Running a personal training business requires balancing programming, client check-ins, marketing, and administrative tasks. But as your business grows, so do these demands. The key to scaling successfully without burning out? Automation.
By implementing smart automations, you can streamline operations, save time, and focus on what truly matters—helping clients achieve their goals. In this guide, we’ll walk you through setting up essential automations using TrueCoach to improve efficiency and grow your business.
The Power of Automation in Personal Training
Automation allows personal trainers to:
- Reduce administrative work and free up more time for coaching.
- Improve client engagement with timely messages and follow-ups.
- Enhance organization by syncing tools and automating data entry.
- Scale operations by handling more clients without additional manual work.
Check out our other blog post The Power of Automation: Save Time and Scale Your Coaching Business to learn even more!
Step-by-Step Guide to Implementing Automations with TrueCoach
1. Automate Onboarding Emails for New Clients
First impressions matter. Ensuring new clients receive structured onboarding information can boost engagement and retention. With TrueCoach’s workflow automations, you can automatically send welcome emails, goal-setting forms, and initial instructions as soon as a client signs up.
How to Set It Up:
- Go to TrueCoach Workflow Automations.
- Choose New Client Welcome Email.
- Customize your email with a warm greeting, expectations, and next steps.
- Set the trigger to send the email when a new client is added.
- Save and activate the automation.
Pro Tip: Include a link to a short video introducing yourself and explaining how clients can get the most out of their training.
2. Automate Check-ins and Progress Tracking
Consistent client engagement is crucial for motivation and accountability. Automating check-ins can ensure clients stay on track without requiring you to manually send messages every week.
How to Set It Up:
- In TrueCoach, create a Weekly Check-In Email automation.
- Personalize it with prompts like:
- How was your training this week?
- Any challenges or wins you’d like to share?
- How are you feeling about your progress?
- Set it to send every Friday or based on each client’s start date.
Pro Tip: Connect responses to a Google Sheet using Zapier to track trends and tailor programming more effectively.
3. Integrate TrueCoach with Zapier for Seamless Workflows
Zapier allows you to connect TrueCoach with hundreds of other apps, automating repetitive tasks like data entry and client management.
Popular Zapier Integrations for Personal Trainers:
- TrueCoach + Google Sheets: Automatically log new client sign-ups.
- TrueCoach + Stripe: Send payment confirmation emails when a client pays.
- TrueCoach + Slack: Get notified instantly when a client completes a workout.
- TrueCoach + Calendly: Add new client calls to your schedule and trigger follow-up emails.
How to Set It Up:
- Sign up for a Zapier account.
- Select Create a Zap and choose TrueCoach as the trigger app.
- Choose an event, such as “New Client Added.”
- Select an action app (e.g., Google Sheets, Slack, or Calendly).
- Customize the automation and activate it.
Pro Tip: Use a Zapier automation to send a personalized milestone email when a client completes a set number of workouts. Learn more about the TrueCoach and Zapier Integration here.
4. Automate Workout Delivery and Adjustments
Manually updating and sending workout plans can be time-consuming. TrueCoach allows you to automate program delivery based on a client’s training cycle.
How to Set It Up:
- Create pre-built training templates for different fitness levels and goals.
- Set up automated delivery for new phases every 4-6 weeks.
- Enable client notifications, so they know when new workouts are available.
Pro Tip: Use TrueCoach’s tagging feature to segment clients and deliver the right programs automatically.
5. Automate Client Win Celebrations and Engagement
Client retention improves when they feel valued. Automate milestone celebrations like workout streaks, PR achievements, and anniversaries.
How to Set It Up:
- Integrate with Zapier + Email or SMS platforms to send personalized messages.
- Schedule periodic appreciation emails with exclusive content, discount offers, or referrals.
Pro Tip: Set up an automation to remind clients when they are due for a new goal-setting session.
Start Automating and Scale Your Business
By implementing these automations, you’ll save hours each week while delivering a better client experience. Whether it’s onboarding, check-ins, program delivery, or milestone celebrations, automation allows you to grow without adding extra stress.
If you’re on the TrueCoach Starter plan and ready to take advantage of advanced automations, upgrade to the Standard plan today and unlock the full potential of your coaching business!
Ready to take your coaching business to the next level? Explore TrueCoach’s Workflow Automations and Zapier Integration today!
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Author: Clare Hudson Marketing Coordinator - TrueCoach
Reviewed by Luke Handley
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First published: March 21 2025
Written by: Clare Hudson