Managed Website Service
A professional website, built, hosted and looked after for you, with business email.
- Fully managed, so you never touch the technical side
- Designed around your business
- Your own domain
£50 a month
CRM for personal trainers
CRM for Personal Trainers: Build and Manage Your PT Business
CRM for personal trainers: spend less time on admin, more time training. Manage clients, bookings, and payments in one simple system.
CRM
From £100 a month
30-day free trial. No per-seat charges.
- Contact management with notes and history
- Deal pipeline with your own stages
- Email campaigns and marketing lists
- Online booking and embeddable forms
- Workflow automations
- Lead attribution
The challenges you face
What tends to get in the way for personal trainers.
- Managing client schedules across the week
- Tracking individual client goals and progress
- Following up with leads from social media or the gym
- Sending session reminders and reducing no-shows
- Growing your client base while delivering sessions
- Keeping client information organised and accessible
How Kabooly helps
What changes once your enquiries and clients live in the CRM.
- Let clients book their own sessions online
- Store client details, goals, and notes in one place
- Track every lead from first contact to paying client
- Booking confirmations sent automatically
- Email campaigns to re-engage past clients
- Mobile-friendly access between sessions
How a personal training business runs in Kabooly
Not a feature list. This is the setup most self employed PTs end up with.
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Pipeline stages that match how clients start
Stages are yours to define. Most trainers land on something like Enquiry, Consultation Booked, Consultation Done, Block Booked, Training, and Lapsed. A name sitting in Consultation Done for a fortnight is a conversation you can see rather than one that quietly disappeared.
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Goals and injuries on the contact record
Contacts carry tags and custom fields, so goal, training location, preferred times, and anything you have been told to work around all live on the client record. You can filter on them too, which matters the day you want to email every client training for a spring event.
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An enquiry form that does the first reply for you
Build the form, embed it on your site or link it from your Instagram bio, and a submission creates the contact and can start an automation on its own. The enquiry is answered while you are still on the gym floor.
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Consultations people book themselves
Set up booking types for a free consultation or a taster session, set your real availability, and publish the booking widget on your site. Kabooly sends the email reminder before the session automatically, which is the cheapest no show reduction there is.
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Knowing which channel actually brings clients
UTM parameters are captured on form submissions, so the tracking and attribution reports show whether your clients came from search, social, a gym referral, or a client who recommended you. Most trainers are spending money on the wrong one.
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Filling a quiet week without a phone list
Marketing lists, email templates and campaigns are built in, so the January intake email, the small group announcement, and the message to lapsed clients go out from the same place your client records live, using your own sending domain.
Three automations worth building in your first week
Each of these is a trigger, an optional wait, and an action. Nothing to code.
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The enquiry answered before they message another trainer
When a form is submitted, send an email with your availability, your rates and what the first session involves, and create a task for yourself to call. People enquire with three trainers at once. The first useful reply usually wins.
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The consultation that never turned into a block
When a deal moves to your Consultation Done stage, wait two days, then send a short email asking whether they want to start. Almost no trainer sends this, and it converts better than any ad you will run.
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The client who stopped coming
When you tag a contact as Lapsed, wait four weeks, then send a genuine check in. Someone who trained with you last year is far easier to win back than a stranger is to win.
The pricing model matters more than the feature list
Most CRMs are built for sales teams and priced for them, and one of those pricing models will quietly destroy the most valuable list you own.
Per contact pricing punishes you for keeping lapsed clients on file. Those are exactly the people you should be keeping, because a client who trained with you eighteen months ago is the cheapest rebooking available to you.
If the bill goes up with the contact count, you will start deleting old clients to control it, and you will delete your best rebooking list in the process. Flat pricing is worth more to a trainer than a low headline figure.
- Multi stage deal pipelines designed for six month B2B sales cycles
- Lead scoring, which is a way of guessing at scale when you could just ask the person
- Territory and team management for field sales reps
- Per contact pricing, for the reason above
Standards, insurance and health data
Three things sit alongside the software, and two of them are dates that cost you money if they lapse.
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Registration and insurance renewals
Trainers in most reputable gyms need to be on a recognised register such as CIMSPA. Public liability and professional indemnity renew annually and are easy to let slide. Put all of those expiry dates in the CRM as reminders rather than trusting an email you will not see.
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Where health data should and should not go
You hold health related information, which is special category data and needs a lawful basis, access controls and a retention period. In practice, keep PAR-Q and health screening answers in a system designed for them, and keep the CRM to contact details, enquiry history, consent and payment history.
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Marketing consent is PECR, not just GDPR
Marketing emails to UK individuals need consent or a valid soft opt in, and you need it recorded. The rules come from PECR rather than UK GDPR alone. A CRM that captures consent at the point of enquiry saves you reconstructing it later from memory.
