Client Appointment and Payment Log
Run a week of appointments and the money that goes with them from one page.
IM-23 1 page
Fitness and training · FT-09
Personal Training Client Session Record
A free printable client session record for personal trainers — date, what was worked on, what the client reported, payment, sessions remaining and next booking.
Download Free · no sign-up
One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Hold one client's history on one sheet, so you start each session knowing what you did last time and both of you know where the paid block has got to.
Who it is for
Personal trainers, strength coaches and instructors working with clients one to one or in small groups.
How to use it
- Use one sheet per client and keep it with their paperwork, not loose.
- Write what was worked on during or straight after the session.
- Record what the client reported in their words, not your interpretation of it.
- Update sessions remaining every time, so there is never an argument about it.
- Note injuries and limitations at the foot, where you will see them next time.
What is on the sheet
One page, top to bottom:
Printed under the title: One client's sessions kept together — what was worked on each time, what the client told you afterwards, and where the paid block of sessions has got to.
A record about a client. This is a working record kept about a named person, including things they have told you about their body. Store it accordingly, show the client their own record if they ask, and check the rules where you are on keeping records of this kind. Nothing on this sheet is medical advice or a substitute for it.
Write-on lines: Client · Trainer · Block or package · Started
Sessions
Table, 8 rows: Date · Worked on · What the client reported · Paid · Sessions left · Next booked · Initials
Ruled lines: Injuries, limitations the client has told you about, and referrals
Questions
Why record what the client said as well as what you did?
Because it is the part you will not remember and the part that changes the next session. A sore shoulder mentioned in passing is worth more on paper than in your head a fortnight later.
Does this sheet count as a health record?
It holds personal details about a named person and sometimes information about their body, so treat it carefully and check the rules where you are on keeping and sharing records of this kind. Nothing on the sheet is medical advice.
Related sheets
Gym Member Attendance Sheet
Know who is in the building and when they left, which matters on a normal day for class numbers and matters a great deal on the day of an evacuation.
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Training and Session Log
Record what you actually did in each session, so progress over a block is something you can look at rather than something you try to remember.
FT-01 1 page
Strength Training Workout Log
See what you actually lifted set by set, so the next session is decided by what happened rather than by what you think you remember.
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Also in the resources library
The same subject, with a version you can fill in on screen.
Personal Training Sessions Paid and Used Tracker
Each block bought: when, how many sessions and what it cost.
FT-669 Tracker PDF Excel Online
