Running a successful personal training business in 2025 takes more than just great workouts—it takes systems. With growing client lists, back-to-back sessions, and a mix of in-person and online appointments, staying organized is key. That’s where personal trainer booking software comes in.
Whether you're coaching from a gym, a private studio, or offering sessions online, using the right fitness booking software helps streamline your day-to-day. You can manage client schedules, accept payments, track attendance, and reduce no-shows—without the manual hassle.
But not all booking tools are built with fitness professionals in mind. Some are overly complicated, while others lack features like class packs, payment integration, or client messaging. In this guide, we break down the best booking software for personal trainers in 2025—covering everything from pricing and features to ease of use—so you can find the right fit for your business and focus on what matters most: training your clients.
What to Look For in Personal Trainer Booking Software
The right booking software can do more than just fill your calendar—it can improve how you manage your business, communicate with clients, and get paid. As a personal trainer, you need a solution that supports your unique workflow, whether you're running solo sessions, group classes, or hybrid coaching.
Here are the most important features to look for:
1. Session and Class Flexibility
Your software should allow you to offer different types of services. That includes one-on-one sessions, recurring appointments, class packs, and drop-in options. Flexibility is key as your schedule and offerings evolve.
2. Integrated Payments
Clients should be able to pay at the time of booking. Look for tools that support secure, built-in payment processing through providers like Stripe or PayPal. This makes it easier to get paid on time, without invoicing delays.
3. Client Management Tools
The best platforms double as lightweight CRMs. You should be able to track session history, client progress, notes, and remaining credits or class passes—all in one place.
4. Mobile-Friendly Experience
Both you and your clients are likely using phones to book and manage sessions. A mobile-optimized experience ensures everything works smoothly on smaller screens, with no need for app downloads.
5. Automated Reminders
Missed sessions mean lost income. Automated reminders via email or SMS help reduce no-shows and keep clients accountable—without any extra effort from you.
6. Simple Setup and Interface
You shouldn’t need a tech background to get started. The setup process should be quick, and both the admin dashboard and client booking flow should be easy to navigate.
7. Transparent and Scalable Pricing
Avoid platforms with high monthly fees or hidden costs. Choose a pricing model that works with your current business size—and grows with you.
Booking Software Comparison Table
Here’s a side-by-side comparison of the top booking software tools for personal trainers in 2025—covering pricing, ease of use, and who each platform is best suited for.
Software | Best For | Starting Price |
|---|---|---|
Time2book | Solo trainers & small studios | €29/month |
Trainerize | Online & hybrid coaching | $5/month |
Acuity Scheduling | General scheduling needs | $20/month |
PTminder | In-depth tracking & programming | $59/month |
Calendly | Basic appointment scheduling | $10/month |
1. time2book
If you're a personal trainer looking for a simple, modern way to manage bookings, track clients, and collect payments—all without a complicated setup—time2book is a strong contender in 2025. Designed specifically with fitness professionals in mind, it removes the clutter of overly complex platforms and focuses on what matters most: making it easy for your clients to book and pay.
There’s no need for app downloads or long learning curves. Clients can reserve sessions straight from their phones, and you can create flexible offerings like drop-in classes, recurring sessions, or training packages. Whether you're coaching in person, running small group classes, or offering online sessions, time2book keeps everything organized and efficient.
Top Features
Accept bookings for classes, 1-on-1s, or packages
Integrated Stripe payments at checkout
Real-time schedule management
Automatically track client visits and purchases
Admin dashboard for tracking performance and revenue
Works seamlessly on mobile and desktop
Pricing
Starting price: €29/month
Setup fee: Free
Rating
Modern: 9/10
Ease of use (staff): 9/10
Ease of use (clients): 9/10
2. Trainerize
Trainerize is a well-known platform designed for fitness professionals, especially those offering online or hybrid coaching. It combines scheduling with tools for delivering workouts, tracking client progress, and communicating directly through a branded app.
Best for: Personal trainers who offer online programs or hybrid coaching and want to manage everything—workouts, habits, messages, and more—from one place.
