How to Choose the Right Client Programming Tool as a Personal Trainer
How are you currently managing your client workout programs? Are you using handwritten notes, digital documents, spreadsheets, or specialized apps? It’s important to choose the right client programming tool to streamline your workflow, enhance client management, and efficiently scale your personal training business.
As an independent personal trainer, the right programming tool should enhance your organization, professionalism, and efficiency. In this guide, we will break down the five most common programming methods—highlighting their strengths, limitations, and best use cases—so you can choose the best fit for your training business.
1. Handwritten Plans: Simple but Hard to Scale
Writing workouts by hand is a traditional approach that many trainers still use. It’s an easy way to brainstorm exercises, customize workouts on the fly, and make quick adjustments during client sessions.
Pros:
- Easy to start with no technology required
- Great for initial brainstorming and rough drafts
- Allows quick, handwritten adjustments during training
Cons:
- Difficult to track client progress over time
- Prone to disorganization and lost notes
- Time-consuming when scaling to multiple clients
Handwritten plans can work well for new trainers or one-off client sessions, but they lack the structure needed for long-term tracking and business growth.
2. Phone Notes Apps: Convenient but Limited
Many trainers rely on note-taking apps like iPhone Notes, Samsung Notes, Evernote, or Google Keep for quick programming. These apps are accessible on mobile devices, making it easy to jot down workouts while on the go.
For example, you could create a note with minimal-equipment workouts for traveling clients and include a YouTube link demonstrating each exercise.
Pros:
- Quick and convenient for jotting down ideas
- Easily accessible on mobile devices
- Can be shared via text or email
Cons:
- Limited formatting options for structured programming
- No built-in tracking or progress monitoring
- Screenshots or shared notes may appear unprofessional
While note apps work well as a supplemental tool, they lack the professional presentation and tracking needed for client management.
3. Word Processing Programs: Customizable but Time-Consuming
Programs like Microsoft Word, Google Docs, and Apple Pages allow for structured workout templates that look polished and professional. Trainers can customize plans, add images or video links, and reuse templates for multiple clients.
Pros:
- Professional appearance
- Fully customizable templates
- Can include images and video links
Cons:
- Manual updates can be time-consuming
- Files can become difficult to manage as the client list grows
- No automated progress tracking or calculations
Word processing programs work well for trainers with a small client base, but they can become inefficient as your business scales.
4. Spreadsheets: The Best Balance of Functionality and Affordability
Spreadsheets, such as Excel and Google Sheets, are a game-changer for independent trainers. They provide structure, automation, and easy tracking for client progress. Trainers can use formulas to calculate reps, weights, or performance trends—creating a dynamic and interactive experience for clients.
Additionally, cloud-based spreadsheets like Google Sheets allow real-time collaboration, so clients can log progress directly into their program.
Pros:
- Highly customizable and scalable
- Automates calculations and progress tracking
- Shareable for real-time updates with clients
- More cost-effective than paid apps
Cons:
- Initial setup can be time-consuming
- Requires some knowledge of spreadsheet functions
For trainers looking to streamline programming while maintaining affordability, spreadsheets offer the best balance of professionalism, scalability, and efficiency.
To simplify the setup process, The Solo Trainer Programming Templates and Playbook provide pre-built, customizable spreadsheet templates with automated features. Instead of spending hours building your own, you can simply plug in your client’s details and have a professional program ready in minutes.
5. Programming Apps: Feature-Rich but Costly
For trainers managing a large client base, programming apps like Trainerize, TrueCoach, My PT Hub, and Everfit offer an all-in-one solution. These apps include built-in workout libraries, progress tracking, scheduling tools, and client messaging.
Pros:
- All-in-one platform for client programming, scheduling, and tracking
- Polished, professional interface
- Saves time by automating client communication and tracking
Cons:
- Monthly subscription fees can add up
- Less customizable than spreadsheets
- Some clients may find the app-based approach less personal
Programming apps work well for trainers managing a large number of clients, but they may not be the most cost-effective or personalized solution for solo trainers just starting out.
Choose the Right Client Programming Tool for Your Business
The best client programming tool depends on your business goals and workload. Here’s a quick breakdown to help you decide:
- Handwritten Plans – Great for beginners but not scalable.
- Phone Notes Apps – Convenient but limited in organization and tracking.
- Word Processing Programs – Good for polished presentations but time-consuming.
- Spreadsheets – The best combination of affordability, automation, and scalability.
- Programming Apps – A professional all-in-one solution, but with recurring costs.
For most independent personal trainers, spreadsheets offer the most flexible, professional, and cost-effective solution. They provide customization, automation, and easy tracking—without the high costs of subscription-based apps.
Effectively managing client programs is crucial for scaling your independent training business. Whether you’re just starting out or upgrading your system, it’s essential to choose the right client programming tool to save time, improve organization, and enhance the client experience.
By using the right tools, you can spend less time managing programs and more time growing your business.
Final Thoughts
To make the transition seamless, The Solo Trainer Programming Templates and Playbook provide ready-to-use spreadsheet templates designed specifically for personal trainers. These templates include automated calculations, clean formatting, and real-time client collaboration tools—saving you time while enhancing your professional presentation.
If you are ready to simplify your workflow and provide professional, structured client programs, The Solo Trainer Programming Templates and Playbook can help you get started immediately.
Explore The Solo Trainer Programming Templates and Playbook Here
