Appointment scheduling system for personal trainers
Allow clients to schedule a time at your gym that works for them, and for you. Get appointments for your gym without you having to do anything!
The appointment scheduler that saves you headaches
With Vev you get your own online gym appointment page where clients book an appointment directly into your agenda. You set the opening hours of your gym, the software takes care of the scheduling of all the training sessions.
No more double bookings and no more missed appointment either, both you and the client are reminded in time of each coming appointment. And when something urgent comes up your clients can easily reschedule their training sessions themselves too, without you having to do anything!
You know you need the right tooling, so do 1000’s of other personal trainers already using Vev. Read through some more benefits of using gym appointment software below or directly start realizing all your ambition. Today. For free.
Run the gym on auto-pilot With your new toolset
Auto pilot
Business
Payments
No-shows
Customers
Overview
Sell
Marketing
Communication made easy
Every appointment, cancelation, change and reminder is automatically sent to your clients. Emails are sent in your style so they feel familiar to the clients of your gym.
Appointment reminders
On the day of the appointment, your client receives a reminder from you. It's send automatically and includes all the information of their training session.
Your month wrapped up
Every month starts with an overview of last months' appointments cancelations and revenue for your gym. This way you know exactly how your gym is doing.
Your own link
Add your link to your website and socials. A link in bio could boost the appointments of your gym up to 40%.
Sync to your calendar
Automatically sync your appointments to your personal calendar app.
Add 'Me time'
Got a personal appointment? With just a tap you can block time off. This way clients can't make an appointment.
Auto pilot
Communication made easy
Every appointment, cancelation, change and reminder is automatically sent to your clients. Emails are sent in your style so they feel familiar to the clients of your gym.
Appointment reminders
On the day of the appointment, your client receives a reminder from you. It's send automatically and includes all the information of their training session.
Your month wrapped up
Every month starts with an overview of last months' appointments cancelations and revenue for your gym. This way you know exactly how your gym is doing.
Your own link
Add your link to your website and socials. A link in bio could boost the appointments of your gym up to 40%.
Sync to your calendar
Automatically sync your appointments to your personal calendar app.
Add 'Me time'
Got a personal appointment? With just a tap you can block time off. This way clients can't make an appointment.
Business
Your overview of training sessions
See exactly who will get what training session, and at what time the appointment is due.
Your opening hours
You decide when the gym is open (or closed) for appointments.
Choose a time and date
Let your clients choose what time works for them. You can decide how strict or flexible you want to be with your time.
Add your breaks
Plan when you want a fixed break. Looking for more flexibility? Turn on smart breaks.
Add 'Me time'
Got a personal appointment? With just a tap you can block time off. This way clients can't make an appointment.
Exceptions
Want to open up during public holidays? Or close for a vacation? Your decide when the gym is open.
Book deadline
Choose till what time clients can book a training session.
Make your accountant smile
Export data of the gym on a monthly basis. Including all the information of your appointments. Giving you the information you need.
Sync to your calendar
Automatically sync your appointments to your personal calendar app.
Ahead of time
Set up your booking horizon, meaning how far in the future clients are able to book training sessions.
Define your own duration
Some appointments don’t require your attention the whole time, so you can help another client.
Notifications for you
When your client make an appointment, cancelation or change you will receive a notification.
Vev+
Start your business for free. Earn more with Vev+ while doing less.
Payments
Scan to Pay
Let your clients scan your QR for you to get paid. Vev will keep track of who has paid for their training session so your gym administration is always up to date.
Get paid ahead
Enable your clients to pay ahead for their appointment. Only if you want to, you as the personal trainers is in control.
Deposits
Let your clients put down a deposit to get their appointment.
No extra payment devices
No need to fill in the amount again. Or sync, connect and charge that extra device in your gym. Simply use your phone to have clients pay for their training sessions on the spot.
Discounts
It's easy to give your client a discount on their training session. Choose a percentage or fixed amount. Whatever works best for your gym.
Upsell
Add a percentage or fixed amount to the price of the appointment, in the simplest way possible for you as a personal trainers.
Refunds
Clients who've paid ahead will automatically be refunded when their appointment is cancelled. Yet another thing less to worry about for personal trainers.
Payments work out of the box
Payments are set up automatically for you. So you can get paid out of the gate. No need for any set up.
Policy
Define your own policy, so your clients know what to expect. Works perfectly with payments, deposits and refunds.
No-shows
Appointment reminders
On the day of the appointment, your client receives a reminder from you. It's send automatically and includes all the information of their training session.
Policy
Define your own policy, so your clients know what to expect. Works perfectly with payments, deposits and refunds.
Change the time
Clients can change the time of their upcoming appointment as long as the cancelation deadline hasn't passed.
Add to Calendar
Clients can add the appointment to their calendar. This way they receive a notification before their training session. The address, travel time and link to their confirmation page can be found in the event details.
Add to wallet
After clients book training sessions, they get a pass for their digital wallet. When added they get a notification on their phone at the right time. The pass contains all the details like; date, time, location, total cost, payment details and link.
Communication made easy
Every appointment, cancelation, change and reminder is automatically sent to your clients. Emails are sent in your style so they feel familiar to the clients of your gym.
Client details
For personal trainers it's super handy to have all the details of clients at their finger tips. Allowing you to send a text, call or email whenever you need.
Cancelation deadline
Decide until what time clients can cancel for free. Whenever a cancelation is made, clients receive a message including a link to schedule their next training session with your gym
Client history
See exactly what kind of training sessions your clients had at your gym last time.