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Fitness software or a CRM
Programming apps do programme delivery well and client acquisition badly. They are largely silent before somebody becomes a client and after they stop. That gap is the CRM's job, and most trainers need both rather than one pretending to be the other.
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Contact Management
Keep all your customer information in one place, accessible to your whole team.
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Deal Pipeline
Track every opportunity from first contact to closed deal with visual pipelines.
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Email Campaigns
Create and send professional email campaigns to your contacts and marketing lists.
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Workflow Automations
Automate repetitive tasks with visual, trigger-based workflows.
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Booking System
Let clients book appointments directly with you, synced to your calendar.
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Lead Attribution
Understand exactly where your leads come from and which marketing channels work.
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CRM Starter
Perfect for small teams getting started with CRM.
£100 a month
- 1,000 contacts
- 3 team members
- 5 marketing lists
- 10 email templates
- 10 active deals
- 3 forms
- 3 automations
- 3,000 emails per month
- All core features
- Email support
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CRM Professional
For growing businesses that need more capacity.
£200 a month
- 7,000 contacts
- 10 team members
- 10 marketing lists
- 20 email templates
- 20 active deals
- 10 forms
- 10 automations
- 10,000 emails per month
- Everything in Starter
- Priority support
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CRM Enterprise
For larger teams with high-volume needs.
£500 a month
- 30,000 contacts
- Unlimited team members
- Unlimited marketing lists
- Unlimited email templates
- Unlimited active deals
- Unlimited forms
- Unlimited automations
- 100,000 emails per month
- Everything in Professional
- Priority support
Start your 30-day free trial
Every account starts with a free trial and moves up a plan as you reach its limits.
The bundle
Also for personal trainers
Get the website, Marketing and the CRM together for £100 a month.
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Marketing
Adverts for Facebook, Instagram and Nextdoor, written and designed around your business.
- Advert text in your tone of voice
- Images sized for Instagram, Facebook and Nextdoor
- Your logo and brand colours picked up from your website
£40 a month
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All three
£100 a month
The CRM plus the other two, for one monthly price.
Get the bundle
Questions from personal trainers
Can clients book PT sessions themselves?
Yes, share your booking link and clients can see your available slots and book sessions directly. Set your weekly availability and let Kabooly handle the scheduling.
How do I track individual client goals?
Add detailed notes to each client record including their goals, current fitness level, and progress. The activity timeline keeps a complete history so you always remember what you discussed.
Can I reduce no-shows with reminders?
You can send reminder emails using templates before sessions. While not fully automated, it's quick to send reminders to upcoming bookings and significantly reduces missed sessions.
How do other personal trainers use Kabooly?
PTs typically use Kabooly to track leads from social media or gym enquiries, book sessions, store client info and goals, send re-engagement emails to clients who haven't trained recently, and understand where their best clients come from.
Can I track where my leads come from?
Yes, lead attribution is built in. If someone finds you through Instagram, a Google search, or a referral, you can track which sources bring the clients who actually sign up and stick around.
Is there a mobile app?
Kabooly works great on mobile browsers, no app download needed. Check client details, add notes, and manage bookings between sessions from your phone.
Can I email past clients to bring them back?
Absolutely. Create a marketing list of clients who haven't booked recently, craft an email, and send it out. Re-engagement campaigns are one of the most effective ways to fill gaps in your schedule.
What's the pricing for a solo PT?
The Starter plan at £100/month gives you everything you need: up to 1,000 contacts, booking system, email campaigns, and lead tracking. Most solo PTs never outgrow this plan.
What is the single highest value automation for a PT?
The block renewal reminder, set to fire two sessions before a package ends. That is the only moment when a renewal conversation feels natural rather than like a sales pitch. Left to memory it happens sometimes. As an automation it happens every time, and it is the difference between a full diary and a patchy one.
Is it compliant to keep client health information in a CRM?
Health data is special category data, so it needs a lawful basis, proper access controls and a clear retention period. The cleaner approach is to keep PAR-Q and health screening answers in a system built for them, and keep the CRM to contact details, enquiry history, consent and payments. The boundary is easier to defend than a single system holding everything.
Should I avoid CRMs that charge per contact?
For a trainer, yes. Per contact pricing means your bill rises with the size of your lapsed client list, so you end up deleting former clients to keep the cost down. Those former clients are your best rebooking source. Flat pricing is worth more than a lower headline price for exactly this reason.
Do I need this as well as my programming app?
Usually, because they cover different halves. A programming app is strong once somebody is a client and silent before and after. The enquiry that went unanswered, the package about to end, the client who stopped three months ago: none of that is what a programming app is for.
Can I run it from my phone between sessions?
Yes, and for a trainer that is the test. Kabooly works in a mobile browser, so you can open a client record, add a note or reply to a new enquiry in the gap between sessions. A CRM that needs a laptop is a CRM a trainer will not update.
CRM for personal trainers, from £100 a month
Or get the website, Marketing and the CRM together for £100 a month.