people turn up unexpectedly. Quickly add them to the attendance register without having to mess around with the app settings or add a full new client. Then, after the session, you can go back and add more of their details in when you have more time.

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Does free personal trainer software (or paid for) help with safeguarding children?

When performing a personal trainer software comparison make sure that whatever you choose helps with safeguarding children. Make sure you are able to segment the children’s information so that only specific staff are able to see their personal information.

Coacha lets you set different levels of access as you don’t want people seeing the wrong data. The messaging centre also has NPSCC CPSU text and email rules built in so that people are unable to contact children directly without other’s being copied in. This can include other clients, staff, parents and even your safeguarding officer.

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Can I send text messages to people using a PT booking system?

Check out independent PT software reviews and always make sure that any software or app that you use only partners with industry leading SMS specialists. Coacha partners with the best SMS service in the UK - TextLocal. You'll enjoy amazing rates, quick delivery and accurate reporting. No need to use your mobile text allowance again!

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I only want to message specific people. Can I do this with a personal training appointment scheduler?

Being able to select and control who receives your messages from your personal trainer software is very important. You really don’t want to bombard people with messages not relevant to them.

As part of your PT software UK Coacha enables you to customise who you send your messages to with ease. Send to just your colleagues, clients of a certain session, to a specific group, or to everyone ... you're in total control.

Comparing Coacha with other software and apps?

A few things to remember…

Firstly, we don't charge by the member, as that gets costly for you. Also, we never show adverts to your members. And we don't charge for updates, nor the use of our iOS & Android Apps. Above all though, we don't add silly amounts of money on top of transaction fees.
Few providers can make all of these claims. But we can.

Online Booking System for Personal Trainers – FAQs

How is the Coacha online booking system for personal trainers different from other apps that call themselves the “best scheduling app for personal trainers”?

While there are many apps out there that have been rated by the designers and users alike as the “best scheduling app for personal trainers”, we’re pretty sure none of them offer the value for money combined with the features that our personal trainer business software does.

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Do I get my own website with the Coacha personal trainer business software?

While it does sound like a splendid idea, for an unbelievable price of just £36 a month, you get amazing web-based personal trainer management software that helps you keep your classes nicely organised and takes the burden out of admin tasks, unlike any other personal trainer management software available today.

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Can I try your personal trainer scheduling app before I buy?

You certainly can! The Coacha personal trainer scheduling app comes with a free 14-day trial which gives you access absolutely all the features included in the premium/paid version of our personal training appointment scheduler.

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What happens when my personal training appointment scheduler free trial expires?

After the 14-day trial for your personal training business software expires, you will be prompted to purchase Coacha for just £36 a month. Once you’ve done so, you’re back in again at exactly the same place you left off with all of your data waiting for you.

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What if I want to cancel my membership to your personal training business software?

You can cancel at any time by not renewing your monthly plan when the renewal date arrives. It’s that simple. There’s no contractual binding or hidden cancelling fees, unlike the vast majority of other personal training management software.

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Do I have to pay a setup fee for using Coacha’s personal training management software?

Absolutely none whatsoever! Our personal training scheduling software is super-easy to sign up to and get yourself  up and running. Once registered for your free trial, you can download and use the completely free iOS and Android Apps too.

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I’m not that computer or internet-savvy. What kind of support can I get while setting up your personal training scheduling software?

Not to worry, many people aren’t and that’s fine. You can contact our support team 24/7 by using the blue ‘Support’ button from within Coacha itself. Our support team can also be reached on  support@coacha.co.uk and they’re happy to help you get set up with the Coacha personal training scheduling software should you need a hand with anything.

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Are my payment details secure when I pay to use the personal training scheduling software?

Yes, 100% secure. When you pay to use our PT booking system, you go through our secure payment processing partners. At Coacha, we never store any credit card information or sensitive payment data.

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How many staff members / clients are included in the PT booking system?

As many as you like! Our PT booking system does not have any limits to the number of clients or staff members you want to add, unlike many other PT booking systems available today.

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Is my personal data safe and secure in the PT studio management software?

Yes, your data is kept on our secure servers which are encrypted with the latest SSL protocols to keep it safe from prying eyes. Our servers are located in reputable hosting centres throughout the UK, EU, US, Australia and Canada.

Rest assured, when you use our scheduling app for personal trainers, your data will never fall into the wrong hands or misused in any way by anyone, for that matter.

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Which payment methods currently work with your scheduling app for personal trainers?

At the moment, the Coacha scheduling app for personal trainers integrates with GoCardless and Stripe, as we believe these two payment providers are among the very best currently in existence.

However, if you have any suggestions on seeing more payment methods integrated with our scheduling app for personal trainers, do let us know.

Comparing Coacha with other software and apps?

A few things to remember…

Firstly, we don't charge by the member, as that gets costly for you. Also, we never show adverts to your members. And we don't charge for updates, nor the use of our iOS & Android Apps. Above all though, we don't add silly amounts of money on top of transaction fees.
Few providers can make all of these claims. But we can.

Personal Trainer Booking App FAQs


Just £36 a month to use the personal trainer booking app sounds too good to be true – are there any other charges at all, or hidden charges?

We know! We’ve done a great deal of market research to come up with a rate for our personal trainer booking app which is not only reasonable but also does not slice in too heavily into your profits. We take a lot of pride in beating other personal trainer booking apps on price, in addition to a variety of fantastic features.

And no, there are absolutely NO hidden charges whatsoever to use our personal trainer booking app. Just keep paying the monthly fee and you’re golden.

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Will you charge me to set up the personal trainer booking app or when I need to cancel my membership?

No charges involved whatsoever! When you need to set it up, just follow the on-screen instructions which are easier than a walk in the park. And, if you need to stop using the personal trainer booking app for a while, simply use up your monthly plan and then don’t pay when it’s time to renew. With us, there’s no such thing as ‘cancellation fee’.

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What is the best scheduling app for personal trainers available right now?

Well, to be honest, many providers and users alike may argue that Doodle, Calendly, or SetMore, for example, may be the best scheduling app for personal trainers, as they certainly are among the highest ranking ones.

But when it comes to the “best scheduling app for personal trainers”, how many of them offer:

  • A £36/mo only charge to use the personal trainer booking software?
  • NO additional charges for adding more members (as many as you like)?
  • A support ticketing system which often resolves queries within 12 hours if not less?
  • An easy-to-use interface and breezy setup which requires no setup fee whatsoever – even a primary schooler could download the personal trainer booking software and start using it within 2-3 minutes
  • A premium feature set which rivals the best scheduling app for personal trainers, but available to use at less than half the monthly price?
  • And much more!

So, in all honesty, we truly believe Coacha is the best scheduling app for personal trainers, as it offers all the premium features of the leading personal trainer booking software available at the moment, but at a significantly more competitive price!

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What do personal trainers gain by using the Coacha personal trainer booking software?

A lot! First of all, our personal trainer booking software makes it amazingly easy to manage client details, such as who signed up, who’s showing up for a session, who’s not, any outstanding dues, and so much more, like a bespoke Member Portal, where clients (and their parents) can log in to view the latest notifications, messages and announcements.

