Free tool · for personal trainers & fitness coaches
Trainer Package Balance Tracker
Selling session packs is the easy part; remembering who has how many left is not. Type each client's package, when they bought it and how many sessions they have used, and this free single-tab tracker works out the sessions left, the expiry date and the days remaining, then flags every package as Low, Expired or OK. It opens on a worked example with a full roster of fictional clients, so you can see it working before you type your own.
Take it with you — free, no signup
Direct download. No email, no account — just the files.
What it does
- Keeps one row per client package: client, package, date sold, sessions bought, days the package stays valid, and sessions used.
- Works out sessions left, the expiry date and days to expiry from an As-of date you control (type =TODAY() to keep it live).
- Flags each package Low (two sessions or fewer left), Expired or OK with color, so the clients to talk to about a renewal stand out.
- Opens pre-filled with a fictional studio's clients so you can see every formula working, with blank formatted rows ready for your own.
- Opens in Excel, Google Sheets and LibreOffice: no macros, no signup, nothing stored anywhere but your own file.
Related reading
Own it, don't rent it
Want to know what those sessions are worth, not just how many are left?
This free tracker works from the sessions used you type in. The full Personal Trainer & Fitness-Coach Practice Workbook counts them from a session log and adds the money side: how much of the cash in the bank is still owed back as undelivered sessions, which packages will run out or expire in the next 30 days at each client's real booking pace, what each client earns you per real hour once travel, admin and cancellations count, late-cancel fees charged vs waived, tax to set aside from every payment, and trainer pay for a small studio, in one owned workbook for Excel and Google Sheets.
A one-time purchase you keep, with no per-client fee: the structured workbook between a blank spreadsheet and a monthly coaching app.
A record-keeping template, not licensed tax, accounting or legal advice. The example clients are fictitious. Free to use; please don't resell or redistribute.