Booking and payments for personal trainers: consults, session packs and renewals.
Trainers usually fit the business side in between early and late sessions. Alcreo books free consultations online, sells session packs and monthly plans that bill themselves, reminds clients before each session and tells you when a pack is about to run out.
Training is the job. The scheduling, selling and billing happen in the gaps.
Most independent trainers recognize at least a few of these:
Leads answered between sessions
Someone DMs you about training at 9 AM. You reply at 7 PM, after they've signed up somewhere else.
Consults without a clear next step
A consult goes well, but without a clear offer and follow-up the person keeps thinking about it.
Packs that run out quietly
A client finishes their pack and nobody reminds them to renew.
Late cancels and no-shows
A missed 6 AM session is income you can't get back.
Payments across apps and cash
Tracking who paid for what is messy.
Referrals left unasked
Clients get great results but rarely send friends unless asked.
Booking, payments and follow-up for a trainer
Keep your programming app for workouts. These tools handle everything around the sessions.
A website about how you coach
Pages for your approach, programs and packages, with client stories you have permission to share.
Consultations booked online
Leads book a free consultation and fill out a goals questionnaire ahead of time.
Quick replies to new leads
DMs and web forms get an immediate reply with your consult link.
A client pipeline
Track leads from first message to consult to client, with goals and next steps on each card.
Session packs and monthly plans
Sell packs that track remaining sessions and monthly plans that bill automatically.
Session reminders
Clients get reminders before each session, along with your cancellation policy.
Renewal reminders
When a client is down to their last sessions, they get a renewal reminder with a pay link.
Check-ins between sessions
Send encouragement, habit reminders and progress check-ins by text.
Reviews and referrals
Clients get review requests and a referral offer at milestone moments.
From an Instagram DM to a long-term client
Someone has followed you for months and finally asks about training. Here's how it could go.
Leads who don't start get a monthly check-in and the occasional offer.
This is an illustration of how the system can work, not a specific customer's results.
- Day 1DM answeredAn automatic reply sends your consult link. They book for Thursday.
- Day 2QuestionnaireThey complete a goals and history questionnaire before the consult.
- Day 4ConsultYou meet, then send a package offer. They want to check their schedule first.
- Day 6Pack purchasedA short follow-up lands and they buy a 10-session pack.
- Week 5RenewalWith two sessions left, a renewal reminder goes out. They switch to a monthly plan.
- Week 8ReferralAt a milestone, they get a referral offer and send a friend.
Set up for the way you train
One-on-one, small group and hybrid coaching each need a different setup.
One-on-one training
In-person sessions at a gym or studio.
- Consultation booking
- Session packs
- Session reminders
- Renewal reminders
Small group training
Semi-private sessions and classes.
- Group session booking
- Monthly plans
- Waitlists
- Referral offers
Hybrid and online
In-person plus remote programming.
- Monthly coaching plans
- Check-in texts
- Program delivery
- Progress forms
Keep your programming app. Handle the business side here.
If you deliver workouts in a training app, keep it. Alcreo isn't a workout builder.
Where trainers tend to lose time and money is around the training: lead replies, consults, packs, billing, reminders, renewals and referrals.
During setup we import your clients and leads so reminders, renewals and referral requests can start right away.
Is Alcreo a good fit for your training business?
It's built for independent trainers and small training studios. Gyms with memberships and front desks should look at our gym setup.
A good fit if
- Leads wait hours for a reply
- Clients finish packs without renewing
- You track payments across several apps
- You'd like a website that explains your coaching
Probably not the right tool if
- You need a workout programming or nutrition tracking app
- You train exclusively through a gym that books for you
- You need gym access control
Check-ins clients asked for
Clients welcome encouragement they agreed to receive.
Waivers and questionnaires on file
Waivers and health questionnaires are completed before the first session and attached to the client record.
Consent on every form
Forms include clear, unchecked texting consent with links to your privacy policy and terms. STOP replies are honored automatically.
Registered business texting
We help you register your number for A2P 10DLC, which mobile carriers require for business texting from local numbers.
Policies that stay current
Growth includes an auto-updating privacy policy, terms and cookie consent for your website. On Launch it's a $20/month add-on.
This is general information, not legal advice. Talk to your own advisor about the rules that apply to your business and your state.
