Guides for running a PT studio
Cancellation policies, pricing, check-ins and training plans, written with a working coach. Each guide ends with how to do it in Trainnode.
Start here
PlaybookTrack progress4 minCheck-in questions for personal training clientsThe weekly check-in questions that tell a coach what they need to know before the next session, how often to send them, and what to do with the answers.PlaybookProgram and coach4 minHow to plan a PT client's training in phasesPlan personal training in four to six week phases: what each phase is for, how many workouts it needs, how to progress loads and when to change the plan.PlaybookGet paid4 minHow to price personal training: session packs vs membershipsPacks, monthly memberships or pay per session? How each works for a PT studio, how to set the price, and the mix most studios end up with.PlaybookRun the studio4 minMoving your studio to new software without losing clientsA four-week plan for switching a PT studio to new booking and coaching software: what to export, when to tell clients, and how to avoid a messy changeover.PlaybookBook and schedule5 minNo-show and late cancellation policy for PT studiosHow long the free cancellation window should be, what to charge for a no-show, and how to word it so clients accept it. With a template.PlaybookStart a client4 minThe first 30 days with a new PT clientA week-by-week plan for a new personal training client: intake, first sessions, the first check-in and the first progress moment that makes them stay.PlaybookKeep clients4 minWhy personal training clients quit, and the signs to watchThe reasons PT clients stop, the early signs weeks before they cancel, and what a coach can do at each stage to keep them training.How-toProgram and coach2 minBuild a training plan with the plan builderLay out a client’s phases and workouts on one board, set sets, reps and load per exercise, and assign the whole plan at once.
Book and schedule
PT sessions, availability, cancellations and the booking flow your clients use.
All guides in Book and schedule- PlaybookNo-show and late cancellation policy for PT studiosHow long the free cancellation window should be, what to charge for a no-show, and how to word it so clients accept it. With a template.5 min
- How-toApprove or decline booking requestsWhere booking requests appear in Trainnode, how to approve or decline them, and when to let clients book without approval instead.1 min
- How-toBlock time off for a coachStop clients booking a coach during a holiday, course or sick day, without changing their weekly hours in Trainnode.1 min
- How-toSet up online booking for PT sessionsCreate session types, set each coach’s hours and your cancellation rule, so clients can book personal training in the Trainnode app.2 min
- TemplateCancellation policy template for PT studiosA ready-to-use cancellation and no-show policy for a personal training studio, in plain words clients read and accept. Copy it and fill in your details.1 min
Get paid
Session packs, memberships, pricing and taking payments without chasing anyone.
All guides in Get paid- PlaybookHow to price personal training: session packs vs membershipsPacks, monthly memberships or pay per session? How each works for a PT studio, how to set the price, and the mix most studios end up with.4 min
- How-toSell a product to a client at the deskSell supplements or merch from the dashboard: show a QR code the client scans to pay, email a payment link, or record a payment made at the desk.1 min
- How-toSell a session pack or membershipConnect Mollie, create a session pack or a monthly membership with credits, and let clients buy it in the Trainnode app.2 min
Program and coach
Training plans, workouts, exercises and coaching on the floor.
All guides in Program and coach- PlaybookHow to plan a PT client's training in phasesPlan personal training in four to six week phases: what each phase is for, how many workouts it needs, how to progress loads and when to change the plan.4 min
- How-toAssign a workout to a clientPick a workout template, adjust sets and loads for one client, link it to a training phase and assign it so it appears in their app.1 min
- How-toBuild a training plan with the plan builderLay out a client’s phases and workouts on one board, set sets, reps and load per exercise, and assign the whole plan at once.2 min
- How-toCreate a custom exerciseAdd your own exercise to the Trainnode library with muscle groups, equipment, a tracking type, instructions and a demo video.1 min
- How-toRun a live coaching sessionStart a client’s workout from the dashboard, log sets as they happen with prefilled loads and rest timers, and finish with notes the client sees.1 min
Track progress
Check-ins, strength numbers, body metrics and showing clients how far they came.
All guides in Track progress- PlaybookCheck-in questions for personal training clientsThe weekly check-in questions that tell a coach what they need to know before the next session, how often to send them, and what to do with the answers.4 min
- PlaybookHow to coach nutrition without writing meal plansTwo targets, a food log the client keeps, and one change a week. How personal trainers coach eating without meal plans, and what to read in a client’s week.5 min
- PlaybookHow to track client progress beyond the scaleThe numbers that show a personal training client is getting better when the scale does not move: strength, consistency, measurements and how they feel.4 min
- PlaybookStrength ratios: what a balanced lifter looks likeSquat, deadlift, bench and overhead press ratios a coach can use to spot a lagging lift, with target ranges and what to do when a client is out of balance.4 min
- How-toMake studio recipes and give one to a clientBuild a recipe in Recipes, choose which clients see it, and give one to a client from their food week with an optional message.1 min
- How-toRead a client’s food week and comment on a dayOpen the Nutrition section on a client’s Health tab, read what stands out in their week, and post a comment the client sees on that day in the app.1 min
- How-toSet calorie and macro targets for training and rest daysCalculate a client’s calories, protein, carbs and fat from their weight and goal in Trainnode, split training and rest days, and sync the targets to their app.1 min
- How-toSet up automatic check-insBuild a weekly check-in survey, send it on a schedule with a reminder, and read the answers on each client’s page in Trainnode.2 min
- How-toSet up strength ratio analysisCreate a strength ratio set with an anchor lift and target ratios, then see which of a client’s lifts are balanced, ahead or behind.1 min
- TemplateWeekly check-in questions templateFive weekly check-in questions for personal training clients, with answer types, that take under a minute to fill in. Copy them or set them up in Trainnode.1 min
Keep clients
Messages, progress reviews and spotting the clients who are drifting away.