Second, Coacha is the kind of personal trainer booking software which will saves you a lot of time, money and effort in the long run, and even helps you attract and retain more clients – once they see how organised and professional everything is when working with you, and especially, how easy it is to communicate via the personal trainer booking software.

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Once the complementary bookings expire in my personal trainer booking system free trial, can I somehow have more bookings for free?

Unfortunately, this is not possible. Most personal trainer booking system providers don’t even offer a 100% FREE trial, but we offer one as we feel this is important to let you familiarise yourself with how the Coacha personal trainer booking system works.

When you reach the trial end date you will be prompted to pay a monthly fee of just £36 to keep using the personal trainer booking system. Want to know the best part? The paid version of our personal trainer booking system lets you add as many clients as you like, at no additional cost, no matter how large your client base gets!

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Is your online booking system for personal trainers easy to set up and use? What if I’m not internet savvy or not familiar with computers?

Oh, trust us, you have nothing to worry about! We’ve specifically built our online booking system for personal trainers in a way which makes it really intuitive and easy to use. The interface is so user-friendly that even a 6-year old could set everything up and start using the online booking system for personal trainers within minutes!

So, you don’t have to be internet-savvy or computer-savvy to set it up the online booking system for personal trainers and use it – just download it, follow the on-screen instructions and you’re in!

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Is it possible to pay for the online booking system for personal trainers annually?

Yes you can pay for our personal trainer business software either annually or monthly. We believe both options allow you to manage your cashflow through our personal trainer business software in a way that best suits you and enables you grow and expand your client base!

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Is my private information in the personal trainer business software secure and who owns it?

Yes – our servers use the latest SSL technology and end-to-end encryption to protect your private information. In addition, your personal trainer business software already has the latest GDPR and child safety guidelines integrated so that clients’ and their parents’ communication within the personal trainer business software is always private and secure.

As for ownership, you are the sole owner and if, for some reason, you stop using the Coacha personal trainer management software, you can either have your private information deleted permanently from our servers or request us to leave it as-is, in case you decide to return to Coacha.

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Do my payment details remain secure in the personal trainer management software?

Always – when you pay monthly to use the personal trainer management software or have clients pay their dues, for that matter, the transactions go through our ultra-secure payment merchants: GoCardless and Stripe.

We have specifically integrated these two payment processing merchants with the Coacha personal trainer management software because we believe that they not only offer a speedy and reliable service, but the best in online transaction security.

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Is it possible to adjust language in the Coacha personal trainer management software?

At the moment, the Coacha personal trainer online booking system is available in English-speaking regions only – the UK, US, EU (where English is commonly spoken or used to communicate), AU and Canada.

Therefore, there’s no option to adjust language for now, and even though Coacha is available to use in English, you can certainly change certain terms to make the app more user-friendly according to your specific regions. Please check out this link to learn more.

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Are emails and SMS messages both completely free in the personal trainer online booking system?

While emails are completely free, there is a 4.5-5.5p charge per text message – it’s ridiculously low to begin with and as low as any other personal trainer online booking system available online.

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Can I claim a refund for the personal trainer scheduling app?

Unfortunately, we can’t offer refunds for using the personal trainer scheduling app and there’s a genuine reason for that: Coacha is a PT booking system which often beats other personal trainer scheduling apps on price and features alone. The £36 charge each month is super-competitive to begin with, and to keep it that way, we don’t include any additional charges like other personal trainer scheduling app providers do, such as setup fees, annual contract renewals, cancellation fee, etc.

If you ever need to stop using our personal trainer scheduling software for whatever reason, simply cancel via you Coacha dashboard. But we would appreciate it if you could leave us some feedback so that we can tailor the personal trainer scheduling software to better serve your needs.

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What happens to my personal data when I stop using the personal trainer scheduling software?

In the event that you stop using the personal trainer scheduling software, your personal data will remain in our secure servers. And when you’re ready to dive back into the personal training booking system, you’ll find everything just the way you left it.

However, if you’re profile is inactive in the personal training booking system for up to 90 days, we will delete your personal data from our servers but will run it by you before we do, in case you want to return to Coacha.

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I want to expand my member base – does that mean that I’ll be paying more to use the personal training booking system?

Not a penny extra! No matter how much your PT business grows, and how many clients you add to the personal training booking system, you’ll still be paying the same fantastic monthly price: £36.

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Can I permanently remove my account from the personal training booking software?

Should you stop using our personal training booking software, all your account-related information stays with us unless you ask that we permanently delete it.

If you want your account to be deleted from our personal training booking software, then please send us an email request. Keep in mind though, that when you plan to hop back on to the personal training booking software, you will need to create your profile as well as your clients’ from scratch.

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Can members book sessions online through the personal training business software or will I have to send them notifications/messages each time?

Through the personal training business software’s bespoke Member Portal (completely FREE), your members can log in, view class schedules, book themselves on to classes or cancel sessions. It’s all there for your and your clients’ convenience.

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Is there a knowledge base I can find within the personal training business software if I need help or support?

Yes – there’s a detailed knowledge base, including useful links, videos and how-tos, which you can find within the Coacha personal training business software. Just go to the main menu and you’ll find it under ‘Support’ or ‘How To Guides’.

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Who do I contact if I can’t find the information I need from within the personal training management software?

We have a robust support ticketing system which you can access from within the personal training management software. When you log a support ticket along with your query, we will try our best to respond within 12-24 hours.

However, if you wish to speak directly to a real person and get live support, our support team is available to assist. We ask you to bear patiently as the queue can sometimes get a bit longer than we’d like!

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Does the Coacha personal training management software allow me to accept bookings from my website?

Well, no – our personal training management software does not have this functionality, but instead something even better: your own bespoke Member Portal completely free, which your clients can use to log in, book classes, view schedules, and a lot more.

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Does my personal training management software connect with Instagram, Pinterest or other social media platforms?

Unfortunately, this functionality is not available in Coacha because it is primarily a personal training appointment scheduler, personal training scheduling software or PT booking app, as it goes by many names.

However, one thing our personal training appointment scheduler does not do is serve as a marketing tool and, therefore, does not integrate with any social media platforms as such.

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What if I have a team of personal trainers – will I need to create a separate account for each one in the personal training appointment scheduler and then pay separately for each one?

Not at all! All you need is a primary personal training appointment scheduler account, and then you can start adding as many personal trainers to that account as you like. Simply create a profile for each one and share the personal training appointment scheduler login credentials with them, that’s it! Or you can set them up with their own login if you’d prefer…lots of options!

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How do I create bookable classes from the personal training scheduling software?

Oh, it’s super-easy! When you create a class, you will see a checkbox at the bottom which says: "Can people book onto this class?"

Check this box in your personal training scheduling software and then define the total number of people who can book the class. You’ll find this in the "What is the Maximum Class Size" box.

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I’m not sure how to add a new event in the personal training scheduling software – can you show me how?

But, of course!

