Last-minute cancellations
A client cancels at 4:45am for a 5:30 session. The slot is gone, you are up anyway, and there is nothing you can do about it.
For fitness & personal training
Sessions booked and paid for before you lace up.
Clients book a session with their coach at any hour, pay through Payfast if you want them to, and agree to your cancellation policy up front. You spend less time chasing and more time coaching.
- One link for your Instagram bio and WhatsApp
- Sessions paid for upfront, if you choose
- A cancellation fee that protects 5am slots
Booked onlineOne-on-one · Tue 05:30
R450
Sound familiar?
Running a fitness business is hard enough without the admin
Chasing payments
Sessions happen first, then the invoices and reminders start, and some clients quietly never pay.
Coaches on different schedules
One coach works early mornings, another evenings, and a third only Saturdays. Keeping their availability straight in a spreadsheet is a job in itself.
Team calendar
Every coach’s day, from first session to last
Each coach has their own column and their own working hours, so early starters and evening coaches both make sense. Drag a session to move it, and see what is booked, completed and paid at a glance.
- A column per coach, with their own hours
- Early starts and late finishes handled
- Block out your own training time
- Overlaps warn you before they happen
Online booking page
A booking link for your Instagram bio
Clients open one link, choose a session and their coach, and pick from times that are genuinely free. Offer an intro assessment, one-on-one sessions and coaching check-ins, each with its own price and length.
- Intro assessments for new clients
- Clients choose their coach, or any available
- Works on any phone, with no app
- Confirmation and reminder emails sent for you
Online payments with Payfast
Get paid before the session, not after
Connect your own Payfast account and choose whether paying online is optional or required. Clients who pay agree to your cancellation policy first, and the money goes straight to your Payfast account.
- Optional or required, your call
- Cards, instant EFT and more through Payfast
- Online and in-person payments in one sales report
- A policy clients tick to agree to
Sales & reports
See what is working in your business
Reports show sales over time after refunds, your top services, how each coach is performing, your busiest hours and how many clients are returning, so you can plan your week with real numbers.
- Sales after refunds, by day
- Top services and add-ons
- Busiest days and hours
- Returning clients and no-show rate
Real-life situations
How it handles the moments that matter
The everyday situations that eat your time, and what happens when BookMyCalendar is looking after them.
A 5am client doesn’t show
You were up at 4:30 for nobody.
With BookMyCalendarMark the session as a no-show and choose to reschedule or cancel it. It is counted on their record, and the cancellation policy they agreed to applies to paid bookings cancelled late.
A new client from your Instagram bio
She taps your link at 11pm.
With BookMyCalendarShe picks an intro assessment and a coach, sees real free times, and gets a confirmation email, with no message exchange at all.
A coach is away
Your strength coach is on leave for a week.
With BookMyCalendarAdd the leave and he disappears from online booking for those days. Existing sessions that clash are listed so you can reschedule them.
Working out what to promote
You want to fill quiet afternoons.
With BookMyCalendarThe reports show your busiest and quietest hours and your top services, so you know where there’s room.
Everything you need
Features that fit the way fitness coaches work
Every tool below is built in. Tap one to see exactly how it works.
Online booking page
One link for every client to book their session.
Team calendar
A calendar for every coach, with their own working hours.
Online payments with Payfast
Take payment through Payfast, optional or required.
Cancellation policy & fees
Keep a fee when a session is cancelled late.
No-show handling
Count no-shows, then reschedule or cancel them with a tap.
Client records
Goals, injuries and preferences saved on every client.
Email notifications
Reminders go out before each session.
Sales & reports
Sales, busiest hours, returning clients and no-show rate.
Professional & BusinessLogins & permissions
Each coach gets their own login and calendar.
Professional & Business
Pricing
Pick the plan that fits your team
Solo trainer: Starter. A studio with up to five coaches: Professional, which adds team logins, shifts and reports. Larger studios: Business.
Compare plans
Starter
R199/ month
For solo professionals.
Professional
R449/ month
For small, growing teams.
Business
R899/ month
For larger, busy teams.
FAQ
Questions from fitness coaches
Anything else you want to know? Start the free trial and ask us from inside BookMyCalendar.
Can I run group classes with limited spaces?
Not yet. BookMyCalendar books one client per appointment, which suits one-on-one sessions, assessments and coaching. Class capacity and class packs are not available.
Can clients pay for sessions upfront?
Yes. Connect your own Payfast account and choose whether paying online is optional or required. Online payments switch on once you choose a plan.
What if a client cancels at the last minute?
Set a cancellation window and the share of the payment you keep. Clients who pay online agree to it before booking, and you can waive the fee with one tick.
Can each coach have their own hours?
Yes. Set weekly shifts for each coach, and add leave when they are away. Online booking only offers the times they are working.
Do clients need to download an app?
No. The booking page works in any browser on a phone, tablet or computer.
Looking at another kind of business?
Ready when you are
Give your fitness business a calmer calendar.
Start a 14-day free trial with no card needed and take your first booking today.
