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TrainerBooked Feature Checklist

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TrainerBooked · Private Reference

Everything TrainerBooked does for you.

Most trainers don't know what they're missing. This is the full map, 6 categories, 24 systems, hundreds of individual tools, automations, and workflows. Pick what you need. Ignore what you don't.

6Categories
24Systems
200+Individual features
How to use this: TrainerBooked isn't an all-or-nothing package. It's a one-stop shop where you pick what you need. If you already have a booking system that works, skip Category 3. If you're brand new and need clients fast, start with Category 2. The checklist below shows every capability, skim for the gaps in your business.
Category 1

Get Found

You can't fill your schedule if no one knows you exist. These systems put you in front of people who are already searching for a trainer like you, on Google, social, and every local directory that feeds search rankings.

System 2
Google Business Profile (GMB) Setup + Review Flywheel
  • Practitioner-level GMB profile created and fully populated
  • Name, specialty, bio, services with pricing, headshot, and hours
  • Service list customized to your micro-niche keywords (not generic "personal training")
  • GMB Q&A section pre-answered with 10+ common questions for your specialty
  • GMB booking button linked to your Calendly calendar
  • First 3-5 reviews seeded via the practice client framework
  • Automated review requests after milestone sessions (12, 25, 50)
  • Review requests triggered when client check-in scores are high (4-5)
  • Review requests triggered at package renewal
  • Unhappy feedback routed to service recovery, not Google
  • Pre-drafted review response generated for every new review (positive and negative)
  • Negative reviews trigger private outreach script + deadline reminder
  • New reviewer auto-DM'd via ManyChat with complimentary goal session invite
System 3
Social Media to GMB Cross-Posting
  • Monitors Instagram and TikTok for new posts (daily cron via n8n)
  • Auto-reposts each new piece of content as a Google Post within 24 hours
  • Appends a consistent CTA ("Book a free intro session →") to every cross-post
  • Duplicate detection, never posts the same content twice
  • "Goes dark" alert at 7 days: fires re-engagement email with 3 script prompts
  • 21-day silence triggers a human check-in alert from Annette
  • Education: every social post is free local SEO, silence costs GMB ranking
System 4
Personal Trainer Website
  • One beautiful, mobile-first website built from your intake form and brand guide
  • Visual theme matches your brand identity (The Athlete, Healer, Scientist, or Motivator)
  • Sections: hero, specialty headline, about, content pillars, services + pricing table
  • Client testimonials section with visual stat blocks
  • "Founding Client" offer page active during first 90 days
  • Booking CTA and email signup integrated throughout
  • Local niche SEO landing pages (e.g., /personal-trainer-boulder-co)
  • Store page pre-built and linked to your Gumroad digital product account
  • Linked to your GMB profile, Instagram, TikTok, and Calendly
  • Hosted on yourname.trainerbooked.com or your own custom domain
  • Design updates can be pushed to all trainer sites at once by Annette
  • Embeddable social proof widgets: weight, measurements, and milestone stat blocks
  • Portfolio page: client transformations, social highlights, and certifications
System 4 · Add-on
Testimonial Vault + UGC Consent System
  • Milestone-triggered SMS link sends clients to a mobile video testimonial upload page
  • Written testimonial form with specific prompting questions
  • Before/after photo upload with FTC-safe consent capture
  • Usage rights tracking (website / social / ads / email / internal)
  • Auto-generates website testimonial cards from submissions
  • Auto-generates Instagram captions from testimonial submissions
  • Auto-generates GMB posts and email stories from submissions
System 4 · Add-on
Digital Asset Vault
  • Secure export hub: download all your email sequences, social captions, lead magnets
  • Export client data in privacy-compliant format
  • Download your brand guide, workout templates, and GMB post library
  • True portability, your assets follow you, not the platform
System 5
Link-in-Bio Page
  • Single branded page at a short URL for your Instagram and TikTok bios
  • Links to: paid intro offer, website, GMB, lead magnet, email signup
  • Live social feed displaying your latest Instagram and TikTok posts
  • Matches your brand identity: visual theme, headshot, voice
  • Built to convert: visitors who don't book still get captured via email
System 23
Local SEO Citation Builder
  • Automated submission to Apple Maps, Bing Places, Yelp, Nextdoor business
  • Facebook business page, local chamber of commerce, wellness-specific directories
  • Consistent NAP data (name, address, phone) across every directory
  • Micro-niche keyword data in all submissions, not generic "personal trainer"
  • Monthly monitoring for changes or inconsistencies
  • Quarterly audit report with any corrections needed
System 18
Consumer Directory (trainerbooked.com/find)
  • Public-facing SEO-optimized directory where clients find trainers by niche and city
  • Your profile: headshot, specialty, positioning, top testimonials, social proof widget, booking link
  • Pages structured for local SEO: /personal-trainer-boulder-co, /postpartum-fitness-denver
  • Google organic traffic flows to TrainerBooked roster, you get clients through the platform
  • Network effect: more trainers = more cities = more traffic = more leads for you
  • Leaving TrainerBooked means leaving the directory that sends you clients
Category 2

