Everything You Need to Manage Clients and Leads in One Place
Add a lead, track the conversation, book the consultation, convert them into a client and stay on top of future follow-ups from one simple personal trainer CRM.
Manage Every Client
Track From Your Phone
Manage clients, update leads, and check follow-ups from the Notion mobile app wherever you are.
Convert More Leads
Track every prospect through your pipeline and follow up at the right time to turn more inquiries into clients.
Customize Everything
Change statuses, services, views, and properties to fit exactly how you run your coaching business.
Upgrade to a full Notion setup to run your clients, programs, check-ins and business in one place, with lifetime access, no limits and full customization.
"Extremely well put together, best CRM out there and even has all the extra bonuses. Highly recommend."
Benjamin Morris
United Kingdom
"I've been looking for an alternative to online coaching apps for a while and found it here. All the important details have been taken care of and it makes my work easier!"
Mike Gann
Germany
Is this personal trainer CRM free?
Yes. The CRM is completely free to duplicate and use in your own Notion workspace. There is no trial, no per client fee and no card required, and you keep it for life.
What is a CRM for personal trainers?
A CRM is where a trainer keeps every client and potential client in one organized place: contact details, what service they are on, where they are in your sales pipeline, and when you next need to speak to them. This template gives personal trainers that in a single Notion page.
Does this CRM include a workout builder?
No. This is a simple CRM for personal trainers with no workout builder, no exercise library and no programming section to configure, so nothing stands between you and your first client. When you do want programming, check-ins and progress tracking running off the same client list, PRO COACH is the version that adds them.
How do I manage PT clients for free?
Duplicate this template into a free Notion account, add each client with their contact details, service and start date, then set a next follow-up date. Add new inquiries to the lead pipeline and move them through the statuses as conversations progress. That is a complete free client management setup with no software cost.
Can I use this for online coaching clients?
Yes. Online coaches use it the same way as in-person trainers. Track inquiries from Instagram, referrals or your website in the lead pipeline, book consultations, and move the ones who sign into your client list.
What client information can I store?
Contact details, start date, the service or package they are on, onboarding documents, current client status and their next follow-up date. You can add any field you want on top of that.
How does the lead pipeline work?
Each lead gets a status: New, Contacted, Consultation Booked, Won or Lost. You update the status as the conversation moves, so you can filter to everyone who has gone quiet, everyone with a consultation this week, or everyone you have not contacted yet.
Can I track follow-ups?
Yes. Both leads and active clients hold a next follow-up date, so you can pull up everyone who is due and work through them. Most lost sales are conversations nobody picked back up.
Is this better than a client crm spreadsheet?
It holds the same information and costs the same, but it filters properly, it is usable on a phone, and adding a new field does not break anything else. If your coaching client spreadsheet has become a tab you avoid opening, this is the same data in a form you will actually maintain.
Do I need a paid Notion account?
No. Everything in the free personal trainer CRM runs on a free Notion account.
How many clients and leads can I track?
There is no limit. Add as many clients and leads as you want.
Can I run all areas of my coaching?
That is what PRO COACH is for. It covers client management alongside programming, check-ins, progress tracking and the rest of the business side. Everything in this free CRM is included in it.
How do I get the free personal trainer CRM template?
Click the download button on this page, duplicate the template into your Notion workspace, and add your first client or lead today.
