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Appointment Reminders for Fitness Trainers

Appointment Reminders for Fitness Trainers

Stay Fit & Run Your Own Fitness Training Business

Over the years, the future of the fitness trainer has evolved and become more accessible thanks to the internet in fitness clubs, as well as at home or in workplaces with gyms. People have realized that the role of the trainer is essential in assessing one’s condition, prescribing the correct training program. Personal trainers are leading them to reach achievable goals based on individuals needs. Trainers are starting new business gyms, studios, etc  everywhere and you need to stand out. I’m going to show you in the post how to become more efficient in the business of fitness. AppointmentReminders.com has the tools to give you the winning edge in the fitness industry.

The Bureau of Labor Statistics predicts that personal trainers and instructors is projected to grow 39 percent from 2020 to 2030, much faster than the average for all occupations. About 69,100 openings for personal trainers and instructors are projected each year, on average, over the decade. Many of those openings are expected to result from the need to replace workers who transfer to different occupations or exit the labor force, such as to retire.

To become successful as a fitness instructor, it is important to get your clients committed to a consistent workout schedule, both for the benefit of their progress and to help make your training week more efficient. Work hard to try to get the client committed to specific training times and write them out in the contract. 

Keep your clients engaged using automated campaigns to send appointment reminder texts and you’ll seamlessly decrease no-shows via helpful prompts. 

Streamline the process by including relevant details in the text, as well as a trackable link that allows recipients to reschedule 24/7 (or quickly confirm).

personal trainer

How to Implement Appointment Reminders for Fitness Trainers

1. Send Appointment Reminders for Training Sessions, Nutritionists, Competitions & More

As you know, time is money. And no-shows are one of the most common and preventable expenses any business can face.

Mitigate these as cost-effectively and simply as possible by sending a text reminder with todays training sessions to their mobile phones. Text messages are easier to open and quicker to read than emails and are a more effective way to reach clients than phone calls. However, if you have a lot of information to send, consider using an email or call reminder.

You may also want to allow your client to opt-in to additional class or session text messages.  This way, they will always be immediately informed of any new classes or schedule changes.

2. Send Text Reminders for Class Rosters

There are gym classes so popular that people wake up at 5:30am the day before taking a class just to ensure they have a spot. These classes are so packed that they’re sold out within seconds — not minutes — of open enrollment. And just as quickly fill out their wait lists to maximum capacity.

Imagine then the frustrations the fitness instructor would have if such classes ended up having open seats that end up unfilled due to member’s negligence in cancelling. It’s unlikely that this would be due to forgetfulness, but life happens, and sometimes can’t-miss classes and appointments suddenly become impossible to do.

Certainly, you can administer a 24-hour cancellation policy to divert some of the loss for no-shows. Additionally, members may get irritated by the extra fee if they don’t feel they were properly reminded. Keep track of your text messages and you can easily prove that the client had ample opportunity to reschedule if necessary.

Remember that a cancellation policy means nothing unless you can enforce it. Your time is valuable, and you need to account for those hours that you set aside for clients.

Try sending helpful text reminders, requesting that members are considerate of others and cancel such classes in a timely fashion if they cannot attend.

Woman training boxing
Men Sparring Boxing
3. Streamline Operations & Reduce Overhead By 1-on-1 Chat Messaging

Some members will simply use a provided weblink or text response to easily reschedule with just a few clicks. But others will have questions.

Perhaps they’re wondering if the time can be bumped a few minutes late (or earlier). Or perhaps they have a different question entirely.

Our service allows you to communicate via text message in real-time with your fitness clients right through the interface. This way you don’t have to give out your personal cell number and can still communicate directly with them.

4. Announce Scheduling Changes Via Real-Time Text Messages

Last minute changes happen. Favorite trainers and teachers will get sick last minute or have other unplanned emergencies.

The sooner you can alert members and clients the better. Many people arrange their schedules around a particular instructor or personal trainer. Whether they were scheduled for a class or a trainer session, they may wish to make other arrangements in case of a sub.

Don’t risk frustrating your members, who will be disappointed to rush over to the gym… only to find out they are not taking the class they signed up for.

Send a text message alert ASAP — which is quite likely to be read within minutes of receipt.

Appointment Reminders for Fitness Trainers Examples

We have included a few examples of appointment reminders for fitness instructors below. Use these templates or create your own!

Email Reminder for New Fitness Instructor Student

Subject: Welcome to [Fitness Instructor’s Name]’s Fitness Class – Important Details Inside!

