Free appointment booking software for personal trainers
Clients can book sessions whenever and wherever they want. It’s the easiest way to get your business off the ground - literally and figuratively

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.
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.
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.
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 booking 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 your business on auto-pilot With your new toolset
Sell
Marketing
Business
Auto pilot
Overview
No-shows
Customers
Add your training sessions and more
Decide yourself 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 you 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 again.
Sell smart
Add options, durations, variations, preparation time and cleanup time to help your clients book.
Book deadline
Choose till what time clients can book a training session.
Sell
Add your training sessions and more
Decide yourself 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 you 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 again.
Sell smart
Add options, durations, variations, preparation time and cleanup time to help your clients book.
Book deadline
Choose till what time clients can book a training session.
Marketing
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%.
Your logo and colors
Makes your gym stand out. Literrally everything will get your own style. Your page, dashboard, Wallet passes and every single e-mail.
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.
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.
Schedule '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.
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 look like the gym.
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' sales, cancelations and revenue. This way you know exactly how the 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%.
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.
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 coming, and a way to let you book again.
Delivery view
See exactly where you need to be, in which order and at what time. Everything shown on a map to lay it out perfectly for you.
No-shows
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.
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.
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.
Communication made easy
Every appointment, cancelation, change and reminder is automatically sent to your clients. Emails are sent in your style so they look like the 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.
Change the time
Clients can change the time of their upcoming appointment as long as the cancelation deadline hasn't passed.
Client history
See exactly what kind of training sessions your customer had last time.
Customers
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.
Advanced customer management
With Vev+ you 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 coming, and a way to let you book again.
Upcoming training sessions
Vev shows you the next time you will see your client. If there's no upcoming training session, you can book again with one tap.
Book again
In just a tap you 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 again.
Client history
See exactly what kind of training sessions your customer had last time.
It's your data
It's your data. The client information is yours. Vev doesn't sell, resell, target or advertise with this data.