Personal Trainer Business Cockpit (UK): clients, session packs, bookings, invoices – Excel

Know at any time how many sessions are left in each pack, which packs are expiring, who has not paid and what your business has collected: one workbook for the admin side of your personal training business, without losing your evenings to it.

The Personal Trainer Business Cockpit (UK) is an Excel workbook in pounds, with no macros, tested in Excel 2016 or later (Google Sheets import possible but not tested: to check). You enter clients, session packs, bookings and invoices; it works out sessions left, the status of each pack, unpaid invoices, a monthly dashboard and four alert lists.

For business use

A business management tool sold to professionals: independent personal trainers and fitness coaches who work as a business (sole trader, partnership or limited company), coaching businesses, studios and organisations that train coaches. It is not designed for personal, non-business use.

What you get

• Personal-Trainer-Business-Cockpit-UK.xlsx – the blank workbook, 12 tabs, native formulas only:
  • How to use: start in 10 minutes, colour key, what the workbook does and does not do.
  • Settings: your business details (printed on invoices), cancellation rule (notice period; whether late cancels and no-shows are charged), 5 editable alert thresholds, 8 session types with their prices, 10 pack types (sessions, price, validity, number sold: a pack type already sold turns amber), invoice prefix; VAT registered (Yes/No), VAT rate and registration threshold to verify on gov.uk, and the share of income you set aside for Income Tax and National Insurance, as orange cells you check and choose yourself.
  • Clients: billing address and a business client's company number (optional, printed on invoices), last session, days since, sessions bought, used and left, invoiced, paid, balance due, 'Inactive' alert. No medical column.
  • Packs: expiry (purchase + validity), sessions used and left, status (Active, Expiring soon, Expired, Used up, Closed), 'Offer a renewal', value left.
  • Sessions: the client's current pack shows next to the input; Done, Booked, Cancelled in time, Late cancel, No-show; chargeable and counted per your rule, always consistent, an exception per session (give it free or charge it), 9 automatic checks (unknown pack or another client's pack, session before purchase or after expiry, pack exceeded, duplicate…).
  • Invoices: calculated number (INV-001, INV-002…) and a 'Locked No.' that flags any renumbering, VAT only if you charge it, due date, status (Paid, Overdue, Open, To complete), days overdue, friendly or firm reminder.
  • Invoice print: the chosen invoice on one A4 page (issuer, client with billing address and company number, linked pack, totals, a tax column and tax lines only if you charge tax, your tax wording, payment); reminders meant for you do not print.
  • Expenses: 8 categories, receipt yes or no.
  • Dashboard: invoiced, collected, expenses, sessions done, late-cancel rate, active clients, amount to set aside, packs expiring, prepaid sessions not yet used, unpaid invoices, compliance dates; 12-month table and chart; threshold gauge.
  • Alerts: 4 lists that update by themselves (expiring packs, renewals to offer with the client's balance due, overdue invoices, inactive clients).
  • Compliance dates: liability insurance, first aid / CPR, certification, studio rental, business licence – you enter the dates and cycles, it calculates the next due date and warns you 60 days ahead.
  • Personal data: a simple record of how you handle client data.
• Personal-Trainer-Business-Cockpit-UK-SAMPLE.xlsx – the same workbook filled with fictitious sample data ('Sample Coach', 14 clients, 22 packs, 258 sessions from September to December 2026, status date fixed on 30 Nov 2026): every calculation and every alert is visible as soon as you open it.
• Personal-Trainer-Business-Cockpit-Guide-UK.pdf – 15 pages, A4: what the workbook does and does not do, start in 10 minutes, each tab explained, the cancellation rule, the 4 alert lists and a Monday routine, compliance dates, why no health information, a worked example, Google Sheets and printing, FAQ, dated official sources.

Calculated, not declared

A session is counted when it is done, or when it is a late cancel or a no-show that your rule makes chargeable. Sessions left = sessions included – sessions counted. Expiry = purchase date + validity. Pack status, overdue invoices and inactive clients are calculated at the status date (today by default). Every figure on the Dashboard is a formula.

No health information

Data concerning health is special category data under the UK GDPR; the ICO notes it can include fitness tracker data (ico.org.uk, guidance updated 9 April 2024, read 18 Oct 2026). The workbook has no medical column, and the Notes field reminds you not to record any.

Quality

No macros, no add-ins. Excel 2016 functions only (SUMIFS, COUNTIFS, SUMPRODUCT, INDEX, MATCH, EDATE, OFFSET); no XLOOKUP, LET, LAMBDA, FILTER or dynamic arrays, no array formulas. Drop-down lists, frozen panes, filters, conditional formatting, print areas, formulas protected without a password. Recalculated in Excel with 0 formula errors on the sample and on the blank workbook; 1,770 independent checks of the sample data (sessions left, statuses, invoices, dashboard, alerts, compliance dates), 0 differences. Tested in Excel; the Google Sheets import has not been tested: after import, check drop-down lists (Excel dynamic ranges), colours, charts and protection.

Please note

This is not a booking app, a payment tool or a tax return. VAT: the sample shows the registration threshold as stated on gov.uk/vat-registration (£90,000 of taxable turnover over the last 12 months, read on 18 Oct 2026), in an orange cell to check before relying on it; the threshold gauge follows your invoiced income over rolling 12 months. The workbook suggests no tax rate: the share you set aside is your own choice. What your invoices must show depends on your situation (sole trader or company, VAT registered or not): check on gov.uk.

One business (one trainer, or one studio for its own business) · resale, redistribution and sharing with your clients or other trainers prohibited