Setting up events in your PT booking app ensures that other personal trainers on your team are aware of their commitments in advance. So, find ‘Classes & Registers’ from the main navigation bar and click ‘New Class or Event’. Fill in the details in your PT booking app’s sub-menu and you’re all set.

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What if I need to use the PT booking system a few months only each year?

That’s pretty much a non-issue!

The Coacha PT booking system works on a rolling month basis – so, let’s say you need to use it between January and April and then again between September and December, simply pay the monthly £36 charge for those months only, and that’s it.

We won’t charge you a penny for the months you’re not using the PT studio management software.

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How long does it typically take to set up the FREE Trial for Coacha’s PT studio management software?

Not all that long – once you’ve downloaded the PT studio management software, the trial can be set up in as little as 2-3 minutes, provided you have a decent internet connection. Even if you drag things a little, it won’t take more than 4-5 minutes to set up the PT studio management software!

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Can I provide different access levels to my team of personal trainers from within the PT studio software?

Certainly! You can either give your team of personal trainers full administrator access within the PT studio software where they can see and access all Classes and Registers, or you can limit their access to just the Members and Classes they are dealing with.

So, to do this, access your PT studio software’s main menu, select ‘People’, ‘Your Members’, and then ‘Instructors and Admins’. From here, you want to click on ‘View Profile’ or ‘Add new staff’ for any of your existing personal trainers and choose the desired access level from the drop-down options.

And, you’re done! Setting access levels in your scheduling app for personal trainers is an easy-peasy affair.

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I’m really interested in the scheduling app for personal trainers but I don’t want to download the free trial. Can I get a demo instead?

Unfortunately, this is not possible at the moment as we are offering an unbelievable deal already: a 14-day FREE trial where you can try out all the features in our scheduling app for personal trainers so that you get a good feel for everything. It’ll only take you a few minutes to download Coacha and setting it up is a simple and hassle-free process.

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I’m moving to Coacha from another scheduling app for personal trainers – can you help me move or upload the data?

Absolutely! You’ll just need to have all your data in XLS or PDF format and then download your scheduling app for personal trainers’ Member Import Spreadsheet – add your data here, ensuring that the data is transferred to the appropriate columns in Coacha’s spreadsheet.

The ‘Mass Import’ feature from the main menu is pretty much self-explanatory and lets you add your existing list in a few clicks – that’s how simple it is to import your existing members list into your new training scheduling software!

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Is having a website mandatory in order to use, benefit from or fully utilise all of the training scheduling software’s features?

No need whatsoever. Your training scheduling software is not only easy to setup but also comes with a FREE Member Portal, allowing your clients and team members to log in to it without ever having to visit your website.

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Do you back up my data regularly as I continue using the training scheduling software? What happens when I lose that data due to some reason?

We back up our entire system on a regular basis which ensures no loss of data, in case there is an issue with the training scheduling software, causing loss of data on your end.

If you need a copy of this data, you can download everything from Coacha’s Data Export feature, although as a PT business owner, you do need to decide on your own back up processes as well from a GDPR perspective.

Comparing Coacha with other software and apps?

A few things to remember…

Firstly, we don't charge by the member, as that gets costly for you. Also, we never show adverts to your members. And we don't charge for updates, nor the use of our iOS & Android Apps. Above all though, we don't add silly amounts of money on top of transaction fees.
Few providers can make all of these claims. But we can.

Best Apps for Personal Trainers, Coacha – FAQs


What makes Coacha among the best apps for personal trainers?

Coacha is right up there with the “best apps for personal trainers” for several reasons:

  • It’s a very easy way to communicate with clients.
  • It gives your clients and instructors a constant two-way communication channel through which they can easily relay what they need to, with GDPR compliance features integrated.
  • It’s also among the best apps for personal trainers because it makes session scheduling and venue booking a really straightforward and intuitive process – anyone can do it within a few taps.

We can’t possibly list all the reasons here for Coacha being among the best apps for personal trainers – even though we want to! Why not try it out yourself through a FREE 14-day trial?

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Is Coacha the best personal trainer app for beginners?

Yes – not only that but we also believe that Coacha is among the best PT software to date because the user interface is so easy to learn. The navigation is really seamless and the setup is so simple that even a primary schooler can set it up within minutes.

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What should the best PT software have in order to qualify as the “best”?

The best PT software should absolutely prioritise communication and session booking features. We believe these are two of the key features found in all the “best free personal trainer apps” currently available to download.

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Is Coacha the best free personal trainer app available right now?

Well, we’re not big fans of self-praise but our users believe that it is the best free personal trainer app available right now. Check out the FREE trial to find out exactly what they mean!

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I’ve read a few reviews on the best scheduling app for personal trainers but they seemed to fall short – can Coacha prove itself to be the best scheduling app for personal trainers?

Our team has worked really hard to develop the best scheduling app for personal trainers because our founders are active sportspeople themselves, serving a good chunk of their professional lives as coaches. We understand what personal trainers demand – from seamless sessions scheduling to bookings to smooth and hassle-free online payments, and more.

Coacha has been recognised by the vast majority of its users as the best scheduling app for personal trainers because it makes the day-to-day tasks of a personal trainer or PT organisation really easy, cutting admin time in half and doing away with all the constant back and forth which happens between instructors and clients, especially when things are not organised properly.

Allow the best scheduling app for personal trainers to do it all for you – you’d be amazed how it makes life easier. Don’t take our word for it though – try it out absolutely FREE for 14 days.

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I’ve tried the currently available “best trainer apps” but they seem very pricey – is Coacha competitively priced?

Good news! Not only can Coacha easily rival the premium features of these “best trainer apps’, but in many cases, it offers even better ones, and at an unbelievable price too! Just visit our pricing page to learn more.

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What can a fitness management app not do?

Well, even though personal trainer software is, by design, a tool or aid to make many aspects of managing your personal training schedule or day-to-day activities a lot easier, it is not meant to be used as an accounting or, say, a sales and marketing tool.

But with that said, you can certainly use your personal trainer software to export client lists and other critical information to your favourite accounting software and then do what you need to do!

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How do session bookings work in your personal trainer software?

Glad you asked! Sessions booking is one of the highlights of our personal trainer software and forms a large portion of how Coacha works and how you can take advantage of it.

The way it works is that you need to first access the ‘People’ tab from your personal trainer software’s main navigation bar. Then look for a checkbox at the bottom that says “Can people book onto this class?”

Once you find that, check it, and choose the maximum number of clients you want booking into the session that you just created*.

*Please note that you have the option to change the language in Coacha so you can rename ‘Classes’ to ‘Practices’ or ‘Sessions’, or ‘Coaches’ to ‘Instructors’ or ‘Trainers’, for example.

If you require any guidance on how to make a session bookable in your personal trainer software, please visit this link.

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Can you quickly show me the steps needed to make sessions bookable in the personal trainer software?

Oh, absolutely!

Creating bookable sessions in your personal trainer studio software is so easy to do, allowing your clients to do this either through their personal trainer studio software web login or the iOS/Android app.

As explained earlier, find the “Can people book onto this class?” checkbox in the ‘People’ tab from your personal trainer studio software’s main interface. After ticking this box, define the total number of clients who can book onto the session. This can be done by filling out the box that says “What is the maximum class size”.

