Free appointment booking software for personal trainers
The easiest way to get your business off the ground - literally and figuratively. Clients can book sessions whenever and wherever they want.
Why should I use software for bookings as a personal trainer?
Personal trainers tell us all the time: they chose their profession for a reason. They wanna be out and about working with their clients and not spend hours behind a computer doing admin work, (re)scheduling appointments, or creating and sending out invoices.
Automating all of those tedious tasks to a booking system is a great way to improve your own happiness, and at the same time boost your customer satisfaction. Did you know that over 60% of clients prefer booking appointments online? That’s 6 out of 10 clients that prefer to click a button than call or text you to set up a session.
Three reasons why you should work with a booking system as a personal trainer:
- It’s easy to set up. Simple systems like Vev are up and running in about a minute. No demo calls. No credit card is needed. Just create an account and go!
- Automate the boring stuff. No one starts a personal training business with the hopes of spending as much time behind the computer as possible. That’s why the most common tasks are automated in the smart booking tool from Vev.
- Boost your revenue. Believe it or not, when you give clients the ability to schedule a last-minute appointment, you’d be surprised how many might take you up on that offer. On average we see a 45% increase in bookings as soon as clients get a hold of your booking link.
“You can't pick up the phone in the middle of a set ”
What is important to know before I pick a reservation system?
There are a couple of things personal trainers should know before they pick a booking system to work with. Above all, the aim is to spend as little time as possible on the ‘admin’ side of your business.
Let’s say that without a system, you’d spend up to one-two hours a week on administrative tasks. That means you can squeeze one or two more clients in per week. Let’s run the math real quick here: that’s close to 80 more “billable hours” per year!
- Use a system if you prefer training over computer work. Save up to two hours a week by automating the process of rescheduling. A computer can’t take over teaching but happily takes over scheduling ;-).
- Leverage a system if you plan on growing your business. This is the number one reason we hear why personal trainers start to work with a booking system. It makes your business future-proof, and on average, we see a sharp incline in revenue 3-5 months after the system is up and running.
- Use a booking system if you don’t want to be disturbed outside working hours. Another popular reason we hear from personal trainers all over the world. A reservation page available 24/7 allows your clients to make changes whenever they like. Some clients are mindful of the evening hours and might wait until the following morning, but others will go ahead and keep texting you. Using a system like Vev will make your evenings for sure more relaxed.
p.s. Did you know that Vev comes with a built-in CRM?
How to get more clients for my personal training business?
First up, we highly advise you to work smarter and not harder. You’ve probably heard that one before, but in the case of growing your personal training business, we can assure you it’s true. Having an online booking system that your clients can access 24/7 frees you up significantly. It’s not only a professional boost you are giving your business, but you also hop on the customer trend that everything can be managed online.
Other smart ways to start growing your business as a personal trainer today:
- Start promoting your business online. Use relevant #hashtags, post and join local Facebook groups, and respond to people inquiring about where to find a good personal trainer in their community via Reddit, and places like that.
- Create business cards with a QR code. Maybe certain gyms, juice bars, local sporting goods stores, and other similar businesses will let you put down a couple of business cards. It would be a shame if those cards didn’t feature a QR code for those interested in booking a session right away. So make sure this QR leads to your booking page. If you sign up today for Vev, you can find a QR code ready to be printed right on your dashboard.
- Run ads on Instagram with a link to your booking page. Last month we ran an experiment with a personal trainer using Vev. We created two ads for her. One Instagram ad campaign led to her generic website, where people could learn more about the business. The second campaign skipped the website and went straight to the booking module. Within hours of starting the second campaign, the first (prepaid) training session was confirmed. She later asked the client why they booked right away. The answer was simple: there was momentum. The client had clicked on the ad after thinking about working with a personal trainer for ages but had never found the time and energy to give one a call. The ad was well-targeted and came down to being shown at “the right place, at the right time.” Business overall for this personal trainer grew by 40% thanks to this running campaign.
Get up to 12% more booking by using an online appointment system
How to provide virtual training sessions as a personal trainer?
We all remember the early lockdown days of March 2020. When everything came to a halt, many businesses, including personal trainers, had to figure out a new way of working.
For lots of personal trainers, their business became a virtual one overnight. These are the key learnings from March 2020 till now:
- Be clear about which days you offer in-person training and which days are for virtual ones.
- Make sure to provide clear instructions to your clients as to what they should be wearing, which equipment they need to have at hand, and where/how to put their phone or computer so that you can see them.
- Consider charging a little less for these sessions to create a price differentiation between the two services, keeping in mind that some personal trainers deliberately choose not to do this. Decide for yourself what feels best for your business.
- Provide your clients with an easy-to-use appointment scheduling system, such as Vev, where they can book their slots. It’s up to you to decide whether you want to work with a booking system for both in-person and online training sessions. Vev is capable of handling both, and even reserves travel time in between sessions so that you leave no one hanging.
Run the gym on auto-pilot With your new toolset
Sell
Marketing
Payments
Business
Learn
Auto pilot
Overview
No-shows
Customers
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.
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.
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.
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.
Learn
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 day at a glance
See exactly how much your gym makes, what your clients book most and even learn how they made their 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.
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.
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.