Personal Trainer Client Tracker Spreadsheet, Sessions Left, Packages and Income

Run your personal training business from one spreadsheet: client cards, session packages, sessions left, progress check-ins and your income for the tax year. Works in Google Sheets AND Excel.

Every session is checked against what the client has bought. The Check column shows OK, No sessions left or Package expired, and how many sessions they will have left after it, so you can sell the next block before you end up training someone for free. Client cards show sessions bought, used and left, when their package ends and a Renew now reminder when they are running low (you choose how low). You decide whether no-shows and late cancels use up a session. Health notes and injuries sit on each client card, with a reminder when a health questionnaire needs updating. Progress check-ins track weight, waist, hips, chest, body fat and personal bests, and show the change since day one. There are two versions: UK (£, kg and cm, dd/mm/yyyy, 6 April tax year) and US ($, lb and inches, mm/dd/yyyy, January tax year).

WHAT'S INSIDE (10 tabs)
- Settings: business name, tax year start, no-show rule, renew reminder, package end warning, questionnaire reminder and mileage rate
- Packages: up to 40 packages (single sessions, blocks, monthly plans, online coaching) with sessions, price, weeks and minutes. Shows how many you have sold, takings, price per session and what you earn per hour
- Clients: up to 150 client cards with phone, email, birthday, goal, injuries and health notes, questionnaire date, start date and check-in weeks. Shows sessions bought, used and left, package end date, renew reminder, money owed, last session, next check-in, weight change and form status
- Sales: up to 400 package sales with discounts and part payments, so you know who still owes you
- Sessions: up to 1,500 sessions with date, time, client, type (PT, partner, online check-in, free consultation) and status, plus sessions left and the check
- Progress: up to 500 check-ins with the change since the first one
- Expenses: up to 300 costs (gym rent, insurance, equipment, courses and more) plus business miles valued at your rate
- Monthly: sessions, new clients, package sales, expenses, mileage and profit for each month of the tax year, with a chart
- Summary: takings and profit for the tax year, a "needs your attention" list, your best-selling packages and this month's client birthdays
- Start Here: plain-English instructions

It comes with sample clients so you can see how it works, with instructions for clearing them. Great for personal trainers, freelance gym trainers, mobile and outdoor trainers, online fitness coaches and small studios. Set it up now and you are ready for the January rush.

This is an organiser, not tax, legal, medical or fitness advice. Keep client records private.

WHAT YOU GET
- 2 versions: UK (£) and US ($)
- Quick Start guide (PDF)

HOW IT WORKS
- Download the files from your Etsy Purchases page
- Google Sheets: upload the .xlsx to Google Drive, open it, then File > Save as Google Sheets
- Excel: just open it (Excel 2010 or later, Windows or Mac, or Excel for the web)
- Type in the cream cells. Everything else updates on its own
- A Quick Start PDF walks you through setup in 5 minutes

GOOD TO KNOW
- Plain formulas only: no macros, no add-ins, no subscriptions
- Formula cells are locked so you can't break them by accident (no password, so you can unlock and customise)
- Apple Numbers and LibreOffice aren't officially supported

PLEASE NOTE
- This is a DIGITAL download. Nothing physical will be shipped.
- Personal use only. Please don't share or resell the files.

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