Get Clients

Being found isn't enough. These systems turn strangers into leads and leads into booked intro sessions, through your email list, DM automation, video content, referrals, and a 14-day sprint designed to get you your first 5 clients fast.

System 1
First 5 Clients Sprint (14-Day Track)
  • Day 1: Align with gym manager on what marketing is permitted; document everything
  • Day 2: GMB profile goes live; text 3 friends for reviews using the direct link
  • Day 3: Film 3 intro videos using script templates; we post everywhere
  • Day 5: Send friends-and-family launch email with "Founding Client" offer
  • Day 7: Drop first Reel using script template; first GMB post fires automatically
  • Day 10: Reach out to 10 local complementary businesses using DM templates
  • Day 14: Sprint debrief, intro calls, reviews, email signups on one scoreboard
  • Friends-and-family launch email template (fill-in-the-blank, deadline urgency)
  • Gym-safe QR code cards linking to "Free Form Check + Goal Session" booking
  • $99 paid intro offer page with Stripe checkout (3 sessions = qualified leads)
  • Practice client framework: 3-5 free sessions for testimonials and reviews
  • Local partnership email sequences for PTs, OB-GYNs, chiropractors, HR contacts
  • Pre-written niche-specific Reels/TikTok scripts with hook templates
  • "First Client Guarantee": personal audit from Annette if sprint yields zero calls
System 6
Email List + Lead Magnet + Welcome Sequence
  • Kit (ConvertKit) account set up for you
  • Lead magnet created in the format that fits your specialty (PDF, spreadsheet, quiz)
  • AI generates the lead magnet from a template matched to your niche and content pillars
  • Lead magnet offered via link-in-bio, website, and social DM automation simultaneously
  • 5-email automated welcome sequence over 10 days
  • Email 1: Introduces you and establishes credibility
  • Email 2: Delivers a quick win for the subscriber
  • Email 3: Handles the most common objection in your niche
  • Email 4: Shares a client result story
  • Email 5: Invites them to book a session
  • Weekly email template provided, send content or let the sequence do the work
  • Education: why your email list is the only marketing asset you truly own
System 7
Social DM Automation (ManyChat)
  • ManyChat configured on your Instagram account
  • Comment-trigger keywords matched to your content pillars and lead magnet
  • Keyword comment auto-triggers a DM with lead magnet + booking invitation
  • DM captures email for your list and triggers a follow-up DM sequence
  • Comment triggers boost Instagram algorithm signals (more comments = more reach)
  • TikTok DM automation added where the API supports it
System 7 · Add-on
AI Conversational DM Assistant
  • After keyword trigger fires, AI continues the conversation in your brand voice
  • Qualifies the lead: goals, budget, and availability
  • Handles common objections ("I'm too out of shape to start")
  • Offers booking link when buying signals appear
  • Smart handoff notification sent to you when a lead is hot
  • Full conversation log available so you can review every exchange
System 8
AI Video Content Tools + Education
  • Opus Clip setup: film one video; AI cuts 5-10 short clips for Reels, TikTok, Shorts
  • CapCut: AI mobile editing, trending templates, auto-captions, background removal
  • Descript (optional): edit talking-head videos by editing a transcript