Dear [Student’s Name],

We hope this email finds you well and excited for your upcoming fitness journey with us! We are thrilled to have you join [Fitness Instructor’s Name]’s fitness class at [Location]. To ensure you have all the information you need, here are some important details:

Instructor’s Name: [Fitness Instructor’s Name] Location: [Fitness Studio or Outdoor Location Address]

What to Wear: Wear comfortable workout attire and athletic shoes suitable for the type of exercise. It’s important to feel comfortable and be able to move freely during the class.

What to Bring: Please bring a water bottle to stay hydrated throughout the session. If you have a yoga mat or any specific equipment mentioned by the instructor, make sure to bring those as well.

What to Expect: Get ready for an energizing and invigorating workout! [Fitness Instructor’s Name] is dedicated to creating a positive and inclusive environment for all fitness levels. Whether you’re a beginner or an experienced enthusiast, you’ll find a welcoming and supportive community in our classes.

Cancellation Policy: Life happens, and we understand that sometimes plans need to change. If you need to cancel your reservation, please do so at least 24 hours in advance. This allows us to open up the spot for others who may want to join. You can cancel by replying to this email or contacting us at [Instructor’s Contact Information].

We look forward to seeing you at [Location] and embarking on this fitness journey together. If you have any questions or concerns, feel free to reach out.

Get ready to sweat, smile, and achieve your fitness goals!

Best regards,

[Your Fitness Studio/Organization Name] [Contact Information] [Social Media Links, if applicable]

Text Reminder for a Special Fitness Event

Subject: Join [Fitness Instructor’s Name] for a Special Fitness Event – Don’t Miss Out!

Dear [Recipient’s Name],

We hope this email finds you in good health and high spirits! We’re excited to invite you to a special fitness event hosted by [Fitness Instructor’s Name] at [Location]. Get ready for an unforgettable experience filled with energy, fun, and a fantastic workout.

Event Details:

  • Instructor’s Name: [Fitness Instructor’s Name]
  • Location: [Event Venue Address]
  • Date: [Event Date]
  • Time: [Event Time]
 

What to Expect: Prepare for an exhilarating workout that combines [Fitness Instructor’s Name]’s expertise with a blend of fun and challenge. This special event is designed to inspire and motivate, creating an atmosphere where everyone can push their limits and celebrate their achievements together.

How to Sign Up: To secure your spot for this exclusive event, simply click on the following [Sign-Up Link] or visit our website at [Your Website URL]. Spaces are limited, so don’t wait too long to reserve your spot!

If you have any questions or need assistance with the sign-up process, feel free to reply to this email or contact us at [Contact Information].

We look forward to sharing this exciting fitness experience with you! Get ready to sweat, smile, and make memories that will last a lifetime.

Best regards,

[Your Fitness Studio/Organization Name] [Contact Information] [Social Media Links, if applicable]

Text Reminder for Upcoming Personal Training Session
Once you have established your relationship with your client, you can just send short text message reminders for sessions:

Hi [Client’s Name],

Reminder: Personal training session with [Fitness Instructor’s Name] on [Date] at [Time], [Location]. Confirm with “1.” Cancel 24hrs prior if needed.

Best, [Fitness Instructor’s Name] [Contact Information]

Text Reminder for Daily Workout
Our appointment reminders for fitness instructors, even allows you to send personalized text messages with a daily agenda to your students.

Hi [Client’s Name],

Today’s goals:

  1. 30 mins weight training 💪
  2. 30 mins cardio 🏃‍♂️
  3. 30 mins stretching 🧘‍♀️

You’ve got this! 💥🔥

See you at [Training Location/Time].

Best, [Fitness Trainer’s Name]

Appointment Reminders for Fitness Trainers Puts You Ahead of Your Competition!

Women doing crossfit

As a personal trainer, you have everything you need to change people’s lives daily. You’ll get to set achievable goals with your clients and watch them improve physically and mentally. The best part? Your clients will trust you to get the body of their dreams, and that’s awesome. Moreover, you’ll get to maintain your own health in the process of helping others regardless of whether you work at a gym or for yourself. The drive and motivation to maintain your health will always be there since you want to set a good example for your clients. 

On the other side of the coin is that you are running a business, so you want to take that same passion and determination to make sure you’re successful. AppointmentReminders.com will help you thrive in the fitness industry and make sure you’re more efficient as a personal trainer.