Best software for personal training business owners to stay organised

Staying organised is important when you’re running a successful personal training business. Thankfully, the latest technology makes this task much more manageable. The right software can streamline your operations, manage your clients, and free up more time for what you do best – training.

But with so many products on the market, how do you choose the right one? In this blog, I’ll explore the best tools and how they can help with different business challenges from fitness management to sales and marketing, admin, finance, scheduling, communication, and document management.

Let’s dive in!
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1. Fitness management software
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Fitness management software is a game-changer for personal trainers. These tools help you manage your clients, schedules, and workouts. They provide comprehensive booking, scheduling, tracking progress, and client communication solutions. With the right fitness management software, your life becomes much easier, and you’ll be able to deliver a seamless experience for your clients.

• Mindbody: An all-in-one software that handles booking, scheduling, and managing client information. Plus, it comes with handy marketing tools, detailed reporting, and online booking features. It's especially great for larger operations with multiple trainers and services and gives you the robust tools you need to manage every aspect of your fitness business smoothly.

• Trainerize: This mobile app allows you to create workout plans, track client progress, and chat with your clients. It even integrates with fitness trackers and other apps, making the experience seamless. Trainerize is perfect if you’re looking for a modern, tech-savvy approach to personal training and want to keep your clients engaged and motivated.
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• ‍Zen Planner: Covers scheduling, billing, client management, and automated payment processing. It also has a member app and performance-tracking features. This system is ideal if you want a solid and reliable management system to efficiently handle all your administrative tasks.

Fitness management software will help you stay organised and provide your clients with the best possible service. It's a must-have when you’re trying to streamline your business operations and keep everything running smoothly.
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2. Sales tools and software
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Sales tools are fantastic for managing customer relationships, tracking sales, and automating marketing tasks. They're essential for growing a large client base and keeping strong relationships with existing customers. With the right sales tools, you’ll be able to boost your efficiency and make sure you never miss a lead!

• Salesforce: This is a robust CRM platform that helps you manage sales of customer relationships and automate your marketing tasks. It offers a suite of tools that you can customise to fit the needs of your business, making it a great choice for managing sales and client interactions.

• HubSpot CRM: A free tool offering sales pipeline management, email tracking, meeting scheduling, and sales automation. It's user-friendly and integrates with other HubSpot tools, so you’ll get a smooth experience for managing sales processes from start to finish.
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• ‍Pipedrive: A sales-focused CRM with a visual pipeline that tracks deals, automates workflows, and manages leads. It’s got a very intuitive interface that makes it easy to handle sales activities, so you can stay organised and focus on closing deals.

A sales tool will help you keep your sales process organised and efficient. They help you to manage your leads, follow up with potential clients, and ultimately close more deals.
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3. Marketing tools and software
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There are some great tools to help you promote your services, engage with clients, and analyse your marketing activity. They allow you to create campaigns and reach a wider audience. With the right marketing tools, you can boost your visibility and keep your clients engaged.

• Mailchimp: This popular email marketing platform offers campaign management, audience segmentation, and performance analytics. Mailchimp makes designing and sending email marketing campaigns easy, and you can track results, helping you stay connected with your clients and attract new ones.

• Hootsuite: A social media management tool that enables you to schedule, monitor, and analyse social media posts across multiple platforms. It helps you manage your social media presence efficiently and ensures you engage with your audience and build your brand effectively.
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• ‍Canva: A design tool for creating marketing materials like social media graphics, posters, and email templates. Canva’s user-friendly interface and extensive template library make it easy to create professional-looking marketing materials without needing a graphic designer!

Marketing tools help you build your brand and attract new clients. They also make creating, managing, and analysing your marketing campaigns easier and help you connect with your audience.

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4. Admin software and tools
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Are you drowning in admin? These tools organise tasks, set deadlines, and track project progress. They’ll help manage your day-to-day operations efficiently. With the right admin tools, you can stay on top of your workload and ensure everything runs smoothly.

• Asana is a project management tool that helps teams organise tasks, set deadlines, and track progress. Its versatile features and user-friendly interface make it ideal for managing complex projects.

• Trello: A project management tool that uses boards, lists, and cards to organise tasks and collaborate with team members. Trello’s design makes it easy to customise your workflow and keep track of your tasks in a visually engaging way.
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• ‍Slack: A communication platform for team collaboration with channels, direct messaging, and integrations with other popular tools. Slack helps maintain clear and effective communication within your team so everyone stays on the same page.