  • HeyGen or Synthesia: AI avatar for trainers who hate being on camera
  • Otter.ai: voice memo to transcription to social caption (the AI Scribe workflow)
  • Opus Clip connected to your Instagram and TikTok accounts
  • 30-day content calendar based on your content pillars and niche
  • 10 fill-in-the-blank Reel script templates (Hook → Demonstrate → Explain → CTA)
  • Podcast repurposing workflow: video → audio → RSS feed → Spotify/Apple Podcasts
System 8 · Add-on
Weekly AI Content Pack + Accountability
  • Every Sunday: AI-generated weekly content pack delivered to your inbox
  • 3 Reel scripts (hook, dialogue, shot list) in your brand voice
  • 3 static caption drafts + 5 story ideas + 1 email newsletter draft per week
  • Rate each piece thumbs up/down: AI adapts over time to your preferences
  • Weekly "filming nudge" with one assigned shot and exact script
  • "Film day" concept: recurring 30-min calendar block with 5 specific shots to capture
  • Run-of-show template for Instagram Live and TikTok Live sessions
System 10
Referral Engine (Client Referrals)
  • Referral landing page at yourname.trainerbooked.com/refer
  • Three-way automated sequence on every referral submission
  • New lead gets: a warm intro from their friend
  • You get: full context on the lead before you reach out
  • Referring client gets: thank-you message + reward notification
  • Reward: free session credit or branded merch (never cash, it cheapens the brand)
  • 10% discount automatically applied for the new client
  • Reward tracking dashboard and automated delivery
  • "Bring a Friend" campaign templates for events and challenges
  • Post-milestone referral nudge: triggered after a client hits a progress milestone
  • Post-NPS-score referral nudge: triggered after a high NPS response
System 10 · Add-on
Partner Referral CRM
  • Database of local referral partners pre-populated by zip code via Google Maps data
  • Partner types: PTs, OB-GYNs, chiropractors, nutritionists, lululemon, HR contacts
  • Pipeline stages: Target Identified → Contacted → Active Partner → Dormant
  • Quarterly automated nurture sequences to active partners ("valuable resource" emails)
  • Profession-specific co-branded assets: one-pagers for PT offices, OB-GYN offices
  • Two-way referral tracking: source attribution on every client from a partner
  • Partner leaderboard, gamifies the relationship, shows who to invest in
System 21
Seasonal Campaign Library
  • New Year campaign (January): highest-traffic fitness month of the year
  • Spring Break campaign (March): body-focused, urgency-driven
  • Back-to-School campaign (August): parents re-entering their own fitness routines
  • Holiday Body Maintenance campaign (November-December): "don't lose what you built"
  • Each campaign: dedicated auto-generated landing page in your brand
  • 3-5 email sequence drafts in your brand voice per campaign
  • 5 niche-specific Reel scripts and graphics per campaign
  • GMB event posts per campaign
  • ManyChat comment trigger configuration per campaign
  • Launch checklist with n8n task automation, opt in 2 weeks before, system activates everything
Category 3

Close Leads

Generating leads is only half the job. These systems make sure leads actually book, show up, complete their intro, and convert to ongoing clients, with the CRM, scripts, and automation to follow up on every one who slips through the cracks.

