1. Start Here
A built-in guide to setting up and using the workbook.
- Three paths: in person, online or hybrid
- Set-up steps: Settings, Package Menu, Rate Calculator
- What to do for every client, every day and every week
- How the workbook works: blue headers for typing, gray headers calculated, the Check column (red = fix, amber = warning)
- How packages and sessions connect, changing prices, the as-of date, refunds, validity, freezes and monthly plans
- Definitions of every figure: cash received, net profit, renewal rate, revenue earned, sessions you owe, hourly rate
- Capacity, gift certificate and prepaid contract notes, sales tax and disclaimer
2. Dashboard
Your business at a glance, updated from your records.
- Period filter: this year, this month, last 30 or 90 days, all time, or each quarter of the report year
- Eight cards: cash received, revenue earned, net profit (cash basis) with the tax set-aside, sessions you owe, hourly rate after fees and gym, renewal rate, active clients and expired unused sessions
- Revenue by format (in-person, in-home, semi-private, small group, online live, online coaching, hybrid): sessions, revenue earned, share and earning per completed session
- Business health with healthy ranges: late cancels and no-shows; average earned per completed session; capacity used; gym fees as % of revenue; card fees as % of payments; client tenure and average paid per client; leads that became clients; clients who referred someone; offers priced more than 25% below your single price
- Needs attention: 13 counters, from sessions this week to entries to fix
- Packages sold by type, gym fees owed vs. paid by location, who owes you
- Cash in vs. cash out chart by month, top clients
3. Action Board
What needs your attention today and this week.
- Sessions in the next 7 days: day, time, client, format, sessions left and location
- Renew now: packages running low or used up
- Expiring with sessions unused: expiry, client, package, sessions left, days and the $ at risk
- Packages not fully paid, and drop-in sessions and travel fees to collect
- Leads to follow up with their status, last contact and source
- Inactive clients: no session for 10+ days
- Online check-ins due, assessments due, program reviews due
- Onboarding not complete: PAR-Q+, medical clearance or waiver missing
- A "+ N more" line when a list has more rows than it shows
4. Clients & Leads
One row per person, from the first inquiry to a long-time client.
- Name, phone, email, status (Lead, Consult booked, Proposal sent, Trial, Active, Paused, Former, Lost)
- Lead source, who referred them, lead date, last contact and lost reason
- Usual format and location, up to 3 weekly time slots, online check-in day
- Goal, target date or event, injuries and limitations, emergency contact
- Height and sex for the body-fat formula; PAR-Q+ date and answers, medical clearance and waiver
- Current program and review date, notes
- Automatic: sessions left, current package, next expiry, last session, days since, client since, total paid, what they owe, purchases, renewals, referrals made, last and next assessment
- Up to 200 clients and leads
5. Session Log
Every session, booked or done.
- Date, time, client and status: Scheduled, Completed, Late cancel, No-show, Cancelled in time, Trainer cancelled, Complimentary or Check-in
- Minutes, format and location (blank = the client's usual ones)
- Sale # to choose a package, drop-in price, travel fee, payment received now and method
- Group ID for semi-private sessions, session notes
- Automatic: uses a session, from Sale #, package, sessions left after, session value, charge, balance and gym fee
- Up to 3,000 sessions
6. Package Sales
One row per package, membership month or gift certificate.
- Sale #, sale date, client and offer from the Package Menu
- Sessions, bonus sessions, price, discount, validity start and days (blank = the offer's terms)
- Freeze days and reason; gift certificate and who bought it
- Up to 3 payments with dates and methods; refund and refund date
- Automatic: type, total sessions, price, sales tax, total, per session, paid, card fees, balance, payment status
- Starts, expires, used, left, days to expiry, value still owed, expired sessions and value
- Status: Not started, Active, Running low, Expiring soon, Used up, Expired, Ended or Refunded; renewed, rollover to next month and suggested refund
- Up to 800 package sales
7. Weekly Schedule
Your week at a glance.
- 5 AM to 9 PM, Monday to Sunday, for any week you pick
- Sessions from the Session Log, plus your active clients' usual slots not logged yet (↻)
- Semi-private groups shown once
- Sessions and hours per day; this week's sessions, hours, capacity and capacity used
8. Training Proposal
A printable proposal for a new client.
- Your business details and credentials line
- Client, goal, target date, recommended plan and valid-until date
- Three options side by side, with the one you recommend highlighted: offer, format, sessions, validity, price, price per session and the saving vs. single sessions
- What every plan includes, your policies, the contract-law reminder and the safety note
- Signature lines and the chosen option
9. Client Statement
"How many sessions do I have left?"
- Sessions left, next expiry, total paid and balance due
- The client's packages: sessions, used, left, expiry, status and balance
- Recent sessions with the package they came from and any charges
- A renewal message when sessions are running low, and your policies
10. Invoice & Gift Certificate
A printable invoice that becomes a receipt.
