Personal Trainer Spreadsheet, Client Session & Progress Tracker (Excel, Google Sheets)
This personal trainer spreadsheet tracks your clients, session packages, progress check-ins and income, and tells you who needs to renew. Built for personal trainers, online coaches and small fitness studios. Works in Excel and Google Sheets.
Who it is for: personal trainers, online coaches and small fitness studios who sell session packages.
What it does
- Your packages and prices (single sessions, 5, 10 or 20 packs, monthly plans, online coaching), each valid for the number of days you choose.
- Log each session as Booked, then Attended, Late Cancel, No-show or Cancelled. Sessions come off the client's oldest package automatically, so you never count by hand.
- Every package shows sessions used, sessions left, its expiry date and any balance due.
- Needs attention: clients who owe sessions, need to renew now or soon, or haven't trained lately.
- Coming up: booked sessions for the next week.
- Client progress: pick a client to see every check-in (weight, body fat %, waist, hips, chest), with start, latest and change, plus charts.
- Dashboard: income, expenses and NET PROFIT for every month, with charts. Plus sessions delivered, new clients, average price per session and prepaid sessions left.
- Income by package and your top clients.
What's included
- 1 spreadsheet (.xlsx) with 11 tabs: Start Here, Dashboard, Clients, Packages, Sessions, Client Progress, Progress, Services, Expenses, Settings, Lists
- Quick-Start Guide (PDF)
- A sample trainer with 26 clients, so you can see how everything works before you add your own
Works with
- Microsoft Excel 2010 or newer (Windows and Mac), Excel for the web, and Google Sheets
- Any currency, lb or kg
- Capacity: 100 clients, 500 packages, 3,000 sessions and 1,000 progress check-ins per file
How it works
- Download the files instantly after purchase
- Add your packages and prices, and your clients
- Record each package sold and each session. Sessions left, renewals and the dashboard update by themselves.
Quick answers
- Who is this for? It is made for personal trainers, online coaches and small fitness studios who sell session packages.
- How does it count sessions? Log each session and it comes off the client's oldest package automatically, so you always know how many sessions each client has left.
- Does it tell me when a client needs to renew? Yes. Clients who owe sessions, need to renew now or soon, or have not trained lately are listed on the dashboard.
- Can I track client progress? Yes. Pick a client to see every check-in (weight, body fat, waist, hips, chest) with charts of the change since they started.
- Is there a monthly fee? No. It is a one-time purchase and an instant download, with no subscription. It works in Excel and Google Sheets, in any currency.
Please note
- This is a digital download. No physical item will be shipped.
- This template helps with record keeping. It is not medical, tax, legal or accounting advice.
- For use in your own business. Please don't resell or share the file.
- Designed by me with the help of AI tools. Every formula was tested in Microsoft Excel and Google Sheets.
Questions? Send me a message. I'm happy to help you get set up.
Questions people ask
How does it count sessions?
Log each session and it comes off the client's oldest package automatically, so you always know how many sessions each client has left.
Does it tell me when a client needs to renew?
Yes. Clients who owe sessions, need to renew now or soon, or have not trained lately are listed on the dashboard.
Can I track client progress?
Yes. Pick a client to see every check-in (weight, body fat, waist, hips, chest) with charts of the change since they started.
Does it work in Excel and Google Sheets?
Yes. It works in Microsoft Excel 2010 or newer (Windows and Mac), Excel for the web and Google Sheets.
Is there a monthly fee?
No. It is a one-time purchase and an instant digital download. There is no subscription.
Does it work in my currency?
Yes. It works with any currency.
What if I find an error?
Message us on Etsy. You can choose another spreadsheet from our shop, free of charge (any except our Pro editions), and we will fix the error for everyone.
Get the Personal Trainer Business Tracker on Etsy