System 15
Booking + Scheduling
  • Calendly or Acuity configured per trainer
  • Intro session booking: paid, $99, Stripe integration
  • Regular session booking and semi-private group slots
  • Automated booking confirmation emails
  • 24-hour reminder email + 1-hour reminder SMS
  • Deposit / card-hold on $99 intro to reduce no-show rate
System 15 · Add-on
No-Show Recovery + Late Cancellation Automation
  • 10-minute post-no-show SMS: "did something come up?"
  • 24-hour "let's reschedule" email to no-shows
  • 72-hour soft close: "I have one more opening this week"
  • Late cancellation fee auto-charged via Stripe card on file
  • 3-message empathetic SMS sequence explaining the charge, removes awkward money talk
  • "Fill-the-Gap" broadcast: cancellation within 4 hours triggers a text to top 5 waitlisted leads with 10% discount
System 11
Intro-to-Ongoing Conversion Bridge
  • "Conversion Brief" sent to you before session 3: goal recap, what improved, recommended package, opening question, objection scripts
  • Structured results-recap prompt during session 3: trajectory, measurements, next 90-day recommendation
  • 3-email follow-up sequence if client doesn't convert on session 3 (frames it as protecting momentum)
System 11 · Add-on
Ongoing Upsell Engine
  • Upsell notification triggered at 60% of package (gives client 4 sessions to transition mentally and financially)
  • Client segmentation flags: high attendance, positive check-in scores, or milestone hits = warm upsell lead
  • Pre-written upsell email scripts per specialty: postpartum "Mom Strong Membership" vs bodybuilder "Prep Package"
  • Semi-private upgrade package: "train with a friend and save" copy + group booking config
  • Pre-built sales pages for 30-Day Challenges ($297), niche workshops ($97), corporate wellness ($1,500)
  • Each offer includes email sequences, Stripe checkout, and post-event follow-up
  • Digital product upsell: clients who engaged with lead magnet enter sequence offering paid version
System 16
Lead Pipeline CRM
  • Unified CRM: every lead from every channel lands in one pipeline
  • Sources: GMB, Instagram, referral form, website, email signup, link-in-bio
  • Pipeline stages: New Lead → Contacted → Booked Intro → No-Show → Completed Intro → Bought Trial → Converted → Lost → Nurture Later
  • Speed-to-lead alert: red alert SMS if a new lead hasn't booked within 24 hours
  • If you don't respond within 2 hours, AI conversational assistant follows up automatically
  • Lead source attribution on every booking and payment (UTM + hidden fields)
  • After 90 days: see exactly which system is generating revenue for you
System 16 · Add-on
Sales Enablement
  • AI Consult Brief generated before every booked intro session
  • Brief includes: client goal, likely objections, recommended package, suggested opening question, follow-up email template
  • Discovery call script library for most common client types
  • Beginner weight loss, postpartum, contest prep, corporate wellness scripts
  • Objection handling scripts: "I need to think about it," "too expensive," "not ready yet"
  • Ghost-and-no-show recovery sequences
  • Lead magnet download but never books: 7-day nurture sequence
  • Trial client who doesn't convert: re-engagement sequence with a new angle
Category 4

Retain Clients

Clients quit because they don't see progress, feel disconnected between sessions, or don't know what's next. These systems solve all three, automatically, while also reactivating past clients who've gone quiet and turning client wins into social proof.