- Package sale: pick a Sale # — invoice, receipt once paid in full, or gift certificate for gift sales
- Sessions in a period: every drop-in session and travel fee for a client between two dates
- Your payment instructions in the footer; print or save as PDF
11. Package Menu
Your offers and what each one earns you.
- About 30 offers pre-filled with illustrative late-2026 US prices: assessment, single sessions (30, 45, 60 min), intro pack, 5- to 30-session packs, partner and small-group packs, in-home sessions and packs, monthly 1x / 2x / 3x a week, online coaching (basic, standard, premium), online live sessions, hybrid plans, program design and nutrition add-ons, a New Year promo and gift packages
- Type, format, sessions, minutes, validity days and start, monthly rollover, price, promo price and end date, usual location, taxable and offered
- Automatic: price now, price per session, saving vs. single, gym fee per session, what you keep per session and per hour, number sold
- Up to 60 offers
12. Rate & Package Calculator
Prices from your numbers, not a guess.
- The rate you need: income goal, business costs, working weeks, paid sessions per week, gym fee model and card fees → minimum price per session and a verdict vs. your single price
- Package ladder: 5 packages with your discounts → price rounded to $5, per session and what you keep
- Online coaching minimum monthly price; semi-private price per person for 2, 3 and 4 people
- Which gym deal costs less: flat rent, pay per session or a revenue split, with the break-even sessions
- How many clients your goal takes: active clients and new clients a month, from your renewal rate
13. Fitness Assessments
One row per assessment.
- Weight, measured body fat and method; neck, chest, waist, hips, arm, thigh and calf
- Resting heart rate, blood pressure, 3-minute step test heart rate
- Push-ups (with type), plank, wall sit, sit-and-reach
- Three main lifts (load and reps) and posture / movement notes
- Automatic: BMI, waist-to-hip ratio, body fat by the US Navy tape formula, body fat used, estimated 1RM per lift, change in weight, body fat and waist since the first assessment, assessment number
- Up to 600 assessments
14. Progress Report
A printable report to share with your client.
- First and latest value of 18 measures, with the change and the trend
- Weight and waist trend chart
- Attendance: sessions since the first assessment, last 30 days, late cancels and no-shows, sessions left
- Coach's comment and the recommended next package with its price
15. Program Builder
A printable training program.
- Client, program name, focus, weeks, days per week, start and review dates
- 4 training days with up to 8 exercises each: sets, reps, % of 1RM, rest and notes / tempo
- Loads calculated from the client's latest estimated 1RM for the main lifts
16. Exercise Library
The exercises behind the Program Builder.
- 104 exercises with movement pattern, main muscles, equipment, level and a coaching cue
- Link to one of your three main lifts for % 1RM loads
- Add your own, up to 150
17. Credentials & Insurance
Never let a certification or policy lapse.
- Certification, specializations, CPR/AED, liability insurance, business license and gym agreements
- Organization, number, issued and expiry dates, renewal cost and notes
- Continuing education credits required vs. done
- Automatic: days left, CEUs still needed and status, with a warning 60 days before
18. Expenses
Every business cost, recorded once.
- Date, vendor, category, description, amount, payment method and location
- Categories such as gym rent and floor fees, equipment, certifications and CEUs, insurance, apps, marketing, phone, vehicle and fuel
- Link gym rent to a location to compare what you owe each gym with what you paid
- Card processing fees are calculated from each payment, not typed here
- Up to 1,000 expenses
19. Mileage Log
Business driving with the IRS rate applied.
- Date, purpose, from → to, miles and round trip
- IRS standard mileage rate for the trip date, from an editable table in Settings
- Deduction per trip; standard mileage or actual vehicle costs (chosen in Settings)
- Up to 1,000 trips
20. Tax Set-Aside
How much to put aside, month by month.
- Money collected − refunds − card fees − expenses − mileage = net, and the amount to set aside (25% by default)
- Four quarterly estimated payments (Form 1040-ES periods) with due date, amount, paid and status: Paid, Partly paid, Due soon, Upcoming, Past due or Nothing due
Note: a planning estimate, not tax advice. Ask your tax professional.
21. Settings
Your business details and the rules behind every calculation.
- Business name, trainer name, contact details, address, website and the credentials line printed on documents; your state
- Report year and as-of date
- Session policies: cancellation notice, late cancels and no-shows use a session, free late cancels per package, maximum freeze, default validity start, refund policy
- Single session price and length, in-home travel fee, weekly capacity and unpaid hours
- Alert thresholds: running low, expiring soon, renewal talk, inactive clients, reassessment, lead follow-up, credential warning
- Sales tax rate, tax set-aside %, vehicle deduction method
- Main lifts for assessments and the Program Builder
- Printed text: policies, contract-law reminder, invoice footer, gift certificate note, liability / safety note
- Locations & gym fees (per session, % of session or monthly rent; no-shows pay the fee or not) and payment fees by method
- Editable lists: client status, lead sources, push-up types and more; IRS mileage rates
