9 of the best scheduling apps for personal trainers in 2024

To maximize your productivity and profits as a personal trainer, you need to wisely manage your schedule. But that can be a challenge when you have to manage group classes, individual sessions, rescheduling requests, and more. The tasks can quickly become overwhelming — unless you streamline them using scheduling apps for personal trainers.

The benefits of using scheduling apps

Scheduling apps for personal trainers can help you manage bookings, leaving you free to focus on other areas of your business that need your attention. Apps that allow clients to book sessions with you are great for eliminating the time-consuming back-and-forth communication via email, text, and voicemail that comes with scheduling appointments the old fashioned way.

Plus, offering your clients a self-scheduling option makes your business look more professional, and saves clients time as well. Many of these apps send client confirmations and reminders, which can help reduce no-shows. Plus, since these apps make it easy for clients to schedule sessions and groups, they can help increase bookings so your schedule stays full.

What to look for in a scheduling app

While scheduling apps can be a valuable addition to your business, you’ll get the most value out of an app that’s the best fit for your needs. As you explore scheduling apps, keep these considerations in mind:

• Cost versus features needed: Consider which features are most valuable to your business, and make sure you’re not overpaying for features you don’t really need.
• Ease of use: Look for an app that’s easy for both you and your clients to use. An app that isn’t user-friendly could frustrate both of you.
• Integration with payment systems: Apps that integrate with popular payment systems allow clients to pay for training online, saving you time in invoicing for services.
• Mobile app availability: Make sure the app is available on the platforms you use most.
• Calendar syncing: Choose an app that syncs with your existing calendar to streamline your schedule management.

The 9 best scheduling apps for personal trainers

If you want to streamline scheduling, offer clients convenient ways to book individual sessions and classes, and better organize your business, these apps can help.

1. Vagaro

• Key features: Vagaro offers free data transfer from any other software, the option to create and send invoices, 1,000 free email marketing messages, a free listing on the Vagaro Marketplace, advanced reporting, the option to create and manage customer loyalty programs, a customizable calendar with waitlist, and the ability to sell memberships, packages, and gift certificates.
• Pros: It offers free training, plus live phone, email, and chat support. Additional features are available as optional add-ons to keep pricing affordable. No contract, cancellation, setup, or signup fees.
• Cons: You’ll need to get a price quote from its sales team if your business has multiple locations.
• Pricing: Plans start at $30 per month for one location, and you can try it out for free for 30 days. Custom pricing is available for plans with multiple locations.
• Platforms: iOS and Android

Vagaro, an all-in-one platform, is designed for all types of businesses, including personal trainers. The platform makes it easy for clients to book appointments, and it functions as a comprehensive tool to help you run your business. In addition to robust calendar functions, it also features tools for reporting, email marketing, online stores, and more.

2. Jotform

• Key features: Jotform features a drag-and-drop form builder, fully customizable templates, an option to translate forms, payment integrations, and tools for creating your own mobile apps. White labeling and multiuser accounts are available with the Enterprise plan.
• Pros: Jotform is a highly versatile no-code platform for creating forms, apps, spreadsheets, and more. A free Starter plan is available.
• Cons: The software is not specifically designed for personal trainers.
• Pricing: Jotform’s Starter plan is free. The Bronze plan is $34 per month, the Silver plan is $39, the Gold is $49, and custom pricing is available for the Enterprise plan.
• Platforms: iOS and Android

Jotform is a highly versatile tool that’s ideal for personal trainers who want to make scheduling easy. Jotform’s free online scheduling tool makes it a snap to schedule training sessions and meetings with clients. Plus, Jotform offers more than 200 appointment form templates, including an appointment request form and a request an appointment form that you can customize to your specific needs. Online personal trainers or trainers who need to have virtual sessions can also schedule Zoom meetings with Jotform.

