Personal Trainer Template + Online Coach Client System | PT Client Tracker, Program Builder, Forms, Waiver, Macro Tracker | Excel PDF Word

The Personal Trainer and Online Coach Client System is a set of eight fillable client forms and a twelve tab client and pricing workbook for a personal trainer or online coach, for screening and signing a new client, building a twelve week program, logging check-ins and macro targets, invoicing a package, and working out what your own session actually pays you. Fillable PDF, editable Word, and Excel or Google Sheets. Instant download.

You set the 10-pack at $675 because that is what the trainer down the hall charges. On the way out of the gym it feels like $67.50 a session. Then the card processor takes 2.9% plus 30 cents, the gym takes its 20% off the top, and nobody ever writes down what is left. This workbook writes it down: $52.01 a session, and $2,704.65 a month at twelve sessions a week. Put the gym's split up to 25% and it tells you that too, $48.64 a session and $2,529.15 a month, before you agree to anything.

Type in the forms on a laptop or a phone, print them blank for the clipboard, or open the Word edition and put your own business name and your own wording on them.

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📦 WHAT'S INCLUDED (22 FILES)
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01 - Physical Activity Readiness Questionnaire (7 pages, 175 fields)
One form that carries the whole screening history: follow-up detail for every yes, a medical clearance record with four honest outcomes including training has not started, a medication grid with a note on what beta blockers do to a target heart rate, injury and surgery history, a pregnancy and postpartum block that refers out, a lifestyle snapshot, emergency contact, the client declaration, and a three row annual review grid. It holds the structure and deliberately not the questions: a warning panel on page one tells you to paste in your own certifying body's current published PAR-Q+ wording and keep its copyright line.

02 - Liability Waiver and Release (6 pages, 76 fields)
A drafting template for your own attorney. Three panels of draft release, indemnity and governing law language with every decision left in square brackets, an instruction for the attorney to add the conspicuousness and type size rules that apply in your state, and an assumption of risk list that names cardiac events rather than hiding them.

03 - Client Intake and Goals (6 pages, 178 fields)
The goals in the client's own words, then the same goals written as measure, start, target and date. Training history, a seven day availability grid, equipment access, a nutrition snapshot with a scope of practice warning, sleep and stress, and an accountability block that asks what you should say when the client goes quiet for a week.

04 - Initial Assessment (6 pages, 178 fields)
Resting numbers with a blood pressure referral threshold, a girth grid that records the landmark as well as the number, an eight movement screen with a printed definition of what a 3 looks like for each movement, conditioning, posture notes, and baseline strength with an estimated one repetition maximum by the same Epley formula the workbook uses.

05 - Training Agreement and Policies (7 pages, 105 fields)
Twelve sections: term, what is included, scheduling and lateness, cancellation and no-show, expiry, freezes and transfers, payment, online coaching, your obligations and scope of practice, the client's obligations, records and data, termination, governing law. Another template for your attorney, with a note that several states regulate prepaid personal training contracts directly.

06 - Package Purchase Receipt (4 pages, 161 fields)
Proof of purchase with the package terms recorded on the receipt itself, a ten row session credit tracker initialed by both of you, and the payment record.

07 - Weekly Check-In (5 pages, 142 fields)
The client facing page: a seven day weigh-in, sleep and steps grid, training, nutrition with the nine things that got in the way, recovery, a habit grid, wins and questions, and a coach reply block with ten decisions you can check.

08 - Monthly Progress Report (5 pages, 148 fields)
The month as evidence: measurements start, end, change and since day one, strength with the estimated one repetition maximum, adherence against target, what changed and why, next month's block, and where the package and the renewal stand.

PLUS the PT Client System workbook in four color editions, for Excel and Google Sheets: Start Here, Setup, Clients, Packages, Sessions, Programs, Exercise Library, Check-Ins, Macros, Invoices, Dashboard and Help. 2,614 working formulas, with room for 40 clients, 300 sessions, 200 check-ins, 40 invoices and 10 macro profiles.
PLUS every one of the eight documents again as an editable Word file, for rewording and for putting your own business name on them.
PLUS the two page quick start guide and START-HERE.txt.

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👤 WHO THIS IS FOR
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A certified personal trainer with their own clients, in a gym on a split or renting their own space, who needs the screening, the waiver, the intake and the assessment in one place and wants to know what a package really pays.

An online coach who never sees the client in the room. The weekly check-in, the monthly progress report, the macro targets and the twelve week program all sit in the same file, and the check-in log turns a client's squat, bench and deadlift sets into a strength trend you can show them.

A trainer going independent for the first time, who has the certification and none of the paperwork.