Customers
Notes
Add notes about your clients. These notes show up around the appointment, so you can pick up the conversation with your client where you left off last time.
Client details
For personal trainers it's super handy to have all the details of clients at their finger tips. Allowing you to send a text, call or email whenever you need.
Customer management (CRM)
See your clients in the best way. This lets you build relationships and get more appointments. You can search and find your most valuable clients.
Focus on your clients
Your daily overview of clients. Showing you exactly who's you will see today, and an easy way to let you book again.
Book again
In just a tap your clients become regulars. Get the best date and time for the next appointment. No upcoming appointment? You and your clients are reminded to book a training session again.
Client history
See exactly what kind of training sessions your clients had at your gym last time.
It's your data
It's your data. The client information is yours. Vev doesn't sell, resell, target or advertise with the data from your gym. Of course not!
Get reviews from your clients
Word of mouth is the best marketing, and reviews are the digital equivalent of this.
Overview
Your day at a glance
See exactly how much your gym makes, what your clients book most and even learn how they made their appointment.
Notifications for you
When your client make an appointment, cancelation or change you will receive a notification.
Your overview of training sessions
See exactly who will get what training session, and at what time the appointment is due.
Focus on your clients
Your daily overview of clients. Showing you exactly who's you will see today, and an easy way to let you book again.
Delivery overview
See exactly where and at what time you need to deliver training sessions. Everything shown on an interactive map to make it crystal clear for you!
Sync to your calendar
Automatically sync your appointments to your personal calendar app.
Your month wrapped up
Every month starts with an overview of last months' appointments cancelations and revenue for your gym. This way you know exactly how your gym is doing.
Sell
Add your training sessions and more
Decide what you offer at your gym. Add descriptions for your training sessions, add an image, and best of all set your own prices.
Your day at a glance
See exactly how much your gym makes, what your clients book most and even learn how they made their appointment.
Book again
In just a tap your clients become regulars. Get the best date and time for the next appointment. No upcoming appointment? You and your clients are reminded to book a training session again.
Sell smart
Add options, durations, variations, preparation time, cleanup time and your duration to help your clients book.
Define your own duration
Some appointments don’t require your attention the whole time, so you can help another client.
Book deadline
Choose till what time clients can book a training session.
Marketing
Cover your gym
Add a cover to your header that matches your gym. Impress your clients of your gym even more.
Your own link
Add your link to your website and socials. A link in bio could boost the appointments of your gym up to 40%.
Brand your Vev
Add your logo, show a cover image, customize font styles, and display your address (or not). And everything will get styled in line with your gym. That means your appointment page, dashboard, Wallet passes and even every single e-mail that your clients get looks like you.
Book with a QR-code
Include your QR code on flyers, business cards, stickers and other placements in the gym to let your clients book training sessions by scanning it on their phone.
Policy
Define your own policy, so your clients know what to expect. Works perfectly with payments, deposits and refunds.
Page description
Add a slogan for your page to stand out from other gyms. Tell your clients why you're the best gym.
Get reviews from your clients
Word of mouth is the best marketing, and reviews are the digital equivalent of this.
In case you missed anything.
Is Vev’s appointment scheduler for personal trainers free to use?
Yes, the standard version of Vev is free to use. The reason? We want to enable every personal trainers to start their own gym, leveling the playing field between personal trainers.
As your gym grows, you should unlock Vev+. It’s a no-brainer for business owners that wanna keep their admin work to a minimum. Vev+ generates automatic tax reports, gives you access to advanced client data, and overall ups the way your online page looks like
No hard feelings if you are not ready to pay; the standard version of Vev is always at your disposal for free.
Can anyone start a gym with Vev?
Absolutely! Vev encourages everyone to follow their dreams and start their dream gym.
The only thing you need to get things going is a name for your gym, then you choose the template that best suits your use case, adjust some settings and you are ready to welcome your first appointments.
To help you even more, every template comes with a default price list you can edit the best way you see fit. Finally, set your business colors and upload a logo to make your gym page even more uniquely yours.
Chase that dream!
Can I use Vev’s appointment scheduler for personal trainers everywhere?
For sure! To quote Jennifer Lopez: “Brazil, Morocco, London to Ibiza. Straight to LA, New York, Vegas to Africa”. Our way of saying; no matter where your gym is on the planet, you can always count on Vev. Right now, we support over 10 languages (with more to come) and over 100 currencies.
What information is needed to schedule an appointment?
That depends slightly. When an personal trainers plans an appointment from their dashboard, only the client's name is needed. Nothing more.
When a client books an appointment with your gym from your online page, they must fill in their name and email address. Both phone number and address are optional fields.
What happens once a training session is scheduled?
No matter whether you or one of your clients scheduled the appointment, the chosen time slot is blocked from that moment onwards. It will also appear in your gym calendar.
At the same time, an email will be sent to both you and the client about the upcoming appointment. In addition, another reminder mail will go out just before the training session.
Can an appointment be rescheduled or canceled once it has been made?
Yes, both you and the client can do both of these things. However, you as the personal trainers remains in control, deciding exactly until when clients can reschedule or cancel.
No gym wants clients canceling just 5 minutes before their appointment.
What do I need to get started with my gym?
You only need an email address, a password, and a name for your gym. Nothing is forever, you can change everything later. Do make sure to comply with local regulations for personal trainers. Check whether you need a license or register with a Chamber of Commerce before getting your first appointments.