CRM for nutrition coaches
The CRM nutrition coaches use to run 40+ clients without missing a check-in
Nutrition coaching lives on weekly check-ins. Miss two in a row and the client drifts. GymManage Pro surfaces who's overdue, who's due for a renewal, and who paid — so your Sunday triage takes 15 minutes, not two hours of scrolling through DMs.
Active clients
42
Renewals this week
7
Overdue payments
2
Check-in cadence is your #1 metric
In nutrition coaching, adherence tracks with contact frequency. Clients who check in weekly stick. Clients who miss two weeks in a row are usually gone within a month.
GymManage Pro lets you set a per-client check-in cadence (weekly, bi-weekly). Overdue clients surface on your dashboard automatically. A one-line 'hey — how did the week go?' pulls back most of them.
Packages, renewals, and payment status without a spreadsheet
You sell 12-week programs, 3-month packages, monthly retainers. GymManage Pro tracks each package's remaining sessions and expiry date. Renewal reminders fire 14, 7, and 1 day before expiry — so no one silently completes their 12 weeks and vanishes.
Bring your own tracking apps
Clients log food in MyFitnessPal, Cronometer, or a photo journal. GymManage Pro doesn't replace those — it's the business layer that makes sure the coaching relationship stays healthy while the tracking apps handle the food data.
What you actually get
- Client database with check-in cadence and last-contact date
- Package + program tracker (12-week, 3-month, monthly)
- Renewal automations 14/7/1 day out
- Trial → Active → Lapsed pipeline
- Tags for 'weight loss', 'body recomp', 'performance', 'medical'
- Email sequences for onboarding and re-engagement
- Stripe payment status per client
- Mobile-first UI for triage between calls
GymManage Pro vs Practice Better
| Feature | GymManage Pro | Practice Better / Healthie |
|---|---|---|
| Setup time | 60 seconds | Days |
| Check-in cadence tracking | Built-in | Requires config |
| Renewal automation | 14/7/1-day nudges | Reminders only |
| Client portal / food log | Bring your own | Built-in |
| Monthly cost | $29–$79/mo | $29–$99+/mo |
| Free tier | Yes (25 clients) | Yes (limited) |
Who this is for — and who it isn't
Great fit if…
- Solo nutrition coach or small coaching team
- 10–100 active coaching clients
- You sell 12-week programs, 3-month packages, or monthly retainers
- You use MyFitnessPal / photo journals / Google Docs for tracking
Not for you if…
- You need a HIPAA-compliant client portal with SOAP notes and diagnostics
- You require a built-in food-log and meal-plan builder
Pricing
Free for the first 25 clients. Pro is $29/month for unlimited clients, email sequences, and renewal automations. Studio is $79/month for coaching teams.
FAQ
Is this HIPAA-compliant?
GymManage Pro is not a medical records system. Nutrition coaches operating in a wellness (non-medical) capacity use it freely; if you need HIPAA compliance for RD work, pair with a HIPAA-compliant portal for clinical notes.
Do you have a built-in food log?
No — clients use MyFitnessPal, Cronometer, or photo journals. GymManage Pro is the business layer, not a tracking app.
How do I run 12-week program cohorts?
Create a cohort, tag every enrollee, and run a 12-week communication sequence — welcome, week 4 check-in, mid-program review, renewal offer at week 10.
Can I send group emails to just my weight-loss clients?
Yes — filter by tag ('weight loss'), send a segmented email.
Does it integrate with Practice Better or Healthie?
Not directly — most coaches use GymManage Pro instead when their practice is coaching-only and don't need clinical notes.
How do renewals work for a 12-week program?
Set the package length to 12 weeks. Reminders fire at week 10, 11, and 12 automatically.
Is there a discount for annual billing?
Yes, two months free on annual.
Keep reading
- Nutrition coaching client management guide
- Personal trainer CRM
- Online fitness coach CRM
- Start an online coaching business
- Client follow-up system
- Package tracker
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