All guides in Keep clients- PlaybookHow to get PT clients to keep a food diary past week twoWhy clients stop logging food after a couple of weeks, and what keeps a food diary going: fewer days, repeat meals, a coach who replies and no red numbers.4 min
- PlaybookHow to run a progress review with a PT clientA 20-minute progress review for personal training clients every six weeks: what to prepare, which numbers to show and how to agree on the next phase.4 min
- PlaybookWhy personal training clients quit, and the signs to watchThe reasons PT clients stop, the early signs weeks before they cancel, and what a coach can do at each stage to keep them training.4 min
- How-toMessage a client and keep notes for your teamChat with clients from the Trainnode dashboard, share a workout or file, and leave internal notes that only coaches can read.2 min
- How-toSpot clients who need a check-inUse the Trainnode overview to see which clients missed a week, train less than usual or went quiet, and message them before they drop out.2 min
- TemplateProgress review agenda for PT clientsA 20-minute agenda for a personal training progress review: what to prepare, the four questions to ask and what to write down afterwards.1 min
Start a client
Intake, health screening and the first weeks with someone new.
All guides in Start a client- PlaybookThe first 30 days with a new PT clientA week-by-week plan for a new personal training client: intake, first sessions, the first check-in and the first progress moment that makes them stay.4 min
- How-toAdd a client and send the app inviteAdd a new client in Trainnode with their goals and health notes, pick their first check-ins and send the email that gets them into the app.2 min
- TemplateIntake form and health questions for new PT clientsA free intake form for personal training: health screening questions like a PAR-Q, goals, training history and consent. Copy it and adapt it.2 min
Run the studio
Switching software, your studio brand, team and the numbers that matter.
All guides in Run the studio- PlaybookMoving your studio to new software without losing clientsA four-week plan for switching a PT studio to new booking and coaching software: what to export, when to tell clients, and how to avoid a messy changeover.4 min
- How-toAdd your logo and studio colours to the appUpload your studio logo and pick two colours, so the Trainnode app your clients use looks like your studio. Takes two minutes.1 min
- How-toImport clients from a spreadsheet or another appUpload a CSV or Excel export, match the columns, check the rows and send every client an invite to the Trainnode app.1 min
- How-toInvite coaches and assign their clientsAdd a coach or admin to your Trainnode studio, choose what they can do, and give each client a primary coach so the right person follows them up.1 min
Calculators
Free tools for programming. No account needed.
- 1RM calculatorEstimate a one-rep max from any set.
- RPE and RIR chartTurn effort ratings into loads.
- Training percentagesWorking weights from a max.
- Training volumeSets, reps and tonnage per week.
- Strength standardsHow a lift compares by bodyweight.
- Strength ratio calculatorSpot lifts that lag behind.
- Macro calculatorCalories and macros from goals.
For your clients
Short help pages for people who train at a Trainnode studio. Send them the link.
All app helpApp help1 minAdd a food that isn’t found yet in the Trainnode appWhen a barcode or search finds nothing, photograph the nutrition label or type the numbers, check them and save the product for everyone at your studio.App help1 minBook and pay for a session in the Trainnode appHow to book a personal training session at your studio in the Trainnode app, pay with credits or by card, and cancel or move it.App help1 minCancel or move a session in the Trainnode appHow to cancel a booked session in the Trainnode app, when you get your credit or money back, and how to move a session to another time.App help1 minConnect Apple Health to the Trainnode appHow to connect Apple Health so your sleep, steps, weight and other workouts show up for your coach in Trainnode, and how to turn it off.App help1 minFill in your check-in in the Trainnode appWhat the weekly check-in from your coach is for, how to fill it in in the Trainnode app, and what happens with your answers.App help1 minGet started with the Trainnode appHow to sign in to the Trainnode app with the invite from your studio, what the short tour shows, and where to find your workouts and sessions.App help1 minLog a workout in the Trainnode appHow to start the workout your coach planned, log your sets with the previous numbers next to you, use the rest timer and finish.App help1 minLog your food in the Trainnode appHow to log food in the Trainnode app: search, write a meal out in words, scan a barcode, count pieces, repeat a meal and read your coach’s comments.App help1 minMessage your coach in the Trainnode appHow to send your coach a message, photo or video in the Trainnode app, who reads it, and how to get notified when they reply.App help2 minShare your workout from the Trainnode appPost a finished workout or a new personal record to your Instagram story, WhatsApp or anywhere else, as a card with your studio’s name on it.
See it working in your own studio.
Book 30 minutes with Coach David. He coaches at Omnia in Amsterdam and walks you through bookings, memberships and training plans with your own setup in mind.
Book 30 minutes with Coach David