Top features
Custom workout builder with video demos
In-app habit coaching and progress tracking
Client messaging and check-ins
Nutrition tracking with MyFitnessPal integration
Branded mobile app (available on higher-tier plans)
Pricing
Starting price: $10/month (but just 1–2 clients)
Setup fee: None
Rating
Modern — 8/10
Ease of use (staff) — 7/10
Ease of use (clients) — 8/10
3. Acuity Scheduling
Acuity Scheduling is a powerful booking platform trusted by professionals across many industries—including fitness. While not built specifically for personal trainers, it offers flexible scheduling tools, calendar syncing, and automated reminders that work well for trainers who need a straightforward way to manage appointments.
Best for: Solo personal trainers or small teams who want customizable scheduling without the extra features of full coaching platforms.
Top features
Customizable booking pages and intake forms
Syncs with Google, iCloud, Outlook, and Office 365 calendars
Automated email and SMS reminders
Accepts payments via Stripe, Square, and PayPal
Client self-booking with real-time availability
Pricing
Starting price: $20/month
Setup fee: None
Rating
Modern — 7/10
Ease of use (staff) — 7/10
Ease of use (clients) — 8/10
4. PTminder
PTminder is a booking and business management platform built specifically for personal trainers and small fitness studios. It offers a wide range of features including scheduling, payments, client tracking, and even workout programming—making it a solid all-in-one solution for trainers who want depth and control.
Best for: Trainers who want both scheduling and client programming tools in one platform, with the option to scale up as their business grows.
Top features
Session and class booking with recurring options
Workout builder and fitness assessment tools
Online payments and invoicing
Client tracking, progress logs, and notes
Branded mobile app (available on higher plans)
Pricing
Starting price: $59/month (up to 50 clients)
Setup fee: None
Rating
Modern — 7/10
Ease of use (staff) — 7/10
Ease of use (clients) — 7/10
5. Calendly
Calendly is a general-purpose scheduling tool commonly used in corporate and consulting environments. While it offers clean booking flows and calendar syncing, it lacks the fitness-specific features personal trainers often need—such as class packs, client tracking, or session history.
Best for: Professionals in corporate, consulting, or admin roles. Not ideal for personal trainers looking to manage multiple clients, track sessions, or sell packages.
Top features
Basic appointment scheduling
Calendar syncing with Google, Outlook, and others
Stripe and PayPal payment options
Email and SMS reminders
Simple booking links
Pricing
Starting price: From $10/month
Setup fee: None
Rating
Modern — 7/10
Ease of use (staff) — 8/10
Ease of use (clients) — 8/10
Frequently Asked Questions (FAQs)
The best booking software for personal trainers is one that supports session scheduling, online payments, and client management—all in one place. Time2book stands out in 2025 for offering a clean, mobile-friendly interface, ideal for solo trainers and small fitness businesses. For those focused on digital coaching, Trainerize is a strong alternative.
Yes, most modern booking software allows you to accept payments online through platforms like Stripe or PayPal. Time2book includes built-in payment processing, so clients can pay when they book—reducing no-shows and manual invoicing.
Time2book is one of the easiest tools to set up and use, with no apps to install, no logins for clients, and a simple dashboard for managing your services. It’s ideal for trainers who want a stress-free, mobile-friendly solution.
Look for software that fits your workflow. If you run both private and group sessions, offer class packs, or want to track client progress, tools like time2book and PTminder are ideal. Online coaches may prefer Trainerize for its workout programming features. Always consider setup time, ease of use, mobile access, and pricing.
Final tips for choosing the best software for personal trainers
In 2025, personal trainers have more tools than ever to simplify how they run their businesses—but not every platform is built with fitness in mind. While some options offer deep features for online coaching or general appointment booking, they often come with complexity or miss the essentials trainers need day-to-day.
If you’re looking for a modern, easy-to-use solution that helps you manage sessions, track clients, and accept payments—all without a learning curve—time2book is a standout option. It’s designed to keep things simple, so you can spend less time managing your calendar and more time training clients.
