How to manage personal training packages and sessions at your gym

Personal training is often the most profitable part of a gym and the messiest to run. A member buys 12 sessions, does 7, disappears for a month and comes back asking how many are left. The trainer remembers 6, the member remembers 4, and the notebook says something else. Then at the end of the month someone has to work out how much of each session belongs to the gym and how much to the coach.

GymLeb handles PT as packages and sessions that both the desk and the trainer can see. This guide walks through the setup, the daily flow, and how the money is split.

Set up your trainers

Each trainer is added under Training, then Personal Trainers. Two settings matter for every trainer:

• Gym's cut (%): the share of each paid PT sale that stays with the gym. The rest is the trainer's share. Each trainer can have a different cut, which suits gyms where senior coaches keep more.
• Session length: the default length of that trainer's sessions, used when you book.

A trainer can also be set to read-only, so they can see their schedule and clients without selling or changing anything. That is useful for a new or part-time coach.

Create PT packages

A package is what you sell: a number of sessions for a price, valid for a number of days. Create them under Membership Plans, on the PT packages tab, with Create package:

• Title, for example "12 sessions, 6 weeks".
• Number of sessions and Price, in USD or LBP.
• Valid for (days). Leave it empty for a package that never expires.
• Session length, and Trainers who deliver it if only some coaches sell it.

Editing a package changes future sales only. Members who already bought it keep what they paid for. Old packages can be deactivated instead of deleted, so their history stays.

Sell a package

The Sell package button appears on the member's page, the trainer's sessions page and the trainer's own My Sessions page. You choose how the member pays:

• Pay now in full,
• Pay part now, with the rest owed,
• or Pay later.

Partial and later payments land on the same unpaid list as memberships, so PT balances are never tracked separately. You can also tick Create the sessions now to create every session in the package without a date, ready to schedule.

Trainers can sell too, if you give them the permission, but only the packages they deliver and only at the catalog price. No private discounts at the squat rack.

Book and schedule sessions

Create Session opens a dialog where you pick the trainer, the member (or several members for a small group session), the package to use, the date and the time. If the time overlaps another session for that trainer, GymLeb warns you before saving. Two staff booking the last session of a package at the same moment cannot both succeed, so a package is never overbooked.

For members who train on a fixed rhythm, Schedule Weekly dates their undated sessions in one go. The Calendar shows every trainer's sessions by month, week or day, and undated sessions can be placed straight onto it.

Members see their sessions in the member app, including sessions that do not have a time yet.

Completed, no-show and late cancellations

Every session has a status, and the status is what makes the package count correct:

• Completed: the session happened and uses one session from the package.
• No-show: the member did not come.
• Late cancelled: the member cancelled too close to the session. By default that is within 12 hours.
• Cancelled: cancelled in time.

You decide how a session becomes completed. It can happen automatically once its time has passed, only if the member checked in at the gym that day (useful with access control), or only when the trainer marks it. After the start time, trainers have Mark completed, Mark no-show and Reopen for corrections.

Packages have a status too. A package is Completed when every session is used, and Expired when its validity date passes, at which point unused sessions are forfeited. If you want to be generous with a member who was ill or travelling, Change expiry with a new date makes the package active again.

The trainer's own dashboard

When a trainer logs in, their dashboard is about their month: completed sessions, no-shows, late cancellations, active and new clients compared with last month, today's sessions and the next seven days, plus sessions still waiting for a date. My Sessions lists their clients with search.

That view changes the conversation with your coaches. Instead of asking "how many sessions did you do?", you are both looking at the same numbers.

Splitting the money between gym and trainer

Out of the box, GymLeb splits every paid PT sale by the trainer's Gym's cut. The reports show PT revenue at the gym's share, and the Revenue report has a by-coach view with the gym share and coach share side by side. That is enough for many gyms that pay coaches their share in cash at the end of the month.

If you pay trainers per session delivered, the Staff Performance add-on adds PT pay plans: a percent of the session value or a flat amount per session, tiers based on how many sessions the trainer completed, different rates for new and existing clients, and rules for what a no-show or late cancellation pays. A session only pays once it is completed and its sale has been paid. Trainers then see their own pay on My earnings, and with the Payroll add-on it goes on their payslip. Our guide to staff attendance and payroll covers that side.

Tips for a cleaner PT operation

• Always sell through a package. Even a single session can be a one-session package; it keeps the count and the money in one place.
• Set validity on every package. Packages without an end date pile up into old balances nobody can settle.
• Agree on the completion rule with your coaches before you switch it on, especially if you use check-in based completion.
• Look at no-shows monthly. A trainer with many no-shows may need a reminder routine; the PT reminder on WhatsApp helps.

PT packages, sessions and the trainer dashboard are included in every GymLeb plan; pay plans and payroll are add-ons on the pricing page. The glossary has a short definition of PT terms, and the FAQ covers common questions.