What your training business website could look like
A personal, confident site that explains how you coach and makes booking a consult easy.
Service and city pages help you show up for searches like "personal trainer near me" and "strength coach in [your city]." Your story, a clear process and client stories you have permission to share help people take the first step.
What happens after you sign up
You don't have to learn the software on your own. Here's what the first week looks like.
One onboarding call
We learn how your training business works today, which tools you're keeping and what to fix first.
Your website and phone number
We build your website or connect your current one. Keep your number by forwarding or porting it, or get a new local number.
Your contacts and starter setup
We import your contacts, load the standard pipeline and turn on the starter automations that fit. You can rename stages and edit messages any time.
Live in under a week, with support after
Most accounts are running in under a week, though texting registration depends on the carriers. After launch, support helps when you want to change something.
Plans for personal trainers
Both plans are month-to-month, set up for you, and your first 30 days are free.
Launch
$497 setup · first 30 days free
- ✓5–6 page website with program pages
- ✓CRM, client pipeline and follow-up
- ✓Consultation booking, social inbox and texting
- ✓Packs, plans, reminders and reviews
- ✓Unlimited AI agents (fair use)
- ✓Up to 5 users
- ✓Compliance add-on: +$20/month
Growth
$997 setup · first 30 days free
- ✓Up to 35-page SEO website with service and city pages
- ✓Lead follow-up, renewal and referral buildout
- ✓Everything in Launch
- ✓3 website edits every month
- ✓Unlimited users and priority support
- ✓Compliance included
Phone, texting, email and AI usage is billed separately based on what you use. If you cancel in the first 30 days, there's no monthly charge, but the setup fee isn't refunded. Moving from Launch to Growth costs the $500 difference in setup fees. Google ad spend is paid directly to Google. Google decides Local Services Ads eligibility for each business type and area.
AI for the routine work, with your team in charge
For a trainer, AI helps with the messages you'd otherwise send at 9 PM: replies to new leads, renewal reminders and check-ins between sessions. You edit them so they sound like you.
You decide what AI handles. Anything that needs judgment, or a personal touch, stays with your team.
Describe a workflow in plain English
Type something like "when a client has two sessions left in their pack, text a renewal link, then email a reminder two days later" and the AI builder drafts the automation. You review it, adjust the timing or wording, and turn it on.
An assistant for routine questions
AI agents can answer common questions, collect details and book appointments by chat or text, in many languages. You decide what they say and when a person takes over.
Help drafting messages
Draft reminders and replies faster, then edit them to sound like your business.
Help when you want to change something
We show you the AI tools during onboarding, and support can help you adjust an automation later instead of starting over.
Questions from personal trainers
Don't see yours? Book a 15-minute call and ask us directly.
Can leads book a consultation online?+
Yes. They book a consult and complete a goals questionnaire ahead of time.
Can I sell session packs and monthly plans?+
Yes. Packs track remaining sessions, and monthly plans bill automatically by card.
How do renewal reminders work?+
When a client is close to the end of their pack, they get a renewal reminder with a pay link.
Does it replace my workout app?+
No. Keep your programming app. Alcreo handles your website, leads, booking, billing, reminders and referrals.
Can I run it from my phone?+
Yes. Messages, bookings and payments are all available in the mobile app.
How long does setup take?+
Most businesses are up and running in under a week, starting with one onboarding call. Texting registration is approved by the mobile carriers, and their timing varies.
Can I keep my phone number and my current website?+
Yes. We can forward or port your number, or set up a new local one. If you like your current website, we can connect it to your account at the same plan price.
What does it cost, and what's billed separately?+
Launch is $297 a month plus a $497 setup fee. Growth is $597 a month plus a $997 setup fee. Both are month-to-month with the first 30 days free. Phone, texting, email and AI usage is billed separately based on use.
What happens if I cancel?+
Cancel in the first 30 days and there's no monthly charge, though the setup fee isn't refunded. After that there's no long-term contract. Closed accounts are paused for 30 days, and we'll send your contacts and website code on request. Your domain stays yours.
Other fitness & coaching businesses we set up
Related: Scheduling · Alcreo Payments · CRM & pipeline · Automations · Business texting · Websites
A full schedule of clients who keep training.
Book a free 15-minute demo and we'll start building your website live on the call.