PT Client Tracker for Personal Trainers | Excel & Sheets

One file for your personal training clients. Who they are, what they've bought, how many sessions they've got left, who owes you money, how their measurements are changing and what came in each month. Plus a printable 4-week programme sheet.

Made for self-employed personal trainers in the UK.

What's inside, sheet by sheet

• Start here: numbered steps, including how to open it in Google Sheets, and a UK GDPR note.
• Clients: name, phone, email, start date, goal, package, PAR-Q done and date, emergency contact and notes. A missing PAR-Q shows in red. Room for 100 clients.
• Packages: what you sell: sessions, price and how many weeks it lasts, with the price per session worked out.
• Sessions log: date, client, type (1-to-1, duo, online, class), which package it comes from, and paid/amount for pay-as-you-go. Room for 1,000 sessions.
• Payments: money in for packages, with sessions bought and the expiry date filled in for you.
• Client balance: sessions bought, used and left, package expiry, paid and owed for every client. Amber when 2 or fewer sessions are left, red when money is owed.
• Measurements: weight, body fat %, waist, hips, chest, resting heart rate and notes for each check-in.
• Progress: pick a client from a dropdown and see their first and latest check-in side by side, with the change.
• Programme: a simple printable 4-week plan: day, exercise, sets, reps, load, rest and notes.
• Monthly income: package payments and pay-as-you-go money for 12 months, plus sessions run and new clients.

Formulas are locked so you can't break them by accident. It comes with three made-up clients so you can see it working; Start here tells you how to clear them.

How delivery works

After checkout you get a download link. Open the file in Excel, or upload it to Google Drive and open with Google Sheets. Nothing to install.

Honest limits

• It's a spreadsheet, not booking software: no reminders, no client app, no online payments.
• It holds personal and health information, so you're responsible for keeping it secure under UK GDPR. Keep the file private and password-protect the device it's on.
• Monthly income is money in, not profit, and it isn't a tax record.

FAQ

How does it know how many sessions a client has left?
When you log a package payment, it looks up how many sessions that package includes. Each session you log against that package counts one off.

Can I share it with my clients?
No, don't. It has every client's details in it. Print or PDF a client's programme instead.

Does it work on my phone?
It opens in the Google Sheets app, which is handy for logging a session. Setting it up is easier on a laptop.