System 9
Active Client Retention
  • Automated weekly 2-question SMS check-in (98% open rate on SMS): energy rating + one win
  • Trainer dashboard shows weekly check-in summary; low scores flag at-risk clients
  • Pre-built Google Sheet progress tracker per client: workouts, measurements, photos, subjective feedback
  • 30/60/90-day milestone: n8n sends progress photo prompts to client and check-in summary to trainer
  • Automated Progress Report Card every 4 weeks: before/after photos, metrics, strength PRs, wins, upsell CTA
  • At-risk alert: missed 2+ sessions or check-in score under 3 for two weeks → alert with pre-written recovery text
  • Post-goal celebration email + "what's your next chapter?" upsell sequence auto-triggered
  • Client birthday and first-session anniversary auto-message
  • 25/50/100 session milestone celebration with trainer notification to record a video
  • NPS SMS every 90 days (single question: 0-10, likelihood to refer)
  • Score 9-10: auto-triggers referral + testimonial request
  • Score 7-8: flags for personal trainer follow-up
  • Score 0-6: recovery sequence (free session, re-assessment offer)
  • NPS trend dashboard with benchmarks vs. similar trainers on the platform
  • Sample 12-week program templates per archetype: beginner fat loss, intermediate muscle gain, postpartum, perimenopause
System 9 · Add-on
Past-Client Reactivation
  • 90 days of silence: "Hey [Name], just checking in on your [goal]", warm, not salesy
  • 180 days of silence: "We're launching a new 6-week sprint, thought of you immediately"
  • You receive full reactivation context before message goes out, add a personal note or opt the client out
System 9 · Add-on
Milestone Social Proof Engine
  • When a client logs a PR, measurement win, or goal hit, the system generates a branded graphic
  • Example: "Sarah just deadlifted 200 lbs! Coach Dan"
  • Graphic texted to client: "So proud of you! Post on your IG story and tag me: I'll buy you a coffee"
  • Turns client wins into high-trust organic social proof without you having to remember
System 9 · Add-on
Habit-Only Nutrition Coaching Framework
  • Clear written guidance on what you can and can't do with nutrition (no RD license required)
  • Habit-based coaching framework: "nutrition habits" and "food accountability" language
  • RD referral protocol for cases that exceed your scope
  • Language to avoid in marketing: "meal plan" and "diet prescription" are out
  • FTC-safe framing for nutrition coaching in all marketing copy
System 17
Weekly Trainer Performance Digest
  • Every Monday morning: new leads by source with trend arrows vs. last week
  • Lead-to-intro conversion rate and bookings confirmed
  • Active client count and projected monthly recurring revenue
  • At-risk client names with pre-written re-engagement text messages ready to send
  • Top-performing GMB post of the week with "make more like this" suggestion
  • Social stats: reach, follower growth, comment triggers fired, DMs sent
  • Review count change this week
  • Anonymized benchmark vs. similar trainers on the platform
  • One specific recommended action derived from your data (e.g., "your response time is 14 hours, top trainers respond in under 2")
System 22
AI Friday Debrief Call
  • Weekly 10-minute AI voice call (Vapi or Bland AI) every Friday afternoon
  • AI reviews your week: sessions, posts, leads from GMB, review asks
  • You respond naturally while driving home or between clients
  • AI transcribes, updates your dashboard, and extracts action items
  • 3-point "your week in review + next 3 actions" SMS delivered that evening
  • If you decline the call for 2 consecutive weeks, Annette receives a human check-in alert
Category 5

Grow Income

The hourly ceiling is real. These systems give you the actual infrastructure to earn beyond one-on-one sessions, digital products, semi-private training, affiliate income, corporate wellness, sub-trainers, and gym partnerships.

System 13
Income Diversification Tools
  • Gumroad digital product store built into your website
  • Setup service creates your first paid product page: deeper version of lead magnet at $27-47
  • Automated checkout and delivery via Gumroad
  • Semi-private booking configuration: 2-4 people per slot in Calendly or Acuity
  • Separate booking page and pricing for semi-private model
  • Affiliate recommendation layer: guide to earning commissions from supplements, equipment, apps
  • FTC-compliant disclosure automation built into email footer and link-in-bio
System 13 · Add-on
Corporate Wellness B2B Engine
  • Pre-built "Lunch and Learn" slide deck
  • Email sequence to local HR directors (targeting businesses within 3 miles)
  • Google Maps proximity targeting for outreach list
  • Dedicated "Corporate Wellness Inquiry" landing page
  • Corporate packages bring 10+ semi-private clients at once
  • Membership / community path: guide to Circle.so or Skool when ready to scale online
System 19
Sub-Trainer Expansion System
  • Automated alert when you hit 80% weekly capacity: "here's how to scale past it"
  • Step-by-step guide to hiring your first assistant or sub-trainer
  • W-2 vs. independent contractor explanation, where to post, how to vet
  • Independent contractor agreement template (jurisdiction-aware, covers IP, non-solicitation, insurance)
  • Multi-trainer calendar configuration in Calendly/Acuity
  • Commission tracking dashboard (you set the split; system tracks it automatically)
  • Warm client handoff scripts: how to introduce a new trainer without losing clients
  • Revenue breakdown dashboard by personal sessions vs. sub-trainer sessions
System 20
Gym Partnership Program (White-Label B2B)
  • White-label version of TrainerBooked available to commercial gym operators
  • Gym pays per-trainer monthly fee to offer TrainerBooked to all their trainers as a perk
  • Gym gets: trainer activity dashboard, their branding on trainer sites, aggregate performance data
  • You get: gym branding as an added layer of credibility on your site
  • Gym value prop: booked trainers don't leave, education makes trainers better, reduced liability exposure
Category 6