You can also easily create your own form to schedule appointments using the drag-and-drop Jotform Form Builder. Just drag and drop the appointment field to your form and schedule appointments with ease. If you want to schedule a maximum number of appointments per week, you can add a list of weekly appointments to your form.

Additionally, Jotform Tables simplifies the process of tracking appointments in one place. You can also use Jotform Apps to create your own business app without any coding knowledge. Then, you can add your appointment form to your personal trainer app and manage client appointments, collect payments and contact information, and even keep an exercise log.

3. Mindbody

• Pricing: Pricing starts at $169 per month per location.
• Key features: Mindbody features the Mindbody app, which has 2.4 million active users; marketing tools; staff management capabilities; a branded app and booking platform; a messenger function; business reporting; and the ability to accept payments.
• Pros: It’s suitable for independent personal trainers and those who are managing teams of trainers. It allows clients to choose their favorite spot in group classes and is specifically designed for health and fitness professionals.
• Cons: more expensive than other options
• Platforms: iOS and Android

Mindbody, the industry standard for many gyms and studios, offers a comprehensive scheduling and business operations system. Multichannel booking options allow you to connect your website, branded app, the Mindbody app, and more, booking clients and managing your schedule from one screen. If you’re running a personal training business and have staff, you can enable them to control their own schedules, ultimately saving you time. The platform even lets clients choose their favorite spot when they book a group class.

4. My PT Hub

• Key features: My PT Hub features scheduling functions, workout templates, a customizable app, chat functionality, add notes to client records, billing and accounts tracking, and integrations with third-party wearable apps.
• Pros: My PT Hub is a robust app that not only offers calendar features, but many other unique tools like integrations with wearable devices and fitness apps. You can track who’s attending events through the integrated attendance register.
• Cons: no phone support available; a more expensive option
• Pricing: My PT Hub costs $48 per month when paid annually or $55 per month when paid monthly. It includes a 30-day free trial.
• Platforms: iOS and Android

My PT Hub is a personal training app and software designed to help maximize your efficiency and grow your revenue. The client-friendly app features custom branding options and a robust calendar feature.

The calendar allows clients to book single or group training sessions, classes, and more. It; features a credit system so clients can buy packages and includes a waiting list function and an integrated attendance register.

5. Acuity Scheduling

• Key features: Acuity Scheduling features the options to store credit cards and offer vouchers and coupons; customization with your brand colors; intake forms to collect client information; the option to embed the event scheduler in your website; the ability to collect tips; invoicing and email functionality; and integration with more than 500 Zapier apps.
• Pros: All plans include unlimited services and appointments, plus client self-scheduling options. There are no setup, cancellation, or support fees, and it offers a free trial for seven days.
• Cons: It isn’t specifically designed for health and fitness. Some features, like gift certificates, are only available with certain plans.
• Pricing: The Emerging plan is $16 per month, the Growing plan is $27 per month, the Powerhouse plan is $49 per month, and custom pricing is available for the Enterprise plan.
• Platforms: iOS and Android

Acuity Scheduling is scheduling software that also includes some other helpful business tools. While not specifically built for trainers or the fitness industry, the platform allows you to easily control your availability, manage multiple locations, send automated reminder notifications, and create custom intake forms. It’s capable of storing credit cards and taking deposits, as well as offering recurring subscriptions to save you time.&

6. TrueCoach

• Key features: TrueCoach features a workout program builder, in-app client messaging, client tracker functions, a video exercise library, a calendar, automated payment processing, nutrition tracking capabilities, client and coach notifications, and integrations with wearable devices.
• Pros: It supports virtual and in-person clients. It also offers resources like training videos and in-app messaging for streamlined communication.
• Cons: The Starter plan has a limit of five clients. It’s a more expensive tool than many other options.
• Pricing: TrueCoach’s Starter plan costs $26.34 per month; the Standard plan is $57.99 per month, and the Pro Plan is $136.99 per month — all when billed annually. TrueCoach offers a free 14-day trial.
• Platforms: iOS and Android

TrueCoach is a platform designed specifically for personal trainers, particularly those who offer virtual and in-person services. TrueCoach allows trainers to create and schedule workouts for clients, and clients can then access their personalized workouts using their own calendars.

