Personal Trainer Client Hub — Track Clients, Session Packages, Progress & Payments in Excel

🔥 Personal Trainer Client Hub — Instant Download Template

Know every client’s sessions left, catch renewals before packages run out and show clients their progress.

A ready-to-use Excel workbook for independent and online personal trainers. It brings clients and goals, session packages and credits, a session log, progress check-ins, a printable program builder and payments into one file, with a Dashboard that updates from every tab. Seven working tabs plus START HERE and Settings, in one file.

✨ What You Get Inside

- START HERE: step-by-step setup, a map of every tab and my contact email

- Settings: business name, coach, renewal alert (sessions left), expiry warning (days), active window (days), year and every dropdown list (6 packages with sessions, price and months valid; session types; attendance types with an editable “Uses a Credit” setting; goals; exercise categories; payment methods; an exercise library with 40 rows)

- Clients & Goals: primary goal and goal detail, current package, sessions left, renewal alert, Active / Inactive, last session, sessions booked, attendance rate and paid this year (entry rows 7 to 500, 494 rows). There are no health data fields; keep PAR-Q and health forms offline

- Packages & Credits: sessions included, expiry date, sessions used (counted until expiry or the next purchase), sessions left or Unlimited, days to expiry, renewal alert (“Renew — N left”, “Expires in N days”, Expired, Renewed, OK), revenue per session and value delivered (entry rows 7 to 500, 494 rows)

- Session Log: session type, attendance, minutes, whether it uses a credit, week starting and month (entry rows 7 to 500, 494 rows)

- Progress Check-Ins: weight, waist, squat, deadlift and bench with check-in number and weight change (entry rows 7 to 500, 494 rows), a change-since-first summary for up to 20 clients, and a body-weight chart of the last 8 check-ins for the client you pick

- Program Builder (printable): client, goal, coach, program name, start date and weeks, with 3 day blocks of 7 exercise rows (exercise dropdown, category fills in, sets, reps, load / RPE, rest and notes)

- Payments: package or item, amount, payment method, invoice / reference and month (entry rows 7 to 500, 494 rows)

- Dashboard: 8 KPI cards and 3 charts (monthly revenue for the last 6 months, sessions attended per week over the last 12 full weeks, key lifts over the last 8 check-ins for a client you pick on the Dashboard)

💡 Who This Is For

- Independent personal trainers selling session packs

- Online coaches with monthly coaching clients

- Small-group and studio trainers tracking attendance

- Coaches who want to show clients their progress at each check-in

🔄 Before & After Using This Template

- Before: Losing count of sessions left / After: Sessions left on every package, with renewal alerts before it runs out or expires

- Before: Deciding late cancels case by case / After: Attendance types that use a credit, set once on Settings

- Before: Progress buried in notes / After: Change since the first check-in for weight, waist and key lifts, with charts

🏆 What Makes This Template Better

- The Session Log updates package credits, client status and the Dashboard, so you log each session once

- Live formulas throughout, so totals, flags and charts update as you type

- Every dropdown list lives on Settings, so you can rename items to fit your business

- Formula cells are pre-locked and shaded gray; sheet protection is off, so you can switch it on to prevent accidental edits

- Rows marked EXAMPLE DATA show how each tab works before you add your own numbers

- One ready .xlsx file: no zip to unpack

⚡ Get Results in Minutes

- Download instantly

- Open in Excel 2019 or later, Microsoft 365, or Google Sheets

- Set up your packages and alert rules on Settings, add your clients, then replace the EXAMPLE DATA rows

- Start using it immediately

Compatibility: Needs Excel 2019 or later (or Microsoft 365, or Google Sheets) because it uses the MAXIFS and MINIFS functions, so it will not work fully in Excel 2016 or earlier. No macros.

The file stores no health or medical information and is not medical advice: keep PAR-Q and health forms offline.

Sample data is fictional. Replace it with yours.

🔒 Instant Access

Once you purchase, you get immediate access to your files.

Need it tailored? Get a Custom Build of this kit built around your business: https://payhip.com/b/Vs6m3

We’re a new store, but our digital tools are built to save you time, simplify your workflow, and help your business grow. Your trust matters — and every product is designed to deliver real results.

Thank you for supporting a growing brand.

— Kyle P. Herrick, Founder

✔️ Satisfaction Guarantee

If this template doesn’t help you save time or improve your workflow, message me and I’ll make it right. Your success matters.

💬 Need Help?

Message me anytime — I’m here to help you get the most out of your templates. You can also email herrickkyle87@outlook.com (the address is on the START HERE tab too).

🚀 Ready to Use This Template?

Click “Buy Now” to get instant access and start using it today.

Organization tool only; not tax, legal, accounting or financial advice.