The client-admin system for independent trainers
Know Every Client, Every Session, and Every Renewal.
A ready-to-use Google Sheets system for trainers who sell sessions or coaching packages — track client status, payments, sessions remaining, your weekly schedule and invoices in one place.
One payment • Private Google Drive copy • Fully editable • No subscription
Dashboard
This Week
Active clients
14
Sessions booked
23
Paid this month
$3,180
Interactive product preview • Example client data
- Google Sheets
- Instant Access
- Lifetime Use
- Fully Editable
Inside the tracker
Everything your coaching business needs, in one place.
Tap each tab to see how the system is organized. Your copy includes these same four working sections. Example client data shown.
Every client, one row each
Names, contact details, active status, program and the notes you'd otherwise lose in a DM thread — plus a link to their profile or intake form.
Client Pipeline
Google Sheets| Client | Status | Program |
|---|---|---|
| Maya Ellison | Active | 1:1 Strength |
| Priya Raman | Active | Online Coaching |
| Jodie Clark | Renew | Pilates Private |
| Nina Okafor | Active | Small Group |
| Erin Walsh | Paused | 1:1 Conditioning |
Honest fit
Built for a solo coaching business — not a giant gym database.
Best for
- ✓Independent trainers managing their own roster
- ✓1:1 sessions, packages, online/hybrid clients, private Pilates or yoga, or small groups
- ✓Trainers who want simple admin without another monthly tool
- ✓People comfortable typing basic information into Google Sheets
Not designed for
- Delivering workout videos or nutrition plans
- Multi-location gyms with teams of staff
- Replacing a full workout-programming or coaching platform
Use it alone for simple client admin, or alongside the app you already use to deliver coaching.
Where it fits
The admin layer your coaching app may be missing.
Client Tracker handles
- ✓Client roster and contact details
- ✓Package payment and session balances
- ✓Low-balance visibility
- ✓Weekly schedule
- ✓Reusable invoice
Workout / coaching platforms handle
- Workout delivery
- Exercise libraries
- Client messaging
- Progress photos
You don’t have to replace your current app. This keeps the business side organized in a private, editable file you own.
The shift
From scattered notes to one client command center.
Before
- Client details buried in Instagram DMs
- Half a program written in the Notes app
- A paper schedule that lives in your gym bag
- Guessing how many sessions someone has left
- Invoices rewritten from scratch every time
After
- ✓One client list with contact, program and notes
- ✓Session balances that update as you coach
- ✓A Monday–Saturday schedule you can scan in seconds
- ✓Package revenue visible without adding it up
- ✓A reusable invoice you fill in and send
Who it’s for
Made for the way you actually coach.
- 01
Newly certified trainer
Start your first roster the right way: clients, packages, schedule and invoices in one file from client number one.
- 02
Side-hustle trainer
Your evening and weekend sessions sit in one schedule tab, so early mornings and Saturdays never clash with your day job.
03In-person package trainer
See what each client paid for, what they've used and what's remaining — so you can start the renewal conversation before the last session arrives.
- 04
Mobile / home-visit trainer
Check your next appointment and update sessions from your phone between visits, without carrying a notebook.
05Online or hybrid coach
Keep client links, status and admin notes together in one row each. Workout delivery can stay in whatever app you already use.
06Private Pilates or yoga instructor
Track private packs session by session and see at a glance which clients are down to their last credit.
- 07
Tech-averse experienced trainer
Nothing to build and no new platform to learn — the tabs and columns are already laid out, so you just type in your clients.
- 08
Small-group or bootcamp coach
Keep package balances clear for a small roster of regulars. It's a tracking sheet, not a class-booking system.
- 09
Growing solo trainer
Move an existing client list in by copying and pasting rows, then keep every package balance visible as the roster grows.
- 10
Brand-conscious premium coach
Rename fields and change the colors to suit your brand. The tracker stays private to you — it's not client-facing.
How it works
Duplicate. Personalize. Start coaching.
- 01
Get instant access
Pay once and your download link appears straight away — no waiting, no account to create.
- 02
Make your private Google Sheets copy
One tap on “Make a copy” puts the whole system in your own Google Drive, private to you.
- 03
Add clients and start tracking
Type your first client into the pipeline and log their package — the purchased, used and remaining counts stay in one clear row.
On the gym floor
Your roster goes wherever you coach.
Set the sheet up once on a desktop, then use the free Google Sheets app for the quick things between sessions: who’s next, what they’re working on, and whether this is their last paid session. Tap a cell, log it, get back to coaching.
- ✓Check a session balance before you start
- ✓Log the session the second it finishes
- ✓Update a client row from your phone between visits
Maya Ellison
6:30
Nina Okafor
11:00
Jodie Clark
17:30
Erin Walsh
18:45
No steep learning curve
Simple enough to start today.
- ✓Set up on desktop; check and update on phone
- ✓Make a private copy in your Google Drive
- ✓Copy and paste an existing client list
- ✓Rename fields and change colors
- ✓No recurring software payment
- ✓Quick-start guide included
What you get
Your complete client-admin setup for $19 once.
Designed to help you spot a package that is running low before the next session becomes an awkward surprise.
- ✓
Client Pipeline
Contact details, status, program and notes for every client.
- ✓
Session Inventory
Purchased, used and remaining sessions, with low-balance visibility.
- ✓
Weekly Client Schedule
Monday–Saturday layout with client names and times.
- ✓
Editable Invoice Template
Numbered invoices with description lines and totals.
- ✓
Quick-Start Setup Guide
A short walkthrough for copying and personalising it.
- ✓
Lifetime editable copy
It lives in your Drive. Yours to keep and edit.
One offer. That’s it.
Your complete client-admin setup for $19 once.
The Personal Trainer Client Tracker
Designed to help you spot a package that is running low before the next session becomes an awkward surprise.
- ✓Client Pipeline — Contact details, status, program and notes for every client.
- ✓Session Inventory — Purchased, used and remaining sessions, with low-balance visibility.
- ✓Weekly Client Schedule — Monday–Saturday layout with client names and times.
- ✓Editable Invoice Template — Numbered invoices with description lines and totals.
- ✓Quick-Start Setup Guide — A short walkthrough for copying and personalising it.
- ✓Lifetime editable copy — It lives in your Drive. Yours to keep and edit.
Digital product • Google Sheets • Instant access after payment • No subscription
FAQ
Questions, answered.
Last thing
Spend less time managing clients. Spend more time coaching them.
One payment • Fully editable • Works in Google Sheets