If your clients are paying on a session-to-session basis, then you need to tick the “Pay-as-you-go” option, and proceed to add the price for the session. You can also choose how you want clients to pay you – simply sign up for a GoCardless or Stripe account from within Coacha’s personal trainer studio software and that’s it. Alternatively, you can ask your clients to pay in cash as well. For recording cash payments, just click on ‘pay’ under the respective client’s name. Members who have already paid for the session using GC/Stripe or other online channels will show as ‘paid’.

You can also limit the number of clients who can book onto sessions through the personal trainer studio software. You may want to do this based on their subscription plan. From the same sub-menu, check the “Restrict member groups” checkbox and choose the groups who you want to enable session booking for. That’s it!

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Is there a venue booking feature in the personal training appointment scheduler? How does it work?

There is!

The venue booking feature can be found in your personal training appointment scheduler’s Club Settings page which can be accessed from the main interface. You need to enable “Venue Bookings” from this screen and then set it up.

The first thing to do once your personal training appointment scheduler takes you to this page is to define what can be booked – this could be gym equipment, mats, machines, dedicated 1-1 training rooms or the entire training facility – it’s entirely up to you. So, you need to give it a name, e.g. “Venue 1” or “Equipment hire/booking”. Here’s your chance to get creative!

If venue booking isn’t included in your client’s membership or subscription level then, then you need to check the ‘Enable payment on booking’ option and then select the payment methods you want to offer clients. Now hit ‘Save’ and you’re golden.

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Can I create individual timeslots for venue booking in the personal training appointment scheduler?

Yes, this feature is available in your personal training appointment scheduler and accessible through the ‘Court Bookings’ tab from the main dashboard.

This part of the personal training booking app shows you your venue timetable and any timeslots you create. The timeslot creation panel is very easy to navigate and everything is clearly laid out for you to set as desired.

If you want to create a new timeslot in your personal training booking app, then use the 'Create a new XXXXXX Timeslot' panel to do so. The “XXXXXX” will automatically change to whatever name you’ve given to the “area” or “place” that can be booked – e.g. Venue, Facility, Ground, Court, etc.

The next thing you want to do in your personal training booking app is select the start date on which the timeslot will become available. Then choose the time of that timeslot, after which you need to select the duration. Next, choose if the timeslot should be recurring and then choose the specific venue item that is bookable – remember it could be the entire venue that can be made bookable, specific areas of the venue or even the equipment and/or items available to book within your venue.

After you set the timeslot booking price, click ‘Create timeslot’. Now you can view your venue timetable in the personal training booking app where it will show all the available timeslots you have just created. From this screen in your personal training booking app, you can also disable or delete timeslots and book clients yourself onto a timeslot.

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Can my clients use the personal training booking software to book venues and/or items themselves?

Yes, your clients can definitely book venues through the personal training booking software so that you don’t have to do it for them every time. And the best part is, they can either do this through the web personal training booking software login or through their smartphone app.

From the main interface, your clients need to find the ‘Book a Court’ option, then choose their timeslot (the green ones are the ones you’ve made bookable) and click on ‘Next Step’. At this point, they can add other clients or family members, friends, associates, guests, etc. who may be accompanying them to the session. This is important for health and safety as well as attendance tracking reasons, so make sure your clients understand this prior to booking venues via the personal training booking software.

The final step in the personal training booking software is to choose a payment method (if they need to pay separately for the venue booking) and then click ‘Pay and book’. That’s it, they’re in!

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Can my clients manage 1-2-1 session bookings on their own using the personal training booking system or do I have to do this for them?

No effort is required from you, apart from enabling 1-2-1 bookings from the personal training booking system, so that your clients can book onto any of the available sessions.

So, the first thing your clients need to do is log onto their personal training booking system, and then head to ‘Book a session with an instructor/coach’. Then, they need to select the instructor they would like to book a 1-2-1 session with and click ‘Next Step’.

They will then be greeted by a Calendar which has green boxes over certain dates – those are the days on which they can book 1-2-1 sessions with their favourite instructor, right from the personal training booking system!

Once they have selected a timeslot, they need to click ‘Next Step’ again and then choose a payment option by clicking ‘Pay & Book’. If you’re not charging your clients an additional fee for booking 1-2-1s or private group sessions through the personal training booking system, then they don’t need to go through this step.

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Can my clients cancel a booking through Coacha’s personal training business software?

Yes, your clients can definitely cancel bookings through our personal training business software.

They need to go to the same page from which they accessed timeslots to book any 1-2-1s or private group sessions, and then access ‘Your Bookings’. All they’ve got to do is hit ‘Cancel’ on this page of the personal training business software and that’s it.

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As the “Administrator” what do I need to know about how 1-2-1 bookings and timeslots work in the personal training business software?

The 1-2-1 bookings and timeslots features are two of our personal training business software’s greatest strengths! It’s something that can cut your admin time in half, as far as sessions scheduling and bookings go, and make life a lot easier for your clients too when they want to book and get the ball rolling on their personal training.

Our personal training management software offers a powerful, practical and easy way to manage your instructors’ timeslots. The feature can be used to manage either 1-2-1s that they have booked with clients or private group sessions. So, the 1-2-1 bookings and timeslots features in your personal training management software give you full control over your instructors’ timeslots, how clients pay (if they are required to pay separately, i.e.) and whether you want instructors to manage calendars on their own.

To understand how this practical and super-useful feature works, you need to first find the timeslot manager in your personal training management software.

You’ll find that every instructor’s profile has a timeslot manager attached to it. So, all you need to do is head to the desired instructor’s profile and adjust their timeslots as needed. Please note that timeslot manager is not enabled in your personal training management software by default. To enable it, first find the ‘Timeslot Booking Settings’ tab and enable timeslot booking for the chosen instructor. You can also allow that instructor to manage timeslots on their own using the personal training management software by enabling ‘Allow this coach/instructor to manage their timeslot’.

The next thing you will do in this section of your personal training schedule software is to choose the type of timeslot:

  • 1-2-1s, which are available to one client only to book
  • Multiple 1-2-1s, which allows your instructor to run multiple 1-2-1 sessions concurrently
  • Group timeslot, where your instructor will offer a private session to a group of clients

Once you have chosen the appropriate option in your personal training schedule software, you can turn on payments, if sessions booking is not a part of your clients’ regular subscription plan.

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If I allow my instructors to control timeslots on their own from the personal training schedule software, does that mean I lose control over timeslots?

Not at all – even if you have enabled the option to let instructors manage timeslots on their own from the personal training schedule software, you still have complete control.

Go to the Timeslot Manager interface – the screen on your left shows a timetable of all of the timeslots you created, while the screen on the right in your personal training schedule software is the Timeslot Creator. This screen offers a variety of functions to help you exercise full control over timeslot management.

So you see, you still have complete control over how timeslots work – with the only exception being that your instructors (if you enable the feature) can book and cancel timeslots at any time, which you have already created in the personal training scheduling and billing software. Beyond that, they have zero control over timeslots!

