Like all small business owners, personal trainers are always looking for ways to streamline their operations and better manage their services and customers. And like other small businesses, they face the same challenges when it comes to properly managing their client sessions and appointments.

Although technology has caught up with most businesses in the form of e-mail and Web sites, many still rely on the traditional manner of taking and managing customer and client appointments: A paper appointment book and pen or, in some instances, an electronic calendar, such as Microsoft Outlook or Google Calendar. Although these may suffice for trainers with just a handful of clients, they are not efficient for trainers looking to grow their business or established operations with numerous trainers and many clients. In regards to the electronic calendars, most lack the functionality to properly serve as a trainer's primary scheduler. Imagine a program that allows clients to schedule their own sessions online and at their own conveniences, 24 hours a day. Think of the reduction in the number of phone calls, as well as the increase in new clients who sign up for their first session automatically through your Web site and accompanying online scheduling system. Thanks to the effectiveness and functionality found in online appointment-scheduling software, personal trainers are able to do just that.

What Is Online Scheduling Software?

Most online appointment-scheduling systems are what're commonly known as Software as a Service (SaaS) applications, which are accessible through a Web site or secured online portal. Most individuals who rely on the Internet for their daily tasks utilize SaaS programs each and every day, although they may not realize it or be familiar with the term. Examples of these applications include online banking, shopping, social networking sites and even e-mail. They're easy to use and access, don't require any expensive hardware or long downloads, and, for pay services, are usually cost-effective for businesses. Online appointment-scheduling software operates in much the same way. Like most SaaS programs, they typically require a personal fitness trainer to establish an account, along with his or her login name and password. Once created, the individual can then develop a tailored scheduler that best suits his or her specific needs. Among the features found in many online appointment-scheduling software services are:

• Client Self-Scheduling. This feature allows both new and existing clients to schedule and manage their session times at their own convenience 24 hours a day. All they need is Internet access.
• Automated E-mail and Text Message Reminders. Usually sent automatically prior to a scheduled session, these are beneficial to both trainer and client. They can also dramatically reduce the number of "no-shows."
• Online Session Payment Processing. Give clients the ability to pay for their services online. With a point-of-sale module, it will automatically process credit-card transactions.
• E-marketing. Trainers can easily send e-marketing messages to current and former clients on discounts, specials, updates and other relevant information.
• Recordkeeping and Reporting. Centralized in one location, client and business information is easily accessible. Many software providers also offer reporting functionality.

The Benefits to Developing a Successful Personal Training Business

As the old adage goes, "time is money." It's as true today as when it was written. And it's especially applicable to personal fitness training. More so than in many businesses, time is vital for a personal trainer to achieve success. Scheduling and managing client sessions, although a necessary and important task, can be very time-consuming and tedious, especially if the personal trainer does not have a receptionist or support staff. Regardless of whether he or she schedules sessions by phone or e-mail, the time necessary to complete this simple task can add up. Whether the trainer takes the phone call directly or responds to voice messages and e-mails at the end of the day, this is an unnecessary responsibility that scheduling software can easily automate. Specific benefits include:

Time and Monetary Savings

This is most important benefit to many personal trainers who use scheduling software, especially those who allow client self-scheduling. The reduction in the number of phone calls and e-mails allows trainers to spend more uninterrupted time with their clients, as well as possibly opening up additional session times throughout the day. Additionally, the use of automated e-mail and text message reminders can significantly reduce the number of "no-shows," which can cut into a trainer's operating revenue.

Organization

Many online scheduling systems give trainers the ability to store and maintain client information in one centralized location. This eliminates the need to juggle separate files and folders.

Accessibility

Because they're Internet-based, online schedulers are accessibility from any Internet connection, just like other Web sites. This allows trainers to manage their sessions and clients anywhere. All that's required is an Internet connection.

Convenience

Most people now expect services to be available online, including training session scheduling. Offering this service not only benefits them, but helps personal trainers stand out amongst their competitors. New clients may also be more likely to choose a personal trainer if the registration process is easy and seamless. Online appointment-scheduling software can be the perfect fit for both start-up personal-training businesses and well-established ones. Personal fitness trainers help clients reach their goals and full potential. Scheduling technology can help personal trainers reach these, as well.

Eric Richard is the public relations specialist for Appointment-Plus (www.appointment-plus.com), an online scheduling system that has booked over 45 million appointments and reservations since its launch in 2001. Over 3,500 businesses throughout the United States, Canada and 10 other countries rely on the software for such tasks as scheduling client reservation and appointment times, booking rooms, facilities and equipment, accepting online payments, sending reminders, and e-marketing. Its developer is StormSource Software, a Scottsdale, AZ..-based technology firm specializing in the development of online appointment software for a wide variety of applications and industries.

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