Personal Training Package Tracker: Free Template

A personal training package tracker needs to answer three questions: how many sessions did this client buy, how many have they used, and how many are left? Keep the payment record beside those numbers, but separate from them. A paid package can still have eight sessions to deliver. A booked appointment has not necessarily used a credit.

The free templates below give you a package summary and a dated session log. Start with the summary if you have a small roster. Add the log when you want to see exactly why a balance changed. Both work as CSV imports in Excel or Google Sheets; no email is required.

Download the package tracker CSV · Download the session log CSV

Inside: fictional example rows, editable fields and simple formulas. The downloads are spreadsheets for your own records, not files to import into RosterOS.

Set up your personal training package tracker

1. Import the package tracker into a new spreadsheet. Name its sheet Packages.
2. Give every purchase a unique package ID, such as ALEX-001. A renewal gets a new ID.
3. Replace the example client, purchase date, session count and payment figures with your own records.
4. Check the remaining-session and balance-due formulas before adding more rows. Copy the formulas down for each new package.
5. If you want a dated history, import the second CSV into the same workbook as a sheet called Sessions.

The sample package contains ten sessions, four used and six remaining. Its price and amount paid are both 600, so the balance due is zero. The currency is whatever you use in your business; these are example figures, not a suggested price. For setting your actual rates, use the separate guide to personal training pricing.

What to record for each prepaid package

Use one row per purchase, even when a client buys another block before finishing the first. Otherwise, a new payment can overwrite the evidence behind the old balance.

• Identity: package ID, client and purchase date.
• Session balance: sessions bought, sessions used and sessions remaining.
• Payment: package price, amount paid and balance due. Record actual payments, not expected ones.
• Timing: any agreed expiry date and the next booking. Leave expiry blank when there is none.
• Exceptions: a short note explaining a correction, extension or other agreed change.

Keep exercise history and health details in the client's own record. The package sheet only needs enough information to identify the purchase and explain the balance. This makes it easier to send a client their own package summary without including unrelated notes.

The two formulas that keep the summary useful

In the downloadable summary, column D is sessions bought and E is sessions used. Cell F2, sessions remaining, contains =D2-E2. Column G is the package price and H is amount paid. Cell I2, balance due, contains =G2-H2.

A negative result is a prompt to investigate, not a number to hide. Negative sessions may mean a session was entered twice or assigned to the wrong package. A negative payment balance may mean an overpayment or a recording error. Check the underlying events before changing the total.

The basic download uses a manually entered sessions-used count. If you maintain the companion log, replace E2 on the Packages sheet with this formula and copy it down:

=SUMIF(Sessions!$C:$C,A2,Sessions!$E:$E)

It adds the credits used in column E of Sessions only where the package ID in column C matches A2. That is the conditional-sum behaviour described in Google's SUMIF documentation. Some spreadsheet locales use semicolons instead of commas between formula arguments.

Import with formula conversion enabled, or paste the formulas into the cells after import. If a cell shows the formula as text, it is not calculating yet. Confirm that the sample package shows 6 sessions remaining and 0 balance due before you use it for real clients. Save your working copy as a workbook or Google Sheet so the two sheets stay together; a CSV holds only one sheet.

Track attendance without deducting a booking twice

The companion session log has a date, client, package ID, status, credits used and a note. A completed one-credit session gets a 1. A future booking gets a 0. A rescheduled appointment also stays at 0 until the replacement session is completed. These rules describe this template's workflow, not every possible package arrangement.

For example, Alex buys ten sessions on 1 September. Four completed visits use four credits. A fifth appointment is rescheduled and consumes none. The log therefore totals four used, leaving six. The download also includes the future replacement booking, making six rows in total. Counting rows would produce the wrong answer; summing the credits records what actually happened.

For a late cancellation or no-show, record the outcome according to the terms already agreed with that client. The template does not decide whether a charge or credit deduction is appropriate. Write the reason next to any deduction so you can explain the balance later.

If you need to undo a recorded deduction, add a dated correction with minus one credit and a note referencing the original entry. Do not also delete or zero the original deduction: that would restore the same credit twice. Use the package ID to keep that correction attached to the right purchase.

A five-minute package check at the end of the week

1. Compare completed appointments with the session log. Look for missing entries and duplicates.
2. Check low balances against upcoming bookings. Two credits left can mean one week or one month, depending on frequency.
3. Review any agreed expiry dates and record approved changes without erasing the previous note.
4. Check money owed separately from sessions remaining. A client can have a usable balance and an unpaid instalment.
5. Send each client only their own summary when a renewal or clarification is needed.

A renewal message can be specific without making assumptions:

Hi Alex, you have two sessions left in this block. We have Tuesday and Friday booked. Would you like to keep those times for the next block? I can send the options before Friday.

If the issue is an unpaid balance rather than a renewal, use the examples in getting personal training clients to pay on time. Keep payment conversations tied to an accurate record.

Common package-tracking questions

Should I deduct a session when it is booked?

In this template, no. Booking and completion are separate events. Record the booking with zero credits used, then update it after the appointment. Handle cancellation deductions separately according to your agreed terms.

What if a client has two active packages?

Keep two package rows and attach each session to one package ID. Agree which block is being used first. A single combined total makes it harder to explain different purchase dates, prices or expiry dates.

Can the spreadsheet collect payments or remind clients?

No. It records what you enter and calculates balances. It does not charge cards, send messages, enforce expiry dates or book appointments. Review it regularly, or use a tool that supports the parts of the workflow you want to handle elsewhere.

When to move package tracking into RosterOS

A spreadsheet is a reasonable starting point. Moving to an app becomes useful when updating the calendar, the client record and the package count separately interrupts the next session. RosterOS Pro includes prepaid session packages, with a remaining-session count connected to the client's appointments. Completing a linked session records its package use.

The app records payments you collect; it does not process them. Its general client, scheduling and follow-up workflow is free for up to 15 active clients, while session packages are a Pro feature. See the plan documentation and current pricing before choosing the workflow you need.