The personal trainer has the most variable business model in the entire service sector: some work 100% 1-on-1; others only offer training for 2 or 3; others run studios with a team. The thread is high recurrence (typical client comes 2 to 4x per week) and loyalty based on results. This guide shows how to configure BookHero for each of these profiles.
The 3 PT profiles (and which is yours)
The ideal configuration depends on your model. Read the three profiles below, identify yours and adapt:
| Profile | Typical client | BookHero focus |
|---|---|---|
| Solo independent PT | 10-15 1-on-1 clients | Personal calendar + reminders + invoicing |
| Solo PT with 2-3 sessions | Couples, friends, small groups | Configure specific services for small groups |
| Studio with 2-5 PTs | 20-50 active clients | Multi-staff + auto-assign + reports per trainer |
Catalog: simple wins always
New PTs try to set up 15 services (PT 1h, PT 45min, functional, HIIT, strength, cardio...). The client gets lost. In PT, the right catalog is short:
- Initial fitness assessment - 60 min - €40 (more expensive, longer, first contact).
- PT session 60 min - €40.
- PT session 45 min - €30 (cheaper, high frequency).
- Training for 2 (60 min) - €60 (€30 each - cheaper for the client, better hourly revenue for you).
- Training for 3 (60 min) - €75 (€25 each).
Monthly packs (the right way)
Most PTs work in pack mode: client pays for 8 sessions/month or 12 sessions/month. BookHero doesn't have an automatic session counter, but there's a simple, robust pattern:
Create the pack as a one-off product
Go to Products → Add: PT pack 8 sessions (60 min) - €280. Create every pack you offer.
Client pays at the start of the month checkout
Session 0 (assessment or first session) → checkout → add the pack as product. You receive the full amount.
Book the 8 sessions on the calendar
Calendar lets you book all at once. Client sees them all pre-scheduled.
Each subsequent session has no recorded cost
At that session's checkout, mark as Pack (€0) - everything logged but no double-charging.
Private notes log the active pack
Pack 8 sessions started 03/01, expires 03/31. You always know where you stand.
Private notes: your tracking system
This is where the professional PT separates from the amateur. Each client's card has:
- Initial assessment: weight 78kg, body fat 22%, perimeters (waist 92cm, hip 100cm).
- Goals: lose 5kg in 12 weeks, build arm muscle.
- Restrictions: old right ACL injury, avoid deep squat.
- Plan weeks 1-4: focus on adaptation, basic hypertrophy, 60 min, 3x weekly.
- Session 12 (04/15): weight 76.2kg, body fat 20%, bench press 50kg 8 reps - personal PR.
- Session 13 (04/17): HIIT cardio, felt good, no injury.
- Next: reassess week 8.
Reminders that fight no-shows in early/late sessions
Morning sessions (6am-8am) and Friday afternoon (after 6pm) are the most prone to no-shows. Client loses motivation, stays home, forgets. 24h reminder is mandatory:
| Plan | Reminder |
|---|---|
| Free / Starter | Email 24h before |
| Pro / Enterprise | WhatsApp 24h before (preferred channel in fitness) |
Cancellation and makeup policy
PT is one of the cases where makeup makes sense (for clients on packs): instead of penalizing whoever missed, let them reschedule into a free hour in the week. But communicate the rules:
- Cancel up to 12h before: free, no penalty, session rescheduled.
- Cancel between 12h and 1h before: session consumed from pack.
- No-show without notice: session consumed from pack.
- Communicated in service description + automatic confirmation.
Studio with team: specific configuration
For studios with 2+ PTs, the configuration changes in three points:
Each PT has their own catalog
Specialization matters: one does strength, another functional, another prenatal. Configure services per trainer.
Auto-assignment is rarely good in PT
Client wants their PT (personal relationship). Let the client pick on the public page. Auto-assign only for new cases without preference.
Per-trainer report at month end
Revenue generated by each PT, session count, average booking value. Basis for commissions or evaluation.
Invoicing for corporate clients
More and more companies cover PT as a health benefit. The client requests an invoice with the company's tax ID for reimbursement. BookHero issues an informational PDF document (FAT) with tax ID and address you log on the card.
Monthly reports for PT
| Indicator | Healthy | Watch |
|---|---|---|
| Sessions / client / month | 8-16 (depends on pack) | <6 (pack wasted, renewal risk) |
| Revenue per hour worked | €35-50 (individual PT) | <€25 (price frozen or losing on packs) |
| Monthly renewal | 80%+ | <70% (retention problem) |
| No-shows | <10% | >15% (review makeup policy) |
| 2-person sessions vs 1-on-1 | 20-30% if you offer | 0% (you're losing revenue per hour) |
7-day launch plan
Day 1: catalog and hours
Assessment + 3-4 session types. Decide if you offer 2/3-person sessions.
Day 2: packs as products
Create every pack you offer in the products catalog.
Day 3: team (if applicable)
Each PT with their own individual catalog.
Day 4: WhatsApp notifications
Pro+ on the plan.
Day 5: clear cancellation policy
In descriptions and confirmation.
Day 6: import active clients
CSV or manual.
Day 7: test pack flow
Book assessment, sell pack, book 8 sessions, simulate one closed session as pack consumed.
FAQ
How do I manage group classes (4+ people)?
BookHero is optimized for 1-on-1 and small groups (up to 3-4) booked in one leader's name. For 8+ classes (yoga, group HIIT), consider tools dedicated to class studios - BookHero doesn't have slot capacity > 1.
Can I sell a pack online without the client having an account?
Not directly. The flow is: client books an initial assessment (free or paid), at the first session you do checkout with the pack as a product. Works because most PTs prefer to know the client before selling a pack.
How do I handle session makeups?
When the client cancels with notice, book a new session in a free slot. Note in private notes (Makeup of 04/12 session). The pack stays valid.
Can I do online training?
BookHero handles the booking. The service can be Online PT via Zoom - client books, gets confirmation with the time, you do the session via the link you share (manually after confirmation or in a standardized description).
What about sessions at the client's home?
Include in the service description the scope (session at my address vs at client's home). Calendar doesn't handle physical address - log in private notes if relevant.