How TrainerSuite works

TrainerSuite runs on one simple loop. Clients buy training from you, you deliver sessions, and the app keeps the score honest on both sides.

• Clients are the foundation. Everything else hangs off your client list.
• Session types describe what you offer, like Personal Training or Virtual Training.
• Sessions are the work itself: a client, a time, a place, and a status that says what happened.
• Packages and credits track what clients bought and what they have left.
• Payments record the money side, so balances and income always add up.

Nothing in that loop is automatic bookkeeping magic. Each piece is a plain record you can see and correct, which is why the numbers stay trustworthy.

Every client gets a profile with their session history, credit balance, payment context, and practical details like a saved home address. When you are just starting, adding your first client unlocks the rest of the app: sessions, packages, and payments all attach to a client.

Clients can also get portal access, a simple view of their own upcoming sessions, history, and remaining credits. You choose who gets an invite; nothing is shared without you.

A session type is a service or pricing bucket you sell, like Personal Training, In-Home Training, or Virtual Training. Each one can carry a default length and a default rate so scheduling and pricing start pre-filled instead of blank.

If you charge and track those the same way, keep one Personal Training type and just choose Gym, Client home, or Virtual when you schedule. Create separate types only when the rate, duration, or credit tracking is different.

TrainerSuite understands three ways of delivering a session, and you can use any mix of them:

• Gym or facility. A real place you add once, with an optional gym fee if the facility charges you to train there.
• Client home. Pick the Client home option when scheduling and TrainerSuite uses that client's saved address. You never create a separate location for each client.
• Online or virtual. No address at all, just the session.

Some facilities charge trainers to train there. TrainerSuite tracks that cost per location so your income numbers reflect what you actually keep. A gym fee can be:

• A flat amount per session, with an optional monthly cap.
• A percentage of each session.
• Monthly rent.
• None, if you train there for free.

Fees are about what the gym charges you, the trainer. They never change what your client pays.

Every session has a status, and the status answers the only question that matters for the books: did this session use up a credit? A credit is charged only when a session ends in a status that charges.

• Scheduled. On the calendar and coming up. Nothing is charged yet.
• Pending. Came in from your calendar and is waiting for you to confirm what happened.
• Completed. The session happened. A session credit is charged.
• Cancelled. Called off with enough notice. Nothing is charged.
• No Show. Your client did not show up. The session is still charged.
• Late Cancel. Cancelled too close to start time. The session is still charged.

You can rename these or add your own statuses, and every status you use shows its charge behavior plainly so there are no surprise deductions.

A package is a bundle of session credits sold at a price, like 10 sessions for 800. When a client buys one, their credits go up. When a session ends in a charging status, one credit is used. That is the whole system.

TrainerSuite never edits a balance directly. It keeps the full trail of purchases and charged sessions, and the balance is always the sum of that trail. If something looks off you can trace exactly why, line by line.

Balances are allowed to go negative. If a client trains past their last credit, you will see a clear owed-sessions warning, but TrainerSuite never blocks the session. Training first and settling up after is a normal part of the business, and the app treats it that way.

When it is time to get paid, send a payment request: your client gets a simple link where they can pick a package or pay an amount, and card payments land in the books as credits automatically. Prefer cash, Venmo, or another arrangement? Record the payment yourself and the trail stays just as clean.

When you move an existing business into TrainerSuite, you can set a client's starting balance from wherever your old records left off. Sessions the client already used before the move are counted in that balance, but they have no logged record yet. TrainerSuite shows them as past sessions you can log anytime.

Logging them is optional and has no deadline. It just records when and where those already-used sessions happened, so the history reads the way the business actually went. Your balances are already correct either way.

Calendar sync is where TrainerSuite removes most of the duplicate scheduling work. Connect Google Calendar or Apple Calendar, choose which calendars TrainerSuite may watch, and give clients calendar matching keys such as a name, nickname, or initials. Then just create an event in the calendar you already use, or reschedule an existing one. When the match is high-confidence, TrainerSuite creates or links the uncharged session automatically. Ambiguous matches wait for your review.

While a linked session is still scheduled or pending, calendar changes to its time, title, or location flow back into TrainerSuite. After the session is settled, calendar edits cannot rewrite the financial record; TrainerSuite flags the difference for review instead. Credits are charged only when you confirm a status that charges, so the calendar feeds the books but never spends for you.

Clients can join the loop too: from their portal they can add a private TrainerSuite calendar to their own calendar app and see upcoming sessions and changes there, or add a single session as a one-time event. Connecting a calendar is optional; everything works without it.