What a personal trainer calendar app should do
A general calendar shows you where you need to be. A calendar for personal training also has to handle clients, sessions and money. Check that any tool you look at can:
- Let clients book without messaging you, showing only the times you are free
- Keep one to one, consultation and group sessions in the same diary
- Handle clients who train at the same time every week
- Apply your cancellation rules, not someone else's
- Keep track of session packages, so you know how many sessions each client has left
- Take payment, so you are not chasing money after the session
How the FitDesk calendar works
Set your availability and session types once
Publish your working hours and the session types you offer. Clients book from your scheduler and can only choose times you have marked as available, and times that are already taken are not offered. If you would rather approve each booking yourself, requests can wait for your approval.
One calendar for every session type
One to one sessions, consultations and group sessions all sit in one calendar. Your dashboard shows today's sessions, who owes you money and who has lapsed.
Repeat weekly bookings
For clients who train at the same time every week, set up a repeat weekly booking instead of entering each session by hand.
Booking and cancellation emails
Clients get an email confirmation when they book. When a session is booked or cancelled, the people involved get an email, as long as their email notifications are on.
Clients also get reminder emails before each session: one about a day before, and another shortly before the session starts, usually 30 to 90 minutes ahead. Reminders are sent by email only. The web app doesn't send push notifications.
See your sessions in Google Calendar
Connect Google Calendar and your FitDesk sessions show up there, next to the rest of your plans. The connection works one way, from FitDesk into Google Calendar, so keep FitDesk as the place you manage your availability.
PT scheduling software that handles cancellations your way
You set your own cancellation notice window and policy text, and clients see them on their sessions and before they cancel. If a client cancels with enough notice, the session goes back to their package automatically. You decide whether a late cancellation keeps the session. Clients can cancel from their own account, so you don't have to swap messages to rearrange.
A booking app for personal trainers, with payments built in
A calendar that also takes payment means fewer awkward conversations about money.
- Session packages and credits. Sell a pack of sessions, and FitDesk keeps track of how many each client has left.
- Card payments through Stripe. Connect your own Stripe account. Clients pay by card for a package or an invoice, and the money settles into your own bank account on Stripe's payout schedule. FitDesk never holds your funds.
- Invoices by email. Raise an invoice for a session, a package or a custom amount. Card invoices come with a pay button the client can use to pay through Stripe, and the email includes a link to download a PDF copy. Cash invoices have no payment link.
- Cash. Record cash payments in the app. There's no FitDesk fee on cash.
FitDesk takes card payments through Stripe and records cash. It doesn't offer automatic monthly collection. To bill a client monthly, send them an invoice each month or sell them a new package. For more on taking bookings, see PT booking app and scheduling software. For more on payments, see the personal trainer payment system page and Stripe for personal trainers.
The coaching side, in the same place as the diary
The calendar connects to the rest of FitDesk, so bookings and coaching stay linked:
- Reusable workout templates you assign to any client
- Progress tracking: weight, body measurements, progress photos and PBs
- In app messaging with attachments, so client chats stay out of your personal WhatsApp
- Habits and weekly check ins between sessions
- Client records with notes, history and lapsed client alerts
The full feature list is on personal trainer software for UK PTs. For the client experience, see the personal trainer app for clients.
Use it on your phone today
FitDesk is a web app that works in any mobile browser on iPhone and Android, so you can check your calendar between sessions and clients can book from their phone. Native iOS and Android apps are on the way.
FitDesk doesn't have its own video calling. If you coach online, keep using the video tool you already have.
What it costs
No monthly fee. 0.7% on Stripe card payments through FitDesk, minimum 1p per card payment. Stripe's own fees still apply. Cash has no FitDesk fee.
You don't need a card to sign up, there's no client cap and there's no contract. The details are in the pricing section. To work out what to charge per session or package, try the PT pricing calculator or read how much a personal trainer should charge in the UK.
Who it suits, and when to look elsewhere
FitDesk fits independent UK personal trainers and small coaching businesses who want their diary, packages and card payments in one place, and are happy using a web app on the phone for now.
Look at other tools first if you need:
- A native app that clients download from the app stores today
- Automatic monthly collection from clients
- Video calling built into your scheduling software
If you are still comparing options, read personal trainer software UK compared.
How to get started
- Create your FitDesk account. No card needed.
- Add your working hours and session types.
- Connect your own Stripe account and add your session packages.
- Send clients your invite link and let them book.
Questions? Email support@fitdesk.co.uk.
Frequently asked questions
What is a personal trainer calendar app?
A personal trainer calendar app is a diary built for PT sessions. You set the times you work and the sessions you offer, and clients book themselves into free slots instead of messaging you. FitDesk adds session packages, card payments through Stripe and client records to the same calendar.
Is there a PT scheduling app in the UK with no monthly fee?
Yes. FitDesk is PT scheduling software for UK personal trainers with no monthly fee, no client cap and no card needed to sign up. No monthly fee. 0.7% on Stripe card payments through FitDesk, minimum 1p per card payment. Stripe's own fees still apply. Cash has no FitDesk fee.
Can clients book themselves into my diary?
Yes. You publish your availability and session types, and clients book from your scheduler. They can only pick times you have marked as available, and they get an email confirmation when they book. If you prefer, booking requests can wait for your approval.
Can I set up repeat weekly sessions?
Yes. You can set up repeat weekly bookings for clients who train at the same time each week. One to one, consultation and group sessions all sit in the same calendar.
How do cancellations work?
You set your own cancellation notice window and policy text, and clients see them before they cancel. If a client cancels with enough notice, the session goes back to their package. You choose whether a late cancellation keeps the session.
Does FitDesk work on my phone?
Yes. FitDesk is a web app that works in any mobile browser on iPhone and Android, so you and your clients can use the calendar on a phone now. Native iOS and Android apps are on the way.
How do clients pay for sessions?
Clients pay by card through your own Stripe account, either for a session package or an invoice, and the money goes to your own bank account. You can also record cash payments. No monthly fee. 0.7% on Stripe card payments through FitDesk, minimum 1p per card payment. Stripe's own fees still apply. Cash has no FitDesk fee.
Put your diary where your clients can book it.
Set your availability, connect Stripe and get your first client booked in.
No card needed. No monthly fee. 0.7% on Stripe card payments through FitDesk, minimum 1p per card payment. Stripe's own fees still apply. Cash has no FitDesk fee.