Personal Trainer Software: Pick by Your Client Count

At 10 clients, the coaching apps priced in dollars cost $29 to $70 a month; a scheduler lists $20. Software covers three separate jobs: booking with payments, program delivery, and getting found.

This is for trainers choosing software to run clients, not for people who want a workout app.

Three jobs, three kinds of tool

All four coaching tools below list payments, and Everfit and My PT Hub list session booking too, but three of them charge more as your client count grows. A scheduler like Acuity lists $20 a month on monthly billing for one calendar, and it prices by calendar, not by client.

What each vendor prints at 10, 30 and 100 clients

In the table below, the dollar plans cost $29 to $70 a month at 10 clients and $140 to $170 at 100. My PT Hub charges €59 at all three counts, and TrueCoach prints no price past 50 clients.

All figures are monthly billing from each vendor's own pricing page on 2026-10-25. Trainerize lists a free plan for one client; for its tiers see Trainerize pricing.

TrueCoach sells steps of up to 5, 20 and 50 active clients, and for more it says "special pricing" without a number. Its page opens on annual billing, so flip the toggle to Monthly before you compare. Everfit prices the plan at 5, 10, 20, 35 and up.

PT Distinction charges $6 per client above 3 on Basic, $2.40 above 25 on Pro and $1.60 above 50 on Master. My PT Hub's Premium plan is unlimited clients in euros, and its Starter plan caps at 3 clients.

Two quirks lower the first bills. On PT Distinction, extra clients are free for the first month. On My PT Hub, the trial needs no card, and the page says the account drops to a Free plan when the 30 days end.

Card fees: the number that isn't on the pricing page

The pricing pages leave out the card rate, which can cost more than the plan. Open the help center instead.

For a US account, Everfit prints a $9 monthly platform fee plus 3.15% and $0.30 on a US card, and 4.65% and $0.30 on an international one. Stripe's fee is included, and fees come out before the payout. A Canadian account pays 3.5% and C$0.30 on a Canadian card.

On a $200 package, Everfit's card cut is $6.60 and TrueCoach's is $10.00. PT Distinction's and My PT Hub's pricing pages state no card rate, though My PT Hub says it connects to Stripe.

Ask about your data before you add clients

That archive rule matters for a trainer whose clients pause for a season. It lets you step down a plan without losing history. Deleting a client is the opposite: the help center warns that all client data is lost.

TrueCoach also says cancelling doesn't remove any data. Its client export is a CSV emailed to you with profile fields such as contact info, compliance score, workouts completed, height and weight, so don't assume it carries your programs.

Everfit's terms say trainer-supplied content belongs to its owner, but they don't address export or deletion after you leave. They also let Everfit use anonymized personal information for AI model training.

My PT Hub's subscription agreement says you own the data you enter. Ask within 30 days after the agreement ends and it makes that data available for export; after that it has no duty to keep it. PT Distinction's terms reserve the right to remove account data at any time, at its sole discretion, so ask how to get your data out before you need it.

One trainer, two ways to pay for 30 clients

Gym floor, Instagram or Google: record the source

Clients arrive from the gym floor, Instagram, a Google Business Profile and referrals. These four steps record which one sent each client.

1. Take your booking link and add a tag per place: ?utm_source=instagram&utm_medium=bio for Instagram, ?utm_source=google&utm_medium=profile for your Business Profile. Ask your booking tool whether it keeps the tag with the booking.
2. Put the Instagram version in your bio and the other in the profile's website field or its Booking link.
3. Add one required question at signup: "How did you hear about me?" with a fixed list.
4. Each month, count paying clients by answer.

Google's Business Profile Help says its Bookings figure counts bookings people completed, and only when bookings are managed through a booking provider. So the tag and the signup question do the counting.

In two years of running Google and Meta ads, nearly $700K of spend, a booking with no source could not be credited to any ad. If your booking runs on Calendly, this tracking guide shows how to carry the source through.

Four questions for any coaching-app demo

• Ask where the card rate is printed in writing, and whether it includes Stripe's fee.
• Ask whether paused or archived clients count toward your plan.
• Find out if you can export programs, messages and history, or only a client list.
• Get the answer on what happens to your data and payment plans if you cancel.

Prices and rules checked on 2026-10-25.