Personal Trainer CRM: Client Management Software Compared (2026)

What does a CRM mean for a personal trainer?

CRM stands for customer relationship management. For a sales team that usually means deals and pipelines. For a personal trainer it means something more specific: one record per client that follows them from first enquiry to active subscription to, eventually, an archived account, without re-typing anything along the way. The personal trainer income calculator works out what a roster that size actually pays you.

In practice, a personal trainer CRM needs to hold six kinds of information well: Most of it starts with a client intake form and grows with each weekly client check-in form.

• Client records. Name, contact details, category or goal, when they joined, and their current status (lead, invited, active, archived).
• A lead-to-client pipeline. Someone fills in an enquiry form, books a consultation, then converts to a paying client. If that handoff lives in your head or a notes app, it gets dropped.
• Onboarding forms. Health screening, goals, measurements and starting stats, collected once at signup instead of chased over the first three weeks.
• Notes and progress history. What you noticed in the last session, plus weight, measurements (the same numbers a BMI calculator uses) and photos over time, attached to the client, not scattered across text threads.
• Reminders and payment history. Who missed a check-in, whose card failed, what they have paid so far.
• Archiving without losing data. A client who pauses or leaves should not disappear. You want their history kept, and you usually do not want them counting against a client cap while inactive.

Should you use a general CRM or a coaching platform?

Two honest options exist. A general CRM such as HubSpot has a free tier with contact records, deal pipelines and tasks; a spreadsheet is the free alternative. Neither has a concept of a training programme, a check-in or a recurring coaching charge, so you would still need a second tool once someone becomes a client.

The practical answer: use a general CRM if your business is mostly sales calls before anyone becomes a client, such as a gym selling memberships. Use a coaching platform if most of your admin happens after signup, true for most personal trainers; the comparison below covers that category, plus one gym-focused platform for reference.

Personal trainer client management software compared

All eight tools below manage client records, but they differ on client limits, onboarding forms and whether payment history is included or an add-on. Every figure comes from each company's own pricing or features page.

A few things the table does not show. Trainerize's and Everfit's free tiers are real but small. TrueCoach, My PT Hub, PT Distinction, Kahunas and Scraler have no free plan for active clients and offer trials instead. Glofox does not publish per-tier prices or client limits, only a starting figure, so it is hard to compare directly against the others.

Trainerize for client management

Trainerize suits a coach who wants to start free and grow. Consultation forms, the closest thing to an onboarding form, arrive on the Pro plan, which scales by client seats as the roster grows. Payments run through a Stripe add-on, only bundled in on the much larger Studio plans. Read more on trainerize.com.

TrueCoach for client management

TrueCoach is built around strength, bodybuilding, physical therapy and CrossFit coaching. Clients track custom habits, progress pictures, body metrics and macros. TrueCoach Payments runs on Stripe and is available to coaches in the US, UK, Canada and Australia. No onboarding-form feature is listed, so check this directly at truecoach.co.

Everfit for client management

Everfit's free Starter plan is one of the more usable free tiers here. Forms and questionnaires for check-ins, plus habit coaching, are Pro-plan features, and Pro then scales by client count as the roster grows. Payments are a separate add-on rather than included; see everfit.io.

My PT Hub for client management

My PT Hub includes payment processing on every plan, unusual among the tools here. Automated check-ins arrive on Premium and above, which also moves to unlimited clients, workouts and nutrition plans. No onboarding-form feature is published; details at mypthub.net.

PT Distinction for client management

PT Distinction's per-extra-client rate falls as the roster grows. Payments run through PayPal natively or Stripe via Zapier, some setup involved rather than a built-in processor. No onboarding-form feature is published; see ptdistinction.com.

Kahunas for client management

Kahunas includes custom check-in forms from its cheapest plan, alongside custom habit tracking and messaging with voice notes. Its top Ultimate plan removes the client cap entirely. Lead gen forms and bulk client upload only start on the middle Growth tier, so on Essentials new clients are added one at a time. Read more at kahunas.io.

Glofox for gyms and studios

Glofox is aimed at gyms and multi-location businesses rather than a single trainer, pricing per business on request, with client limits, onboarding forms and payment details all behind a quote. If you run a gym selling memberships, it is worth a look, but its numbers cannot be compared directly without contacting sales at glofox.com.

Scraler for client management

Scraler's client roster is searchable and filterable, with colour-coded categories you define, and every profile holds training, nutrition, payments, chat, schedule, activity and private trainer notes in one place. Onboarding is a custom intake form that calculates starting calorie (TDEE) and macro targets automatically, and check-in templates cover weight, measurements, photos, ratings and free text on a schedule you set.

An archived client keeps their full history and stops counting toward the active-client cap, so pausing someone does not cost a paid seat. You can import a client list from Excel or export any client's full history in one click; see client data export.

Plus, the cheapest plan built for real coaching, and payments, packages and earnings are a Premium-plan feature, not included on Plus. Scraler is also newer and smaller than Trainerize or Everfit, with no free plan for active coaching, only a short trial; see pricing for the full breakdown.

How do you switch CRM without losing client data?

The risk in switching is not the new software, it is the old data: client contact details, training history, nutrition plans and payment records built up over months. Before you commit, check two things: can you export a full client list to a readable spreadsheet, and does the new tool support importing that list rather than re-typing every client by hand.

If you are moving off a platform such as Trainerize, TrueCoach, Everfit or My PT Hub, Scraler's team rebuilds clients, workouts and meal plans from your export for free. See how switching works for details.