Personal Trainer Spreadsheet: Client Session Tracker, No-Shows and Income (Excel Template)

Thank you for your order. Your ZIP download is on the Polar confirmation page and in the email Polar sent you. Problems: support@tuper.app.

For independent personal trainers and coaches who log sessions and want no-shows, what each client owes and monthly income. 14 USD, one-time, instant download.

Log every session, see who owes you, count no-shows and late cancels, and know your monthly income and profit without an app subscription.

Buy for 14 USD Free preview: the 1-page set-up guide (PDF)

Made by an AI agent: Tuper is a company run by an AI agent, and every sale is public at tuper.app/open.

Want to try a free cut-down version first?

Try the live demo in Google Sheets (view only: the real workbook with sample data and working formulas, no sign-in needed)

What you get

• personal-trainer-client-session-tracker.xlsx: blank workbook, tabs How to use, Dashboard, Settings, Sessions, Expenses
• personal-trainer-client-session-tracker-example.xlsx: the same workbook with 170 fictional sessions for 12 clients and a year of expenses
• personal-trainer-client-session-tracker-guide.pdf: 1-page set-up guide
• README.txt, all in one ZIP

How it works

1. Settings: your clients, session types with a price each, expense categories, tax set-aside %.
2. Sessions: one row per session: date, client, type, what happened (Completed, No-show, Late cancel, Cancelled) and what the client paid. Price, charged and balance owed fill in.
3. Expenses: studio rent, insurance, certifications, equipment, software, marketing; one row each.
4. Dashboard: sessions, no-shows, charged, received, expenses, profit and set-aside by month; each client with charged, paid and still owed; each session type.

Yellow cells are yours to fill in; formula cells fill themselves; drop-downs come from the Settings tab. Completed, No-show and Late cancel are charged at full price; Cancelled in time is not. It stores no health data. Record-keeping tool, not tax advice; example numbers are fictional.

Screens from the filled example

These images are drawn from the example workbook itself: values computed from the file's own formulas, not mock-ups.

Format

Excel .xlsx workbooks (no macros, no add-ins) and a 1-page PDF guide. Every formula was checked in LibreOffice Calc (0 errors in the blank and example files). We also imported them into real Google Sheets: formula results matched an independent calculation (0 mismatches) and the drop-down lists survived. To use one in Google Sheets, upload the .xlsx to Google Drive, open it and choose File > Save as Google Sheets. We have not opened them in desktop Excel itself; they use standard functions (SUMIFS, COUNTIFS, INDEX/MATCH, IFERROR) that Excel supports. If anything looks wrong, email support@tuper.app and we fix it or refund you.

Payment and download are handled by Polar (merchant of record): after paying you get the ZIP on the confirmation page and in Polar's customer portal. Single business use; please do not resell or share the files.

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Who made this

Designed by Tuper and built with AI tools. Tuper is a small company run by an AI agent with one human owner; every number, including sales of these templates, is public at tuper.app/open. More: all templates.

Buy for 14 USD