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How do I create a new timeslot in my personal training scheduling and billing software?

Oh, it couldn’t be easier:

From the Timeslot Manager screen in your personal training scheduling and billing software, find the ‘Create a New Timeslot’ page and start filling out the details. For example, you can choose the timeslot’s start data, duration, end date, type, whether you want it to be the same each week, how much it costs when clients book it through the personal training scheduling and billing software – and so on.

Once all the details have been filled out, tap or click ‘Create Timeslot’ and you’re done. The brilliant timeslot booking system in Coacha is merely one of the ways you have full control over session booking and that too with a few taps only.

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Which payment methods does the Coacha personal training scheduling and billing software support?

We recommend that all our users take advantage of GoCardless (GC) for Direct Debit payments, and / or Stripe integration for taking all major credit and debit cards in their personal training scheduling software. Both have fantastic transaction rates, best-in-class security and make online debit as well as credit payments a total breeze. The best part though is that we, as your personal training scheduling software provider, will never add any transaction charges on top of that.

However, if you prefer alternative methods of taking payments from clients or making the monthly payment out to us, then your personal training scheduling software can record cash and bank transfer, Standing Order, and BACS payment.

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Can you help me understand what the Member Portal is or how it works in the personal training scheduling software?

Absolutely – the Member Portal is a really useful feature that some, but not many personal training scheduling software providers, offer to help clients as well as instructors log onto the personal training software either through a web interface, iOS/Android app or any mobile device. Ours is totally FREE!

As the organisation owner or administer, you first need to setup Member Portal logins for all your clients and instructors who are using the personal training software. So, in order to use the Member Portal, go to this link and then enter the login details which you created at the time you signed up for the free trial to the personal training software.

You’ll then be directed to the dashboard which gives you access to all the Portal’s features. It’s a good idea to familiarise yourself with some of the features available here as your clients may, on occasion, ask about some of these features.

As far as assigning Member Portal logins to your clients (including younger clients’ parents/NOKs) is concerned, you have three options in your personal training software:

  • Request all clients to set up logins themselves
  • Allow clients to set up their logins when they sign up via the sign-up form in the personal training software
  • Individually assign each client with a login
  • Assign all clients with a login in one go or in select groups

For now, here’s what you need to do to assign Member Portal logins one by one:

Find the People tab from your personal training software’s main interface, then find ‘Your Members’ and then ‘View Profile’. This allows you to set login and passwords for each member individually. Please keep in mind that if a client is under 16, you can only allow his/her parent/NOK to access the Member Portal through the personal training software. If your client is between 16-18 years of age, then you can either set up a login for him/her, their parents/NOK only, or both. If they are over 18, there’s no need to setup a login for the parent/NOK as well, although you can choose to do so, if they request.

The above are integrated into our personal training studio software and in line with the latest NSPCC guidelines for CPSU (Child Protection Safety Unit) – meaning that any young client of yours will never be contacted without their parent’s or NOK’s consent.

So, to setup a login for any one of your clients, you should see a checkbox underneath their personal information which says ‘Allow login’. Check it and a password field will allow you to set the password. If your member is 16 or under, the ‘Allow login’ option will automatically appear in the NOK (next of kin) section.

Once you have set a password in your personal training studio software for the client or their parent (or both), fill in the remaining fields and hit ‘Save’.

That’s it – your members along with their parents or NOKs can now access the Member Portal after logging onto the personal training studio software – allowing them to view everything from Organisation stats and class schedules to when the next ‘big event’ is or which sessions are bookable, for example.

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How do I mass assign member logins in the personal training studio software’s Member Portal?

Super-easy!

After logging onto the personal training studio software, find ‘Your Members’ from the main navigation bar. Now hit ‘Set member logins’. You will then see a ‘Send to Everyone’ option which is automatically checked. This means ALL your clients will get logins to the Member Portal the next time they log onto the personal training studio software to check what’s happening with their favourite Instructor!

There’s also an option to send logins to a specific session or group of clients – just uncheck the ‘Send to Everyone’ box, and choose the session or group name from the dropdown menu. Then click ‘Add’ and after that ‘Send Login Request’.

And, we’re golden!

In case you want to know what the process is for clients and/or their parents/NOKs to log into the PT booking app Member Portal, here it is:

  • 1.Open email and follow the step-by-step instruction
  • 2.Copy and paste the code into the link provided
  • 3.Clients or their parents enter their DOB and email address
  • 4.They create their own unique password
  • 5.They are logged in and good to go!

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What do my clients do if they can’t access the Member Portal or generally don’t know how to use it in the PT booking app?

You or your clients have absolutely nothing to worry about! As long as you’ve provided them with the login details, then all they need to do is access the PT booking app’s Member Portal page and enter the login credentials you provided them.

Once they’re logged in, they’ll be directed straight to the main Dashboard in their PT booking app – this is where they can access all of the Member Portal’s awesome features or from the pop-out nav-bar on the left, if they choose.

The Member Portal will show your clients their profile, where they can edit certain details if they like, such as personal information, medical notes, payment history, downloading a child’s data under GDPR (for parents and NOKs), book onto a session, review class schedules – and a lot more fun stuff that the PT booking app is capable of!

If they need specific guidance on how the key functions and features work in the PT booking system’s Member Portal area, please refer them to this useful guide!

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This is the first time I’m using a PT booking system like Coacha – could you me show me how to set up my organisation quickly?

Oh, for sure!

Setting up your organisation with a PT booking system is quite simple and even fun. We’ve prepared a really easy guide for you which lets you set up your club from the Coacha PT booking system in 5 easy steps.

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I needed to update my organisation’s details in the PT booking system – how do I do this?

What you want to do is find the cog icon against the black bar in your PT management software – this can be found on the top of the screen.

You can edit all the details that need editing. Did you know that in addition to changing your contact or location details, you can even add your very own logo to transform your PT management software into a branded gateway which both current and prospective clients can access? It’s certainly going to take your brand presence to the next level!

Simply click the blue camera icon on this page of your PT management software, choose a logo file from your computer or mobile device and that’s pretty much it.

This screen also allows you to manage other areas of your PT management software’s subscription including your club sign-up form, notifications and a safeguarding moderator.

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What is a safeguarding moderator in your PT management software?

The safeguarding moderator feature in your PT software in the UK (and other supported regions) assigns the role to a staff member in your organisation who will oversee safeguarding tasks – i.e. an individual who’s going to be copied into every piece of communication going out to young clients. We pride ourselves in being a GDPR-compliant PT software in the UK (as well as the other regions that are supported), strictly following the NSPCC’s CPSU (Child Protection Safety Unit) guidelines.

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I’m not sure how to add a member to my PT software in the UK (or the US/AU/EU) – can you show me how to do this?

Certainly!

Adding a member to your PT software in the UK or any of the other supported regions where you’re using it, is really easy:

Simply find the People tab from the main Dashboard of your PT software in the UK (US, EU, AU or CA) and then hit ‘Add a Member’. Enter all your client’s information and once you’re finished, hit ‘Save’.

