CRM for online fitness coaches
The CRM online coaches use to keep 50+ remote clients organized
You're not on the gym floor with your clients. You need a system that surfaces who missed a check-in, who's due for a renewal, and who hasn't logged a workout in five days — without you opening five different apps to find out.
Active clients
42
Renewals this week
7
Overdue payments
2
Online coaching is a data problem
In-person, you notice when a client goes quiet. Online, you don't — until the payment fails or they DM you asking to pause. By then the damage is done.
GymManage Pro closes that gap. Every client has a card with last check-in date, current package status, next renewal, and any tags you've assigned. Sort by 'no contact in 7 days' and your Sunday-night triage takes 15 minutes instead of two hours.
This is the layer most workout-delivery apps skip. Trainerize gets your program to the client. GymManage Pro tells you which clients are silently drifting away.
The five reports online coaches actually need
1) Who's overdue for a check-in. 2) Who's inside their renewal window (14/7/1 day). 3) Who has a failed payment. 4) Which trial clients are past day 3. 5) Who tagged themselves 'struggling' or 'traveling' and needs a personal message.
All five live on the dashboard by default. You don't build them. You just open the app.
Works with the tools you already use
Deliver workouts in Trainerize, TrueCoach, Google Docs, Notion, or a PDF. GymManage Pro doesn't care — it's the business layer, not the programming layer. Import clients via CSV, connect Stripe for payments, and use email sequences to run onboarding on autopilot.
What you actually get
- Remote client roster with last-contact tracking
- Check-in reminders (weekly, bi-weekly, monthly)
- Package + subscription tracker with expiry alerts
- Trial follow-up sequences (day 1 / 3 / 7)
- Stripe payment status per client
- Tags for 'traveling', 'struggling', 'ready to upgrade'
- Email sequence builder — welcome, check-in, renewal
- Mobile-first so you can triage between coaching calls
GymManage Pro vs Trainerize
| Feature | GymManage Pro | Trainerize alone |
|---|---|---|
| Workout delivery | Bring your own | Yes — built-in |
| Client CRM & pipeline | Full pipeline | Basic contact list |
| Renewal automation | 14/7/1-day nudges | None |
| Trial follow-up sequences | Built-in | Manual |
| Payment status | Stripe-native | Trainerize Pay only |
| Price for 100 clients | $29/mo | $155/mo (Studio Plus) |
Who this is for — and who it isn't
Great fit if…
- You coach 20+ clients remotely and lose track without a system
- You already deliver programs somewhere (Trainerize, PDFs, Notion)
- You want renewal + check-in automation, not another workout app
Not for you if…
- You want workout programming built into the CRM
- You don't have any paid clients yet — start free, but focus on the first client instead
Pricing
Free for up to 25 clients. Pro is $29/month — unlimited clients, email sequences, all automations. That's a fraction of Trainerize Studio Plus at $155/mo, and it complements Trainerize rather than replacing it.
FAQ
Do I need to leave Trainerize?
No. Most online coaches keep Trainerize for workout delivery and add GymManage Pro as the business layer — pipeline, renewals, payments, follow-ups.
Can I run onboarding emails from here?
Yes. Build a sequence (welcome, day 3 check-in, day 7 goal-setting) and trigger it when a client enters the pipeline.
How does check-in tracking work?
Set a cadence per client (weekly, bi-weekly). If they miss, they surface in a 'follow up' list you can burn through in 10 minutes.
What about international payments?
Stripe supports 135+ currencies. Payment status displays in the client's local currency.
Does it integrate with MyFitnessPal or Whoop?
Not directly. Most coaches keep tracking apps client-side and use GymManage Pro to log the coaching-side notes.
Can I white-label the client emails?
Yes — sender name, reply-to, and signature are per-workspace on Pro and Studio.
Is there a free trial for Pro?
The free tier covers 25 clients forever — most coaches use it as their trial. When you outgrow it, upgrade.
Keep reading
- Personal trainer CRM overview
- Start an online training business
- Trainerize vs GymManage Pro
- Client follow-up system
- Ditch the trainer spreadsheet
Start free in 60 seconds
No credit card. Free tier on every plan.