Session calendar and package tracking for independent trainers

An independent trainer's information usually lives in three places: bookings in WhatsApp, session counts in a notebook, payments in a spreadsheet. With 15 members training twice a week you're looking at about 120 sessions a month. Working out how many sessions are left on someone's 10-pack by scrolling through message history takes longer than running one of those sessions.

What you need for session tracking is simple: who the member is, which package they bought, how many sessions are left and when the next one is. GamGym's trainer plans are built around those four questions, and they're free for up to 20 members.

One member, one record

You add a member by phone number. Their record holds contact details, packages bought, sessions remaining, payments and anything owed, measurements and signed documents. The people a trainer works with are called "members" in GamGym too, and you use the same screens a gym uses.

One phone number is one person in GamGym. If your member also belongs to a gym, the two records don't mix: you see your records and the gym sees its own. Records and payments are covered separately in member and payment tracking for trainers.

Calendar: you set availability, the member picks a slot

Enter your weekly working hours and block out time off. The system turns that into 30-minute slots. The member books one from the member portal, a page that opens in their phone's browser. Slots open at least 2 hours ahead and at most 30 days out, so nobody books you for 7 a.m. at midnight.

Before a session the member gets in-app reminders a day before, two hours before and 15 minutes before. The cancellation rule is set in advance too: cancel 24 hours or more before and the session credit comes back in full, cancel between 12 and 24 hours before and half comes back. You don't have to renegotiate it with every member.

When you enter a holiday week as time off, those days drop out of the calendar and nobody can book them. The calendar tells people you're away, so you don't have to message everyone one by one.

Packages and session counts, confirmed by both sides

You define your own session packages: 8 sessions, 12 sessions, single sessions. The package's session count sits on the member's record and drops with every completed session.

Both sides confirm that a session happened. At session time your screen shows a 6-digit code and QR that changes every 30 seconds, and the member scans or types it on their phone. The session is then marked as done. Any dispute is recorded within a 48-hour window. At the end of the month, instead of arguing about whether someone showed up, you have a record both of you confirmed.

Payments sit on the same record. Sell a package paid in full and the payment is recorded; if part of it is paid later, the balance shows as the member's debt. At month end you look at who owes money in the member list instead of adding it up in a spreadsheet. If 9 of 12 sessions are done and half the price is paid, both facts sit side by side on one screen.

Programs and measurements

You build workouts from the exercise library, which has more than 120 exercises with images, 17 ready workout templates and 12 example nutrition plans. The nutrition plans are general examples, and adjusting calories and macros for each person is still your job. Assign a program to a member or sell it. The member logs workouts, and you record weight, body fat and tape measurements on their record. With the training program and measurements on the same record, reading four weeks of progress gets easier.

Treat the templates as a starting point. Copying one and adjusting sets and reps to the member's level is much faster than writing every new program from a blank page. How to build the program itself is in how to build training and nutrition programs.

Getting listed and working with gyms

Sign up for free with the become a trainer form. Once the GamGym team verifies your profile, you appear in the trainer directory by city and district. Taking yourself off the directory is up to you.

If you teach at a gym or bring your own members to one, you can set up an agreement with the gym through GamGym. When you bring your own members, they can enter the gym without that gym's membership during a time window around the session. At the end of the month a statement is produced based on commission, a per-session fee or rent. How classes and PT work on the gym side is covered in our post on classes and bookings.

What the free plan covers, and when to move to Pro

The Trainer plan is free. It includes member records, the PT calendar and session packages, programs and online package sales, with a limit of 20 members. Trainer Pro has a limit of 300 members. The real difference between them is the number of members; the screens are the same. Current prices are on the for trainers page, and what happens at the 21st member is in the free app for personal trainers.

Here's why we set it up this way. As of October 2026, the free tiers of foreign PT tools are capped at 1 to 5 people, and some have no free tier at all. In a new trainer's first year, 20 members is often enough, and paying once the business grows is fair. Our topic-by-topic comparison with other options is on the Why GamGym page.

You pay nothing up to your 20th member; to add the 21st, you move to Trainer Pro.