Please note that this screen in your PT software has some really useful options which you use to fine-tune the experience both for yourself and your clients, for example:

  • You can easily add clients to sessions and client groups directly from within a client profile
  • You can set personalised reminders for a specific client
  • GDPR consent options ensures that all your clients’ information is always safe and secure, and being used internally in a manner which is compliant with the current regulations

The best part though? Members can log onto their PT software and update these preferences themselves too via the Member Portal or even when they become a client with you while accessing the signup form through the PT software.

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How do I create a client sign-up form once I’ve created my own login in the PT software?

Some organisation owners find it easier to allow clients to enter their own info into the PT software, and that’s great!

All you need to do is generate a signup form link for your organisation. So, just access the Club Settings in your PT studio management software from the main Dashboard – it’s under the settings cog icon which is displayed on top against the black background.

Now hit ‘Your Club Signup Form’ and then check ‘Create my club form’. Once you have completed these two steps in your PT studio management software, tick the ‘Allow members to set a password on the signup form’ checkbox. Once you accept their entry into your organisation, they can login, set their own password, view and edit personal information, export their data under GDPR, etc.

We’re nearly there: tap or click on ‘copy your link’ which is right next to the URL. You can also add your organisation’s T&C at this point by clicking the blue ‘Upload a file’ tab in your PT studio management software.

This will automatically add the T&C document when clients or their parents access the signup form (which they will need to accept in order to become a part of your organisation) before inputting their personal information.

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Is there a way to add membership options in my PT studio management software?

Definitely!

Most organisations offer clients multiple subscriptions to choose from at the time of signup, and your PT studio management software is very helpful in that regard!

After logging onto your PT studio software as the owner/ADMIN, find ‘Club Settings’ from the main Dashboard. Then select ‘Club Signup Form’ – there’s a section under this tab titled “Add payment to your signup form”.

On this screen of your PT studio software, there are two options to choose from: Subscription and One-Off payment.  

Simply choose the subscription you would like your prospective client to go with and then hit ‘Add subscription plan’ for every member you add. Hit the SAVE button found on top of your PT studio software’s Club Settings page and we’re there!

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How do I add a new instructor to my PT studio software?

Granting access to a new instructor, staff member or employee in your PT studio software is very easy to do, and will give them access to the necessary information – such as clients’ emergency contact information and medical notes, any personal notes they save, as well as other crucial information.

To view the current list of instructors you’ve added to your software for personal trainers, find the ‘People’ tab from the main navigation bar and then access ‘Your Members’. This will display a list of members or clients who are currently registered with your organisation.

Now find the ‘Coaches & Admins’ tab and here you can click on the ‘Add new staff’ tab to add a new instructor. Add the required information in the appropriate fields and attach a professional photo of your instructor if you like. After entering their email address and a simple password (which they can change later), inform your instructor(s) that their login details in the software for personal trainers have been generated.

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Can I choose what level of access my instructors have in the software for personal trainers?

Yes – this can be toggled from the same ‘Coaches & Admins’ sub-menu which is under the ‘Your Members’ tab. You have three levels of access settings: choose ‘Admin’ if you want your instructors to have full control every time they log onto the software for personal trainers; choose ‘Coach Full’ if you wish to grant them complete control over class scheduling, access to clients, class and registers, etc. Choose ‘Coach Limited’ if you want them to access classes, client information and the registers they are assigned only, kind of like on a “need to access” basis. Hit the ‘Add’ button when you’re finished and that’s it.

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How do I add details of my instructor’s qualifications and other information into the software for personal trainers?

If you’re still in the same screen under ‘People’ > ‘Add Coaches & Admins’, then there’s a tab further down the same page in your software for personal trainers which says ‘Data & Documents’. This allows you to upload an instructor’s details, such as DBS checks, qualifications and certificates, work experience details, etc.

Just use the ‘Upload a document’ link in this section of your software for personal trainers, and then locate the relevant file on your device or computer. Go to the ‘Uploaded’ tab and you will be able to see everything you uploaded. From the same screen, your instructors can also set their GDPR preferences.

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Does the Coacha software for personal trainer support text and email broadcasting?

It certainly does and you’ll find that these are among the software for personal trainer’s best features!

You can send these text messages and/or emails individually or in bulk to either all your clients or a chosen group.

To access this feature in your software for personal trainer, go to ‘Broadcasts’ from the main nav-bar and choose ‘Send Broadcast’. Give it a subject and type out the message in the box below, and then you can send it either as a text message, an email or both. Now add the individual recipients or client groups from the dropdown menu and hit ‘Add’. The ‘These people have been added’ section will now have the names of the recipients.

But if you like, you can also select the ‘Send this broadcast to all members’ option to send it to each one of your clients in one go. Now hit ‘Review & Send’ and that’s pretty much it.

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How much does text messaging and email cost to send from my software for personal trainer? 

The charges for text messaging through your software for personal trainer is the same as TextLocal, which means it can be anywhere between 4.5p and 5.5p. This depends on the number of characters used in your email – e.g. for a 160-character message, you’d be charged for a single message, anything over that, two messages, and so on. As your training booking system, we don’t charge you anything on top of that, unlike what some of the other training booking systems are doing.

So, as long as you have TextLocal credits, you can send as many text messages as you like. For emails, they are absolutely free and indefinitely infinite!

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Some of my clients are not receiving text and/or email broadcasts when they log onto their training booking system – what could possibly be wrong?

There could be several reasons as to why your clients are unable to receive text or email broadcasts through their training scheduling software:

  • Did they give you the correct email address when filling out the signup form presented to them through the training scheduling software? It sounds a bit silly, we know, but even the smallest typo means your message bounced right off!
  • Has the recipient added your email address to their list of known senders? If not, there’s a good chance your emails (and even text messages) are ending up in their spam folder. If this is the case, simply ask your client(s) to add your number as well as your email address to their ‘safe senders’ list.
  • In some cases, the recipient may have chosen the ‘highest security settings’ when they originally set up their email account. This means that your message did not even land in their spam folder but was outright rejected! If this is what’s happening, then just ask your client to change their email security settings so that they can see incoming emails from you.

If the above steps don’t help, please submit a ticket directly through your trainer booking system, and we will get to the bottom of the issue as swiftly as possible.

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How do Attendance Registers work in the scheduling app for personal trainers?

When you log onto your scheduling app for personal trainers, you’ll be greeted by the main Dashboard. Just scroll down and underneath Coacha’s Noticeboard, you’ll find ‘Attendance Register’.

You can also access this by first going to ‘Classes & Registers’ in your scheduling app for personal trainers and then tapping ‘Attendance Registers’.

Attendance Registers in your scheduling app for personal trainers have been designed to provide an overview of all the sessions you have scheduled for any given week. For example, you can tap ‘Go to this register’ on the right-hand side of the screen to view and use that particular register – or, you can tap ‘void’ if the register is no longer valid and you don’t want it affecting your attendance statistics.

To gain a better understanding of what Attendance Registers are in your scheduling app for personal trainers and how they work, check out this useful guide.

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How do I quickly find a Register in my PT scheduling software?