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🚫 WHO THIS IS NOT FOR
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Anyone who wants ready-to-sign contracts or a copy of the PAR-Q+ questionnaire: the waiver and the training agreement are drafting templates for your own attorney, and the readiness form carries the structure with your certifying body's published wording left for you to paste in.
Anyone looking for a booking and payments app, or for workouts to follow themselves. This is the paperwork and the numbers for the person selling the training.

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✅ KEY BENEFITS
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1,163 fillable fields across 46 pages in eight PDFs, 207 of them check boxes. Type straight in, save, send.
A package builder that prices your own session honestly: the 10-pack at $675 is $67.50 a session and $52.01 after the card fee and a 20% gym split, which is $2,704.65 a month at twelve sessions a week.
A twelve week program builder with an 80 exercise library, four blocks of three training days and six exercises a day, that suggests next week's load at your own progressive overload percentage and shows each set as a share of the estimated one repetition maximum.
A 200 row check-in log that turns a client's squat, bench and deadlift sets into an estimated one repetition maximum and the change since the first check-in, beside weight, waist, hips, body fat, sleep, mood and adherence.
Macro targets for 10 clients from a Mifflin-St Jeor resting burn, 2,614 working formulas across twelve tabs for Excel or Google Sheets, four color editions, and every document again as an editable Word file. No subscription, no account, nothing to install.

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🔧 HOW IT WORKS
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1. Open the workbook and type your own numbers into the amber cells on Setup: your hourly rate, your card fee, your gym rent or split, your check-in cadence and your session types. Then put your packages and their prices on Packages, and your clients on Clients.

2. Read the money block. The sample 10-pack at $675.00 is $67.50 a session; the card fee takes $1.99 and a 20% gym split takes $13.50, so NET PER SESSION reads $52.01 and A MONTH AT THAT PACE reads $2,704.65 at twelve sessions a week. Type 25% into the split cell and the same pack nets $48.64 a session and $2,529.15 a month, a difference of $175.50 a month and $2,106.00 a year. The 20-pack at $1,240 nets $47.79 a session, and the 10-pack is a 20.59% discount against ten single sessions at $85.

3. Send the readiness form, the waiver, the intake and the agreement before the first session. Log every session on Sessions, build the block on Programs, take the weekly check-in, set the macros, and raise the invoice from Invoices. The Dashboard holds nine numbers, a five week session chart, the renewals that are due and the check-ins that are overdue.

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❓ QUESTIONS BUYERS ASK
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What format is this? Eight fillable PDF forms, the same eight again as editable Word (.docx) files, and one workbook (.xlsx) in four color editions, 22 files in all. You get a zip file to download the moment payment clears.

What do I need to open it? Any PDF reader for the forms, Word or Google Docs for the Word editions, and Excel or Google Sheets for the workbook, on a computer, phone or tablet. There are no macros and nothing to install. If your web browser will not let you type into a form field, open that PDF in Adobe Acrobat Reader instead.

What does the workbook compute? Sessions used and sessions left on every package, the next check-in date and whether a renewal is due, the net per session and the net per hour after your card fee and your gym split, a month's take at your own pace, next week's load at your own progressive overload percentage, an estimated one repetition maximum from the squat, bench and deadlift sets in the check-in log with the change since the first check-in, a daily calorie and macro target per client, invoice totals and outstanding balances, and nine dashboard numbers including revenue this month, what has been collected, what is owed and what recurs monthly.

Is this medical or legal advice? No. It is business and coaching paperwork. The readiness questionnaire holds the structure of a health screen and not the questions, so you paste in your certifying body's current published PAR-Q+ wording. The waiver and the training agreement are drafting templates for a licensed attorney in your own state. Nothing here screens a client for you, clears anyone to exercise, or states what your own state requires of you.

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⚠️ PLEASE READ
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This is business and coaching paperwork, not medical, legal or nutrition advice. The readiness questionnaire deliberately does not contain PAR-Q+ text: it carries the structure, seven placeholder topic lines and a warning panel telling you to paste in your certifying body's current published wording and keep its copyright line. The waiver and the training agreement are drafting templates, with the decisions left in square brackets for a licensed attorney in your own state, and some states will not enforce a release of ordinary negligence in a fitness setting at all. The Word editions print the grids as bordered tables rather than typed field lines, so they are there for rewording and rebranding while the PDFs are the fillable ones. The four color editions are four separate files, so a figure typed into one does not appear in the others. Sales tax is set to zero in the sample; several states and some cities do tax personal training, and nothing here is tax advice. The sample client, the sample trainer and every name, figure and address in the sample rows are invented.

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📥 INSTANT DOWNLOAD
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Your files are available the moment your payment clears. Nothing is shipped.

Start with the two page quick start guide: the first things to do, what every file is for, and the honest warnings.

🎬 WATCH THE FULL WALKTHROUGH before you buy — seven minutes, every document and every tab of the real files:
https://youtu.be/9fIFp_2qP1o

Questions? Send a message. I read and answer them myself.