Trainer app
Every gym draws the line somewhere different.
Some owners want their trainers adding members. Some do not want a trainer anywhere near a follow-up. Almost nobody wants a trainer selling a membership off their phone. So it is thirteen switches, set once for the gym and overridden for the one trainer who is different, rather than an argument with a support desk.
01 / Permissions
Thirteen switches, and what each one lets go of
Set a row for the whole gym and every trainer inherits it. Set a row for one trainer and that one wins. Before this existed, every one of these was hardcoded in the app and the answer to “can we turn that off” was no.
| Switch | What it allows | Default |
|---|---|---|
| Add member | Create a new member record from the app | On |
| View client profile | Open a client's full record | On |
| Edit measurements | Record and correct body measurements | On |
| Edit medical history | Change what a client answered on their health forms | On |
| Mark attendance | Check a client in by hand | On |
| Assign workout plan | Push a plan onto a client | On |
| Assign diet plan | Push a diet onto a client | On |
| Create exercise | Add to the gym's exercise library | On |
| Create food item | Add to the gym's food database | On |
| Create batch | Set up a group or class batch | On |
| Record PT session | Log a personal training session against a client's package | On |
| Manage follow-ups | See and close follow-ups in the CRM | On |
| Assign a subscription | Put a membership on a client | Off |
02 / Building the plan
Written on a desktop, followed on a phone
Plan building is a screen job. Days, exercises, sets, reps, load, notes — that is a keyboard and a wide table, and the trainer dashboard gives it one. The same for a diet plan: meals, items, quantities, and the macro totals adding up as you go.
Assigning is a copy, not a link. The client gets their own version of the plan, and rewriting the master next month does not reach backwards into training that has already happened. Assign the same plan to a group of clients in one action when it is genuinely the same plan.
Custom exercises and custom food items are added by the trainer who needed them, in the moment, and they stay in the gym's library afterwards. Bulk import from a spreadsheet is there for the first load.
On the trainer's phone
- Clients
- My client list, full profiles, client notes and their history
- Progress
- Measurements, BMI, weight and comparison graphs, personal records
- Sessions
- Start a session, record exercises against it, log or delete it
- Nutrition
- Record a diet, change meal items, set a calorie budget
- Targets
- Steps and water targets per client
- Diary
- Their own reminders, notes and appointment slots
- Their own admin
- Apply for leave, cancel it, see their attendance, see their payroll
- Business
- Clients whose plans are expiring, plus sales figures split into PT, new members and renewals
03 / One session
From “see you at six” to a number in a report
Personal training is sold in sessions and argued about in sessions. This is the chain that makes the count defensible.
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The package is sold with a session count on it
A PT plan carries how many sessions it contains, alongside its dates and its price, and it is a membership like any other — it can be frozen, transferred, upgraded, extended and renewed.
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The trainer records the session
Against that client, against that package, from the app or from the PT register on the dashboard.
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The client's side is recorded too
A session carries an accepted flag and a no-show flag. A client who did not turn up is a different row from a client who did, which is the distinction every dispute about a remaining balance turns on.
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It counts against the package
Sessions taken and sessions left are computed from those rows, not typed in by anybody.
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And it reaches the trainer's pay
If the trainer is on a commission that pays per session conducted, this is the row that pays it. See the next section.
04 / Pay
Commission the way gyms actually pay it
Four structures, three scopes, and bands by client count — because the fifth client is not worth the same as the twenty-fifth and every gym owner already knows that.
How a trainer is paid
- Fixed
- A flat amount
- Revenue share
- A percentage of what they sold
- Revenue share on sessions
- A percentage, but only on sessions actually conducted
- Fixed on sessions
- A flat amount per session conducted
- Scope
- New PT only, renewals only, or both
- Bands
- A different rate from one client count to another
Monthly targets
- Slabs
- Five per person per month, each with its own rate
- Rate
- A flat value or a percentage
- Applies to
- Personal training, general training, or both
- Set for
- Trainers and front-desk staff alike
- History
- Kept per month and per year, so last quarter is still readable
Bring your worst case
A trainer who left owing sessions. A commission scheme nobody can explain. Two trainers claiming the same client. Those are the questions worth spending a demo on, and they are the ones a feature list cannot answer.
Or email crm.sales@proultimate.com directly.