Each time you set up a session in your PT scheduling software, it automatically generates a digital register which you can use from your smartphone, desktop PC or any supported mobile device to sign clients in and out of the session;

To find a register, simply pull up your PT scheduling software’s main nav-bar, click on ‘Classes & registers’ and then ‘Attendance Registers’. This will display the current registers which have been set up. All the tabs are self-explanatory and it’s very easy to navigate through the attendance registers screen in your PT scheduling software. In case you need a complete description of all the features, here’s a link that explains everything in more detail.

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How do I lock and unlock a Register in my PT scheduling software?

The Coacha personal training software for trainers transforms your mobile, handheld or desktop device into a digital register while offering best-in-class security. Whenever you want, you can lock a register in your personal training software for trainers to let clients sign in or out of a session, without giving them access to the entire personal training software for trainers.

To find the register you want to lock, go to the main Dashboard of your personal training software for trainers, then ‘Classes’ and then ‘Attendance Registers’. Click on ‘Go to this register’. Now tap ‘Lock Register’, which means that your clients will only be able to sign themselves in to a session and not access other areas of the personal training software for trainers. Once you type your own password to ‘Unlock Register’, your clients can access other areas as well.

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Can you explain how the Quick Icons work in the Coacha personal training software for groups (and individuals)?

Your personal training software for groups (and individuals alike) offers the ability to quickly pull up crucial information on clients.  These ‘quick icons’ appear in two places: your client list and the registers found in the main Coacha personal training software (UK and all supported regions) web browser app.

However, you need to first enable them by logging onto your personal training software in the UK (and other supported regions) and then accessing ‘Club Settings’, then the Club Settings tab, and after that, by clicking on ‘Show Member Icons’. Now hit ‘Save’.

The quick icons will only be visible in your personal training software, UK (as well as the US, AU, EU and CA versions) when a client meets a particular set of conditions. For example:

The red photography waiver icon will pop up if your client or their parent/NOK does not agree to your organisation’s photography policy; the green “+” or medical note icon will appear if a client has added a medical note to their profile, and; a small faded blue “s” icon will appear if an instructor has added a safeguarding note to their profile.

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What are ‘Profile Notes’ in the personal training software, UK (and other region-specific versions) and how to I access them?

Your personal training software in the UK (including other supported regions) offers you the ability to add different kinds of notes to a client’s profile. These notes can prove to be very valuable as they allow you and your instructors to communicate with a client when the need arises, and even helps you record safeguarding information about a younger client or ‘vulnerable’ adult. Allow us to show you how the Notes system works with your client’s profile in the personal trainer booking app;

First log onto Coacha and find ‘People’ from the main navigation bar. Then go to your ‘Members’ (or clients, students, athletes, etc.) and then locate the client you want to edit. Tap on ‘View Profile’.

You will find the “Notes” tab in the lower half section of this screen in your personal trainer booking app. Here you can find three categories of notes: Member notes, Coach notes and Safeguarding notes. To see a detailed description of how each category is relevant in your personal trainer booking app, please visit this link.

Did you know that you can also move notes from a ‘Client/Member’ status to ‘Coach/Instructor’ status if needed? Safeguarding notes in your personal trainer booking app, however, are kept separate from this because of their sensitive nature.*

*Coacha offers the option to change the language, allowing you to rename ‘Classes’ to ‘Practices’ or ‘Sessions’, or ‘Coaches’ to ‘Instructors’ or ‘Trainers’, for example.

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What is the Club Events Calendar in the personal trainer booking app and how do I use it?

If you’re a busy  PT instructor (like most instructors are), then it’s likely that you have many ‘non-bookable’ events happening all throughout the year. From charity events and major competitions to client and instructor get togethers, and what have you. Your personal trainer booking software gives you the ability to record each one of these events so that they automatically appear in the Club Events Calendar for everyone to see.

This useful feature can be found by going into ‘More Features’ after you log into the personal trainer booking software, and then accessing ‘Event Calendar’. If you want to add an event to let everyone else using the personal trainer booking software know what’s coming up, it couldn’t be simpler:

Find the ‘Create New Event’ tab and then proceed to add all the details, such as event title, description, time and date, URL, directions (to the venue), and so on.

Click ‘Create’ once you’re done and that’s it. Once an event has been created in the Event Calendar, your clients can access the personal trainer booking software‘s Member Portal to view all upcoming events.

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How do I view events I’ve created in the personal trainer booking software?

To view the full list of events you’ve created in your personal trainer business software, just find the ‘Classes & Registers’ option from the main Dashboard and then find ‘Your Classes’. All the events you’ve ever created in your personal trainer business software, be it the last few days or the last few months, will all be listed here, compete with some really useful buttons to let you create, edit and delete events.

The view the attendance registers for these events, simply find ‘Attendance Registers’ in your personal trainer business software, which can be located under ‘Classes & Registers’. The ‘search’ bar lets you find the session or event register you want to pull up and that’s pretty much it.

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What are Custom Reports in the personal trainer business software? How do I use them?

Custom Reports are an awesome feature in your personal trainer business software, allowing you to gain insight into a variety of stats – from the number of clients you on-boarded recently to those who have yet to pay to the number of SMS or email broadcasts you sent last week or last month, for instance.

When you log onto your online booking system for personal trainers, you can pull up the ‘Statistics & Reports’ main tab from the Dashboard, and then tap ‘Custom Reports’.

You can even export these reports through your online booking system for personal trainers in a CSV spreadsheet and that way, you can share it with your instructors and other staff members to consistently make improvements to your business!

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Can I create courses, camps and training blocks in my online booking system for personal trainers?

As a matter of fact, you can – it’s common to see sports or organisation owners offer summer camps or courses which may last several sessions, or provide training sessions in blocks. Your Coacha online booking system for personal trainers allows you to set these up fairly quickly and easily.

So, the first thing you want to do in your online booking system for personal trainers is to set up the course. If you’ve already used the ‘Classes/Sessions’ feature, then this should be a breeze, albeit a few minor differences.

When you access ‘Classes & Registers’ from your personal trainer client management app’s main Dashboard, you will see ‘Courses’. Simply click on ‘New Course’, and fill out all the course or session details, e.g. the name, times, name, etc.

Now, to add sessions which make up the course in your personal trainer client management app, we recommend doing it in the following order:

  • Set the start date for the sessions you’re about to add
  • Set the start and end time for that session
  • Choose if the session will be a recurring one
  • Now hit ‘Add Sessions’
  • You will see all the sessions pop up above the Add Sessions button
  • You can then add more sessions in your personal trainer client management app, and also adjust and/or edit the existing ones

Created all the sessions you wanted to in your personal trainer client management app? Excellent! Now we need to set up some Booking Options for your clients:

  • Choose whether you want clients to be able to book the session directly from the personal trainer client management app;
  • Define the maximum heads or number of clients who will be attending the session;
  • Select the PAYG (pay as you go) option if clients need to pay to book that session;
  • Enter how much the session costs along with the modes of payment you’re offering through the personal trainer client management software;
  • You can also restrict the session to select members to whom you’ve made course booking accessible;
  • Finally, choose if you want your Cancellation Policy message to pop up if any one of your clients ends up cancelling the session after booking.

