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Personal trainer scheduling software for 1:1 sessions

Calenday is personal trainer scheduling software for one-on-one sessions, at the gym or online. Clients book from your link, your Google Calendar or Outlook blocks taken times, buffers leave room to reset between clients, and Stripe can collect payment before each session is confirmed. It is free to start, and paid features cost $99 once.

The problem

What do personal trainers need from a booking tool?

Personal trainers need clients to book open slots without texting back and forth, a gap between sessions to travel or reset, payment before the session, and a reminder so clients actually show up. Calenday covers those four needs for one-on-one training; it does not run group classes or memberships.

  • Texts at 10 p.m.

    Clients message at all hours to find a time. A booking link lets them pick an open slot themselves.

  • Travel and reset time

    Moving between a gym, a park and a client’s home takes time. Buffers before and after each session protect it.

  • Late cancellations and no-shows

    An empty hour is lost income. Payment at booking and an email reminder the day before help clients commit.

  • In-person and online clients

    Some clients train at the gym, others over video. Separate event types keep the two apart.

Setup

How should a personal trainer set up Calenday?

A typical personal training setup has three event types: a free 15-minute consultation, a paid 60-minute in-person session with travel buffers and a paid 45-minute online session on Zoom. Connect your calendar, add Stripe with the $99 license, and send an email reminder 24 hours before every session.

  • 01

    Connect your calendar

    Sign in with Google or Microsoft so existing appointments block those times on your booking page.

  • 02

    Create “Free consultation” (15 min)

    Use it for new clients. Set a 24-hour minimum notice and a 14-day booking window.

  • 03

    Create “1:1 training session” (60 min, paid)

    Add a 15-minute buffer before and after for travel, and turn on Stripe payment so the client pays when booking.

  • 04

    Create “Online session” (45 min, Zoom) and a reminder

    Turn on Zoom for remote clients, then enable the 24-hour reminder email. Send a single-use link to a client who needs an off-schedule slot.

Features

Which Calenday features help personal trainers?

The Calenday features that help personal trainers most are buffers between sessions, payment through Stripe or PayPal at booking, Zoom links for online clients and email reminders before each session. Buffers and calendar sync are free; payments, video and reminders are part of the $99 Lifetime license.

  • Buffers and notice — free

    Set time before and after each session, a minimum notice and a booking horizon. Slots also skip your country’s public holidays.

  • Payment at booking — Lifetime

    Stripe or PayPal charges the client before confirmation, in USD, EUR, GBP, CHF or CAD. Funds go to your account with no Calenday commission.

  • Zoom for online clients — Lifetime

    A Zoom meeting is created on confirmation, even without a connected calendar, and the link goes into the confirmation email.

  • Email reminders — Lifetime

    Remind clients 24 hours before, send a thank-you after a session, or notify them when you cancel.

Cost

How much does personal trainer scheduling software cost?

With Calenday, personal trainer scheduling costs $0 for booking pages and calendar sync, and $99 once to add payments, Zoom and email reminders. There is no monthly subscription and no fee per client or per booking, and Calenday takes no commission on the session payments you collect.

The free plan covers unlimited event types and bookings, Google and Microsoft calendar sync and single-use links, with no time limit. A trainer who takes payment in person can stay on it.

The Lifetime license costs $99 once and adds Stripe and PayPal payments, Zoom, Google Meet and Teams links, email reminder workflows and analytics. It covers unlimited users, so a second trainer joins at no extra cost. Competitor prices are on our comparison pages.

Limits

What doesn’t Calenday do for personal trainers?

Calenday books one-on-one training sessions; it is not gym management software. It does not run group classes, sell memberships or session packs, track workouts, or send text reminders. Trainers who need class schedules, check-ins or a workout app will need a dedicated fitness platform alongside Calenday.

  • No group classes

    Each booking is one client with one trainer. Bootcamps, classes with several attendees and capacity limits are not supported.

  • No memberships or session packs

    Payments are charged per booking. Monthly memberships, 10-session packs and recurring billing are not available.

  • No workout tracking or SMS

    Calenday keeps no training logs or client progress, and reminders go out by email only, not by text.

FAQ

Personal trainer scheduling questions

Can clients pay for a training session when they book?
Yes, with the $99 Lifetime license. Connect Stripe or PayPal and switch on payment for your training event type. The client pays before the session is confirmed, the slot is held for 30 minutes during checkout, and the money goes directly to your account. Calenday takes no commission.
Can I schedule group classes with Calenday?
No. Calenday handles one-on-one bookings only: one client, one trainer, one slot. Group classes, capacity limits and class timetables are not available today. Trainers who offer both can use Calenday for private sessions and a separate class booking tool for group training.
Can I train clients online with Calenday?
Yes. Create an online event type and turn on Zoom, Google Meet or Microsoft Teams with the Lifetime license. Calenday creates the meeting when the session is confirmed and puts the link in the confirmation email and the .ics file. Zoom works even if you have not connected a calendar.
Can clients reschedule their own sessions?
Not yet. In Calenday, only you can reschedule or cancel a booking, from your dashboard. A client who needs to move a session has to contact you. When you reschedule, Calenday recreates the event in your connected Google Calendar, so your schedule stays accurate.
Integrations

Useful integrations

Start on the free plan. Decide later.

Unlimited bookings, no card, no countdown. If Calenday earns the $99, you will know within a week.

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