Free download
Session tracking spreadsheet
for personal trainers.
Every client, how many sessions they bought, how many they have used, how many are left, and what they still owe you. One file, no email form, no catch. Works in Excel, Numbers and Google Sheets.
58 KB. Made by a trainer. Delete the three example clients and start with yours.
| Client | Sessions bought | Pack price | Paid so far | Owing | Sessions used | Sessions left | Status |
|---|---|---|---|---|---|---|---|
| Sarah M | 10 | $900.00 | $900.00 | - | 8 | 2 | Sell next pack |
| Marcus L | 20 | $1,600.00 | $800.00 | $800.00 | 3 | 17 | OK |
| Priya K | 10 | $950.00 | $950.00 | - | 3 | 7 | OK |
| Tom N | 10 | $900.00 | $900.00 | - | 10 | 0 | Out of sessions |
Start here
Set your policy once: does a no show use up a session, does a late cancel, and at what number you want a warning. A small dashboard shows sessions delivered this month, who needs a new pack and what you are owed.
Clients
One row per client. Type what they bought and what they paid. Owing, sessions used, sessions left and status work themselves out, and the status turns orange at your warning number and red at zero.
Sessions
One row per session. Pick the client from a dropdown, pick the status: completed, no show, late cancel, cancelled or booked. The client's count updates on the Clients tab the moment you do.
How to use it
Open the Start here tab and answer the three policy questions. Most trainers count a no show as a used session and a late cancel too, with late meaning inside 24 hours. Whatever you decide, decide it before you need it, because the one time it matters is the one time the client pushes back.
Go to Clients and add your people. Sessions bought and pack price are running totals. When Sarah finishes her ten and buys ten more, change 10 to 20 and $900 to $1,800. Sessions used keeps counting from her log, so sessions left is right again straight away. If a client pays in parts, update Paid so far each time and the Owing column does the subtraction.
After every session, add a row on the Sessions tab: date, client, status. That is the whole habit. If you can do it before you leave the floor, the spreadsheet stays true. If you leave it until Sunday night, it drifts, and a drifting count is the thing that costs you a free session or an awkward conversation.
When a client goes orange, sell the next pack. Not after the last session, before it. "You have two left, want me to put the next ten through so we don't lose your Tuesday slot?" is the easiest sale in personal training, and the whole point of counting is to know when to say it.
Where a spreadsheet stops working
It works well for a handful of clients and a trainer who sits at a laptop every evening. It starts to fail when you are tapping it in on your phone between clients, when a client asks "how many do I have left?" and you have to go look, or when the booking lives in your calendar and the count lives somewhere else and the two disagree.
That gap is why I built Decem. It does the same job on your iPhone: check a session off and the count drops, every booking goes into your Apple or Google calendar, and you get a nudge when someone is on their last two. It is free for your first three clients, so you can run it next to this spreadsheet and see which one you reach for.
Does it work in Google Sheets?
Yes. Upload the file to Google Drive and open it with Google Sheets. Every formula and dropdown carries over. It also opens in Excel and in Numbers on Mac, iPhone and iPad.
Do I have to give my email?
No. The download link is right on this page. There is no form and no mailing list.
How does it count no shows and late cancels?
You set your policy once on the Start here tab. Every session you log follows it, so the sessions left column is always right. Change the policy later and past sessions are recounted under the new rule, which is one of the ways a spreadsheet differs from Decem, where a past session keeps the rule it was marked under.
Can I add more clients or sessions than the rows shown?
The Clients tab is set up for 200 clients and the Sessions tab for 1,000 sessions. If you ever need more than that, you are past the spreadsheet stage.
Can I share it with the trainers I work with?
Please do. Send them the link to this page or the file itself. The only thing I ask is that you leave the Decem line on the Start here tab.
Ready to stop
counting by hand?
Decem is the session tracking app for personal trainers. Free for your first 3 clients, no account to create.
Download on the App Store