Most personal trainers in the UK manage their clients across a combination of WhatsApp, a notes app, a calendar, and a spreadsheet for payments. It works until it does not - usually when the client base grows past the point where memory is reliable, or when a client disputes a payment and there is no clear record. This guide cuts through the options.
What you actually need to track
Client management for a personal trainer breaks down into four things. Session scheduling - when each client trains, what time, where, how often. Programme tracking - what they are doing in each session, progressions, notes on form and injuries. Payments - who owes what, what has been paid, overdue amounts. Communication history - the context that helps you remember where each client is in their journey. Most tools handle some of these well and others badly.
What TrueCoach does
TrueCoach is the most commonly used dedicated PT software in the UK market. It handles programme delivery and client communication well. You can build workouts, assign them to clients, track completion, and message through the app. The programme library builds up over time and becomes a genuine asset. The weakness is the financial side - payment tracking is basic and does not integrate with UK payment processors cleanly. At around £19 per month for up to 25 clients it is reasonable value if programme delivery is your priority.
What My PT Hub does
My PT Hub is UK-founded and has better payment integration than most competitors, including GoCardless for direct debit collection. It handles nutrition tracking alongside training. The interface is functional but feels dated. At around £20 per month for unlimited clients it is good value for trainers who want payment automation alongside programme tracking. The programme building tools are less polished than TrueCoach.
The tools that are overkill
Mindbody and similar studio management platforms are designed for gyms and studios with multiple instructors and complex class scheduling. For a solo PT they are expensive, complex to set up, and full of features you will never use. The monthly cost is typically £70 plus and the onboarding time is significant. Unless you are running a facility with staff and multiple class types, these tools are solving problems you do not have.
When to build something bespoke
The case for a custom PT client management tool is strongest when your business model does not fit the standard tools. Online coaching with a high volume of clients. Hybrid coaching where face-to-face and remote sessions need tracking differently. Corporate wellness contracts where you are billing a company. If you find yourself maintaining workarounds in multiple tools to handle your actual workflow, a bespoke tool built around how you work will save time and look more professional to clients.
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