Protect Yourself

Before any other system activates, you're protected. Legal, financial, and brand foundations, because a single unsigned waiver, the wrong business structure, or an FTC violation can end a business that took years to build.

System 12 · Required First
Legal Protection (Completed Before Anything Else Activates)
  • Liability insurance guide: step-by-step setup via IDEA, ACE, NASM, or standalone provider
  • 48-hour target: coverage in place before your first client
  • Business structure explained: sole proprietor vs. LLC, when to form one, and how
  • Links to your state's LLC filing page
  • Lawyer-reviewed client service agreement covering: payment terms, cancellation policy, late cancellation fees, liability waiver, PAR-Q acknowledgement, digital product IP
  • E-signature integration via DocuSign or HelloSign, signed before session 1, not after
  • Signed PDFs auto-saved to secure storage
  • Auto-renewal reminder when agreement is 12+ months old
  • Non-solicitation clause review: what your gym contract says and how to stay compliant
  • "Stealth marketing" guidance: what it looks like in practice and how to avoid it
  • Annual compliance renewal alerts: calendarized reminders for insurance and FTC checklist
System 12 · Add-on
Financial Foundation
  • Business bank account setup guide: why it matters day one + how to open in 30 minutes
  • Tax basics checklist: quarterly estimated tax schedule
  • Top 10 deductible expenses for personal trainers
  • When to hire a bookkeeper (the threshold most trainers miss)
  • FTC compliance guide: what you can and can't say about client results
  • Before/after photo rules and how to disclose affiliate relationships
System 14
Trainer Intake Form + Onboarding Automation
  • Beautiful web form at trainerbooked.com/start
  • Captures: name, email, phone, specialty, target client, micro-niche, content pillars
  • Captures: brand personality, visual theme choice, Instagram, TikTok, headshot upload
  • Captures: services + pricing, availability, gym location, gym contract acknowledgement (required checkbox)
  • Legal and Financial module triggered first, no other system activates until it's complete
  • On completion: n8n triggers brand guide generation, GMB setup, website build, link-in-bio, Kit account, all automatically and in order
  • Confirmation email with 24h / 48h / 7-day timeline and what to expect
  • Education emails arrive as each system activates: "here's what we built and why"
  • One-page Brand Guide PDF delivered within 24 hours of signup
Brand Foundation
Brand Guide + Positioning
  • AI-generated Brand Guide based on your intake form responses
  • Specialty headline: who you train, what they achieve, and how you're different
  • Micro-niche positioning statement (not "I train everyone", the opposite)
  • Content pillars: 3-5 recurring themes that define what you talk about online
  • Brand voice and tone definition
  • Visual theme assignment: The Athlete, The Healer, The Scientist, or The Motivator
  • Keyword set: niche-specific search terms your website and GMB use throughout
  • Friends-and-family launch email written in your voice from day one

TrainerBooked · Full Feature Reference · Private · ← Back to Hub

This is a diagnostic tool, not a sales page. Pick what you need. Skip what you don't.