Trainers can also use the calendar feature to sort their schedules by in-person, dual, and remote clients. Other features, like “due soon” and “needs attention” alerts, help trainers monitor client progress and reach out if someone has suddenly stopped progressing.

7. Picktime

• Key features: Picktime features 24-7 online booking, team management, support for multiple locations, the option to take payments via cash and card, the ability to generate invoices, and the option to set recurring bookings.
• Pros: It offers affordable pricing and the ability to take payments and create invoices.
• Cons: It’s not specifically designed for personal trainers. It has limited marketing and management tools. The more affordable plans have fewer integrations and features.
• Pricing: Picktime’s free plan includes basic features. The Starter plan, designed for small businesses, is $3 per user per month. The Pro plan’s pricing depends on the number of users.
• Platforms: iOS and Android

Picktime is a virtual scheduling platform designed to work for any kind of business. While not specifically designed for personal trainers, Picktime is a convenient tool that simplifies scheduling appointments and managing your calendar. Clients can use the app 24-7 to book their training appointments, and you can review your appointments and your customer data all in one place.

The platform supports cash and card payments for easy booking, and it allows you to manage schedules for multiple locations.

8. Setmore

• Key features: Setmore features a customizable booking page, automated notifications, integrated payment processing, the option to create multiple calendars under one account, a class-booking feature, and a website calendar widget.
• Pros: Booking pages are fully customizable to reflect your business’s branding. It also offers 24-7 human support with all plans, including the free plan, an integrated payment processing.
• Cons: not specifically for personal training
• Pricing: Setmore offers a free plan, a Pro plan for up to two users for $12 per user per month, and a Team plan for unlimited users for $9 per user per month (both when billed monthly).
• Platforms: iOS and Android

Setmore is scheduling software that many businesses in a wide range of industries can use, including personal training. Trainers can use Setmore to customize an online booking page, where clients can book their own training sessions 24-7. Booking pages integrate with payment tools like Square, Stripe, or PayPal, so customers can self-pay for sessions.

Trainers can easily review bookings and appointment details as well as confirm appointments, and clients receive an instant email notification when their booking is confirmed.

9. Appointy

• Key features: Appointy features digital note-taking, digital client profiles, self-scheduling for clients, automated reminder notifications, the ability to create gift cards and request client reviews, integration with social media platforms, customizable digital meeting settings, online payment processor integrations, and the ability to schedule equipment use.
• Pros: The equipment management feature helps avoid double-booking equipment. It also offers a widget that integrates with your website to track how many visitors are booking appointments. The free plan doesn’t require a credit card.
• Cons: Some plans are more expensive than other software.
• Pricing: Appointy offers a free plan with limited features. The Growth plan is $19.99 per month, the Professional plan is $49.99 per month, and the Enterprise plan is $79.99 per month. A 14-day free trial is available for the paid plans.
• Platforms: iOS and Android

Appointy is an online appointment scheduling platform that can help personal trainers and other professionals grow their businesses. Clients can self-schedule training appointments 24-7, and the trainers can access their color-coded calendar to easily review booked appointments.

The calendar features the ability to set booking rules and restrictions, like maximum capacities for classes, and trainers can even send automated appointment reminders by text or email to help reduce no-shows. The platform also features the ability to have clients complete a digital intake form in advance, and trainers can store data in dedicated client profiles.

A step up for your personal training business

The scheduling apps above can all enhance your personal training business. Available at a wide variety of price points, these apps include many features to save you time, help you present your business in a professional light, and offer numerous conveniences to your clients. If you’re ready to take the next step in elevating your personal training business, it may be time to invest in one of these scheduling apps.

Photo by Instituto Alpha Fitness