Personal training scheduling software to book, manage, and grow your sessions
Run your fitness coaching or sports training business without the scheduling headaches. Let Koalendar handle bookings, reminders, and payments so you can focus on your clients’ results.
Trusted by fitness coaches, gyms, and sports trainers for stress-free scheduling every day
Let clients book anytime
Stop juggling calls, texts, and spreadsheets. With our personal training scheduling software, clients book their workout sessions at their convenience while you maintain full control of your availability. Whether for in-person training or virtual coaching sessions, your calendar stays organized and conflict-free.
- 24/7 self-service booking on any device
- Custom booking pages for different training services
- Instant confirmations and automatic calendar sync
- Perfect for one-on-one or group sessions
Boost attendance and reduce no-shows
Automated confirmations and reminders make it easy for clients to show up on time. Smart time zone detection ensures your online clients never miss a virtual training session. Spend less time chasing confirmations and more time coaching.
- Automated email and SMS reminders
- Smart time zone detection
- Branded confirmations and follow-ups
- Easy rescheduling to prevent cancellations
Capture client needs before sessions
Use custom intake forms to collect health history, fitness goals, or workout preferences before each personal training session. Accept file uploads such as waivers or progress photos and share resources automatically so every training session starts prepared.
- Custom intake forms capture client goals
- Collect files like waivers or assessments
- Share workout plans or resources pre-session
- Automated follow-ups keep clients engaged
Stay organized with a clear timetable
Manage your week at a glance with an easy-to-read timetable. Track in-person training, virtual coaching sessions, and group classes in one place. Reduce stress with automated reminders and simple roster management tools.
- View all sessions in one calendar
- Manage individual or group classes
- Sync with Google, Outlook, or iCloud
- Eliminate scheduling conflicts instantly
Testimonials
Trainers ❤️ Koalendar
Want happier clients and fewer scheduling headaches? See how fitness coaches and sports trainers use our personal training scheduling app to save time, energy, and grow their business!
“We’ve doubled our attendance rates and number of bookings, reduced the time we spent on scheduling by like 12 hours per person, per week, and everything is completely customized with our school’s colors and logo.”
“I use Koalendar to schedule tutoring session with students. I was able to get it set up and sent to students in about 5 minutes. Support was extremely friendly and is a real person rather than a robot or outsourced.”
“I was looking for a free, easy manageable and customisable calendar app for ages. Koalendar offers all that. So I have recommended the app already to 2 of my colleagues.”
“Koalendar has made scheduling meetings and calls so much easier. I no longer have to send over an email with all of the dates/times I am free. I just simply send a link and they can see the times I have open. I love it!”
“This has been a great tool to schedule virtual appointments with my students. I am able to easily provide a link under my signature in my email and on Google Classroom. Students can easily set up an appointment that works for them. This has been a tool for keeping appointments organized.”
“When Doodle dropped their calendar sharing support, I tried different tools but they all didn't provide the features I was looking for. Eventually I found Koalendar and it's exactly what I need. It has a free version, it's easy but flexible to configure and people wanting to book a meeting with me can do it fast and easy.”
“This software has changed the way I hire and interview new hires. With Koalendat it allows the candidates to self-schedule themselves for the interview day.”
Everything trainers need in one simple platform
Built for personal trainers, fitness coaches, and sports coaching booking systems
- Work seamlessly with Zoom, Google Meet, Gmail, Stripe, and hundreds more via Zapier to keep scheduling, payments, and communication in one place.
- Set up booking links for different training types — one-on-one personal training sessions, virtual coaching sessions, or group classes. Real-time availability keeps your schedule running smoothly.
- Send branded confirmations, reminders, and follow-ups directly from your trainer dashboard so clients never miss a workout session.
- Request file uploads from clients before a training session. Perfect for health assessments, liability waivers, or before/after pictures.
- Easily set enrollment windows for classes, recurring sessions, or seasonal bootcamps. Adjust booking rules to fit how your training actually works.
- Protect special training sessions with password-protected booking pages and restricted access.
- Receive instant notifications for every new booking, cancellation, or change so you always know your day’s roster.
- Use your coach dashboard to track upcoming sessions, manage class capacity, and eliminate scheduling conflicts.
- Collect session fees at the time of booking with Stripe (card, Apple Pay, Google Pay, and more). Offer discounts or promo codes for new clients.
- Perfect for online coaching clients, Koalendar automatically adjusts training times to each participant’s local time zone.
Integrate with the tools you already use
Create booking pages for each service or class
Automate confirmations and reminders
Collect waivers, assessments, and progress photos
Adapt schedules to your business
Privacy for VIP or private sessions
Stay updated in real time
Manage your client roster at a glance
Accept payments instantly
Multi-time zone support
Integrations
Sync your trainer scheduling system with tools you already use
Connect seamlessly to Google Calendar, Zoom, Gmail, Stripe and hundreds more through Zapier, keeping scheduling, communications, and payments perfectly in sync.
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Frequently asked questions
Have a different question and can’t find the answer you’re looking for? Reach out to our support team by sending us an email and we’ll get back to you as soon as we can.
Personal training scheduling software helps fitness coaches and personal trainers organize workout sessions, classes, and appointments. It usually includes online booking pages, calendar synchronization, automated reminders, and payment collection. Clients can schedule in a few clicks, reducing administrative work and avoiding double-bookings.
Yes. Koalendar works perfectly as a sports coaching scheduling tool, letting clients reserve time slots online. Trainers avoid phone tag and missed calls, while clients get automatic reminders. The result: fewer no-shows, less stress, and more productive sessions.
Yes. You can easily embed Koalendar on your fitness or coaching website so clients can book without leaving your page. It works on desktop and mobile for gyms, studios, and individual trainers.
Yes. With Koalendar, you can set up unlimited booking links for one-on-one personal training, group sessions, or specialized programs. Each page shows real-time availability, so no more double-bookings. Clients simply choose a time that works best and receive confirmations automatically.
Yes. We offer special pricing for gyms, studios, and coaching teams, with discounts of up to 50% depending on the number of trainers using the app.
Yes. Koalendar offers a free plan that personal trainers can use forever. You get unlimited booking pages, integrations with Google Calendar, and automated reminders at no cost. If you need advanced features like branding or payment collection, you can upgrade anytime, but the free version is always available.
Personal training scheduling software made simple
From solo personal trainers to full coaching teams, start free with Koalendar’s scheduling software that cuts admin time and keeps your sessions organized.
Start free today!