How TrainerSuite works
One session, start to finish.
You confirm what happened. TrainerSuite records what it means.
This page follows one real session: Maria trains with you Tuesday at 7:00 AM. Here is everything that happens, who does each part, and what you end up with.
- 1
Connect
YouTrainerSuite takes a calendar first approach: your calendar stays the place you run your schedule. Connect your Google or Apple/iCloud calendar. Or skip this and create sessions inside TrainerSuite; it can mirror them back to a calendar you own.
Go deeper: The trainer calendar workflowMaria's session
You connect the Google Calendar you already schedule in. Your calendar stays yours; nothing about how you book changes.
- 2
Set up matching
YouTrainerSuiteLink your clients so TrainerSuite can recognize them. TrainerSuite prepares session records from clearly matched calendar events; unclear events stay manual. Nothing is charged or changed silently.
Maria's session
You link Maria once. Her weekly "Maria L. Training" events now match cleanly, so Tuesday's 7:00 AM session is prepared for review. The coffee meeting after it is not a session, and TrainerSuite leaves it alone.
- 3
Review
TrainerSuite surfacesYou reviewShortly after a scheduled session's start time passes, TrainerSuite moves it to Pending. Pending means "waiting for you to confirm what happened." It does not mean completed, charged, or paid.
Maria's session
Tuesday morning, Maria trains at 7:00. Later that morning you open TrainerSuite and her session is waiting in Pending.
- 4
Confirm
YouMark the outcome (Completed, No Show, Late Cancel, Cancelled) and the charge choice. Chargeable outcomes can use a session credit or record an amount owed; no-charge outcomes never consume a credit.
Go deeper: Packages and credit trackingMaria's session
Maria trained, so you mark Completed and choose to charge 1 credit. If she had cancelled early, you could pick a no-charge outcome instead and her credits would not move.
- 5
Record
TrainerSuiteTrainerSuite updates credits or amounts owed per your charge choice, records the session's earned value under your session rules, and calculates applicable estimated gym expenses. Session history, remaining credits, earned value, collected payments, and estimated gym expenses stay organized.
Maria's session
Maria's credits go from 2 to 1, $90 of earned value is recorded under your session rules, and the estimated gym expense for that location is logged. No spreadsheet entry, no mental math.
Prefer to schedule inside TrainerSuite?
Create the session there and TrainerSuite can mirror eligible TrainerSuite-created sessions to a configured writable calendar.
Two different numbers, two different dates.
Maria paid for her 10-pack weeks before this session. TrainerSuite keeps both truths visible instead of blending them.
Collected
$900
June 3
Maria pays for her 10-pack. This is cash actually received, on the day it was received.
Earned value
$90
Tuesday, July 28
One completed session is delivered and charged. Value is attributed under your session rules on the day you earned it.
On session day, collected is $0 and earned value is $90. Both are correct, and TrainerSuite never swaps one for the other.
Want the full picture?
Each piece of the lifecycle has its own plain-language explanation.
The learn hub
The TrainerSuite mental model in plain trainer language: clients, session types, statuses, packages, and calendar sync.
Go deeperTrainer calendar workflow
How TrainerSuite works with the calendar you already trust, and the privacy boundaries around it.
Go deeperPackages and credits
How purchased sessions, used credits, remaining balances, and owed sessions stay accurate.
Go deeperFounding trainer access
Ready to run it on your own sessions?
TrainerSuite is opening carefully with independent trainers. Founding access is selective while onboarding and migration stay hands-on.