Best PracticesBusiness GrowthFundamentals and Best Practices Trainer or Client: Who Should Schedule Client Workouts & Appointments?

To Schedule Client Workouts or Let Them Schedule? The Pros and Cons of Each

One of the great features of Trainerize is the ability to schedule client workouts and appointments into their in-app calendars. This means they will receive reminders to their phones and never skip a beat!

Part of the reason why people want to pay an online fitness coach is because they want someone to hold them accountable to their workouts and ensure they actually get them done. This is where you’ll want to schedule client workouts. It comes in handy and can be very beneficial when looking at accountability.

⚡️TZ TIP: In our NEW release, clients have the power to self-book the workouts in their training plan AND self-book their appointments such as personal training, weekly check-ins, and nutrition coaching calls, empowering clients to take control of their schedules.

But is scheduling your clients’ calendars always the best option? Here are my pros and cons of scheduling client workouts and appointments compared to letting them manage their calendar themselves.

The Pros of Trainer-Managed Scheduling:

1. Simple for Clients

Having a coach schedule the client’s calendar leaves the guesswork behind and allows the clients to follow the plan as it is laid out. Therefore, they don’t have to think about which workout they are going to do each day and can simply just open their app and complete the workout that is scheduled on that day.

2. Provides Trainer Control

As a fitness coach that schedules client sessions, you’ll have more control over a client’s program and are better equipped to plan their workouts and appointments, effectively periodize their program over time, and ensure their success.

3. No Second Guessing

Coaches don’t have to go into client accounts and double check that they are actually scheduling their workouts and doing them, or confirming they’ve booked in their necessary appointments. Once you schedule client workouts, you will see in your homepage timeline if they completed or skipped a workout you scheduled for them.

The Cons of Trainer-Managed Scheduling:

1. Less Flexibility

Sometimes clients’ schedules change on a specific day and they are unable to complete the workout as scheduled. They might not know how to re-schedule workouts on their own and might ask you to do it for them (which creates more work for you).

2. More Upfront Time

Scheduling client sessions will take more time on the front end for you. You’ll need to fit the sessions into their already-busy schedules, create a rhythm that works for their fitness plan, and monitor whether or not it’s working for them.

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The Pros of Client-Managed Scheduling:

1. Low-Stress Planning

The client is able to work fitness around their own schedule by adding the workouts and appointments into the calendar on their own. This is a great option for clients with a busy lifestyle or constantly changing schedule.

2. Independent Clients

Clients become more independent with their workout schedule and how to book their workouts on their own. This teaches them to look at their weekly schedule and book times they are going to commit to their workouts and necessary appointments.

The Cons of Client-Managed Scheduling:

1. Double Checking

Coaches might have to check on clients’ profiles more often to make sure they are scheduling their workouts in the right order and actually performing them. This could take more time and organization on the fitness coach’s end.

2. Lack of guidance

Many clients are seeking accountability and guidance in a personal trainer, and may feel they aren’t receiving the full benefits of an online fitness coach.

I would recommend in the initial assessment phase to get an idea of what might work for each individual client. Techniques or strategies that work for one client might not work for every other client. I personally use both of the above options with different clients and they both work great. The key is talking to your client and really getting to know them, their motivation level, their independence with workouts, appointments, and their schedule, as this will help you determine which form of workout scheduling will work best for them. The beauty of personal training (online or in person) is that it is just that: personal.

⚡️TZ TIP: Anytime Michelle references scheduling workouts or appointments in this article, these can be either in-person or online! The same rules apply whether it’s virtual, digital, or in-person.

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What do you think?