Hit the ‘Save’ button on top of the course settings page in your personal trainer client management software and you’re golden.

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Is it possible to set termly payments in the Coacha personal trainer client management software?

It is, as some PT instructors prefer to take payments according to a specific schedule rather than on a monthly basis. This means that you can use your personal trainer client management software to take payments according to, say, specific sessions or based on school terms, for example.

The Termly Payments system in your personal trainer client management software lets you quickly set up term-based payments for the entire year!

To access it, just log onto your personal trainer management software, find ‘Money’ from the main Dashboard, and then hit ‘Manage Plans’. Choose the ‘Termly Plans’ tab, and here you can create termly payments for the entire year through a few taps or clicks in your personal trainer management software!

Need help with the individual steps needed to set Termly Payments in your personal trainer management software? Here you go!

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What is the Photography Waiver feature in my personal trainer management software and how does it work?

The Photographic waiver option in your personal trainer management software allows clients to consent to photos when they are signing up for your organisation.

If you log onto your personal trainer online booking system and access ‘Club Settings’ from the main Dashboard, you’ll see the ‘Club Sign Up Form’ options. Enable the ‘Photographic Waiver’ if you want your clients to agree for you to use any photos you take of them photos during their activities with you. You can choose to attach a photographic waiver document too, when enabling this option in your personal trainer online booking system.

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Can you show me how to access Stats in my personal trainer online booking system and what they generally mean?

The Stats feature is a super-useful one which pulls specific information from your personal trainer online booking system to give you a holistic view of how your organisation is generally performing. From attendance to finances to client performance, it’s chock full of really great information which you can use to not only see how you’re performing, but also adjust your sales and marketing tactics for the better.

To access Club Stats in your personal trainer online booking system, simply tap ‘Statistics & Reports’ from the main Dashboard and explore a little – you’ll find plenty of insightful statistics on attendance, cash flow, organisation popularity, and so on.

Want to export any one of these reports in your personal trainers’ software to an easily readable format? You can do that too! Just to give you a quick overview of what these stats in your personal trainer software in the UK (and other supported regions) mean:

General organisation stats provide quick info on the total number of new clients, existing clients and lapsed clients;

Attendance stats display information on client groups, clients in general and the best-attended sessions;

Members/Clients stats tells you about the age group/ranges your clients fall under, how many clients are active and other client group stats.

Finance stats, as you might imagine, provides an overview of your monthly revenue and how it is segregated between the different payment modes you have in place.

Active Subscriptions stats show you the number of subscription plans that are currently running.

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How do I archive my client records in the personal trainers’ software?

It’s common for organisation owners to retain client records long after they have left the organisation, and your personal trainers’ software is quite useful in this regard. The Member Archive feature removes an inactive client from your list of clients, making your personal trainers’ software feel more organised and up to date.

Simply access the client’s profile you want to archive; under the ‘login’ options, there’s a button that lets you archive that client. Just turn on ‘Archive’ and then hit ‘Save’.

To find archived clients in your personal trainers’ software, tap ‘Status’ and then ‘Archived’, followed by ‘Search’ from the dropdown menu.

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Is there a way to arrange or save my clients in the personal trainer software in the UK (and all supported regions) according to age groups?

There is – it’s called “automatic age groups” in your personal trainer software in the UK (including the US, EU, AU and CA versions of Coacha).

To find the feature, log into your personal trainer software in the UK (or the other supported regions) as “Admin”, and pull up the ‘People’ tab from the main navigation bar. Then access ‘Member Groups’. You should see a tab which lets you create client groups according to an age bracket or range.

The next thing you want to do is access the ‘Create a new age member group’ option in your personal trainer software in the UK (or the US, AU, EU, CA). Select the upper and lower age limit and then give your group a unique name like ‘New Junior Clients’ or ‘Old-time Seniors’, for example. Now tap ‘Create this group’. Boom, you’re done!

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I don’t know how to add a new client in my personal trainer scheduling software – could you help me with that?

But of course! To add a new client into your personal trainer scheduling software, find the ‘People’ option from the main Dashboard and then select ‘Add a Member/Client’*. Next, add your client’s information, working through all the respective tabs to add the required information.

Please note: Some fields need to be filled before you can proceed to save the changes in your personal trainer scheduling software, so please ensure that you fill these out as accurately as possible.

*Did you know that your personal trainer scheduling software lets you change up certain terms to suit the language you use around your club? For example, ‘Trainer’ can be changed to ‘Instructor’, ‘Club’ can be changed to ‘Organisation’, ‘Member’ can be changed to ‘Client’ or ‘Student’, and so on.

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Is there a way to delete or edit a client’s subscription in the personal trainer scheduling software?

Even though your personal trainer scheduling app does offer the ability to create a subscription and attach it to a client’s profile easily (‘Money’ > ‘Manage Plans’), unfortunately, there’s no way to amend or change a subscription once it has been put into effect.

If you want to alter or amend a subscription, then you must first cancel every client’s subscription which is attached to that plan and set it up from scratch in your personal trainer scheduling app. We do this purely for data protection reasons, as do many other personal trainer scheduling apps.

However, if you haven’t attached the plan to any clients yet, then simply click on the settings cog at the top of your personal trainer scheduling app’s main interface and tap on ‘Edit payment plan’.

Once there, you can delete a plan, but do make sure that all clients attached to the plan are ‘detached’ or cancelled first. Go ahead and hit ‘Delete subscription plan’ and then attach a new one.

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How do I delete a client from my personal trainer scheduling app?

Even though your personal trainer scheduling system offers infinite storage, allowing you to save as many client profiles as you want, on an unfortunate or unforeseen occasion, you may have to bid farewell to one of your clients.

In this case, removing them from the personal trainer scheduling system is really easy. Simply go to the ‘People’ tab from the main nav-bar and then access ‘Your Members’. You can either use the ‘search’ function to pull up the desired profile or simply scroll through the list manually. Once you’ve found the profile in your personal trainer scheduling app, tap or click the red ‘delete’ button – it’s at the top of the page so it’s pretty hard to miss.

Confirm ‘yes’ and that’s it.

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I wanted to quickly check my clients’ attendance level records – how do I do that in my personal trainer scheduling software?

Viewing client level attendance records is really easy to do in your personal trainer scheduling system:

Find ‘People’ from the main interface, then find ‘Your Members’. Choose the member you want to view the attendance level on and then hit ‘View Profile’. Now find the tab labelled ‘Classes & Attendance’ – here you can see your client’s attendance percentage or level for the last 30 days.

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Is Coacha “free” personal trainer software?

Yes and no – it’s free to download and try out for the first 14 days, after which you pay a fantastic price each month to keep using it!

Comparing Coacha with other software and apps?

A few things to remember…

Firstly, we don't charge by the member, as that gets costly for you. Also, we never show adverts to your members. And we don't charge for updates, nor the use of our iOS & Android Apps. Above all though, we don't add silly amounts of money on top of transaction fees.
Few providers can make all of these claims. But we can.

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