Admin tools will keep your business organised and ensure that all your tasks are completed on time. They’ll help you manage your projects, communicate with your team, and stay productive.
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5. Finance software and tools
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Finance tools help manage invoices, expenses, payroll, and financial reporting. They’re crucial for maintaining digital tax records and ensuring your business stays profitable. Good finance software will save you time and reduce the stress of managing your finances.

• QuickBooks: Accounting software that manages invoicing, expenses, payroll, and financial reporting. QuickBooks offers features that simplify handling all your accounting, from tracking expenses to managing payroll.

• Xero: A cloud-based accounting software that offers invoicing, bank reconciliation, expense tracking, and financial reporting. It's intuitive and an excellent choice for trainers who want to keep their finances in check without getting overwhelmed.
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• ‍Wave: Free accounting software for small businesses that provides invoicing, accounting, and receipt scanning features. It’s not so well-known as the market leaders, but it's perfect for trainers who are just starting out and need a reliable, cost-effective solution.

Finance tools are crucial for keeping your finances in order. They simplify accounting tasks, help you track expenses, and give you a clear picture of your business’s financial health.
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6. Scheduling and client management tools
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Scheduling and client management helps you manage appointments, sync calendars, and communicate with your clients efficiently. It organises your schedule and provides clients with a smoother experience. They’ll help you to save time and manage your appointments so you don’t get stressed.

• Acuity Scheduling: This online appointment scheduling software syncs with your calendar, sends reminders, and accepts payments! It makes it easy to manage your schedule and makes sure your clients don’t miss sessions! 

• Calendly: This popular tool allows clients to book appointments based on their availability. It integrates with different calendar systems, so managing your schedule and avoiding double bookings is easy.
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• ‍Setmore: Appointment scheduling software with a client booking page, calendar integration, and automated reminders. Setmore’s user-friendly design makes it easy for clients to book appointments, and it helps you stay organised and efficient.

Scheduling and client management tools help you to organise appointments and maintain a smooth client experience. They allow you to manage bookings, send reminders, and handle payments effortlessly.
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7. Communication software and tools
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Communication tools help you stay connected with your clients and team members through video calls, chats and collaborative digital workspaces. They’re now commonplace for maintaining effective communication. Good communication software will help you stay in touch no matter where you are.

• Zoom: The best-known conferencing tool for virtual training sessions, team meetings, and webinars. Zoom’s reliable features make it an easy choice for conducting virtual training sessions and keeping in touch with your team.

• Microsoft Teams: A communication and collaboration platform that integrates with Office 365. It provides chat, video calls, and file sharing. Teams’ comprehensive features are great for maintaining team collaboration and effective communication.
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• ‍Google Meet: A video conferencing tool that integrates with Google Workspace for client and team meetings. Its seamless integration with Google Workspace makes it really convenient if you like to use Google’s broader suite of tools.

Communication tools like these will help you maintain strong relationships with your clients and team members. They provide virtual training sessions, meetings, and collaboration spaces so everyone can stay connected and engaged.
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8. Document management tools
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Does all your work need organising? Document management tools help you efficiently create, store, and share your documents. They allow you to manage your business efficiently and ensure easy access to critical information. Good document management software will streamline your workflow and improve your productivity.

• Google Workspace: This complete range of productivity tools includes Gmail, Google Drive, Docs, Sheets, and Slides for document creation and storage. It is perfect for trainers who need a comprehensive and integrated solution for creating, storing, and sharing documents.

• Dropbox is a cloud-based storage service that allows users to store and share files with collaborative editing features. It’s a great idea for trainers who need a reliable and secure way to store and share important documents and videos with clients and team members.
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• ‍Evernote: This note-taking app allows you to organise notes, documents, and to-do lists in one place. Evernote is suitable for trainers who want to keep all their notes and documents organised and easily accessible.

When you use document management tools, your documents will stay organised and accessible. They’ll help you store, share, and collaborate on documents so that you and your team can always access the necessary information.
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Streamline and scale your fitness business with Strong Collective
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Staying organised is essential when you’re scaling your personal training business. But, with the right tools, you can easily streamline your operations and focus on what you do best – helping your clients achieve their fitness goals!

If you need extra help putting the right tools to work, we’re here to support you every step of the way at Strong Collective. Book a call to learn more about how our tailored mentorship can help you grow and scale your fitness business!

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