Time Tracking for Personal Trainers
Personal trainers and fitness coaches get paid per session, per package, or per month - but without accurate time records, packages go under-tracked, invoices rely on memory, and it’s hard to know whether a discounted block rate is actually worth it. Sandtime.io makes it easy to log every session to the right client as it happens, so your billing is accurate and your pricing decisions are based on real numbers.
Personal Trainers & Fitness Coaches: why they choose Sandtime.io
Track sessions by client
Log every session to the right client the moment it ends. See how many hours you spent with each client across the week, month, or any date range - without digging through a paper diary.
Separate billable from admin time
Log group classes, one-to-one sessions, and program design time separately. Know exactly how much of your week is billable and how much is overhead.
Know your real earnings per hour
Know what each client is actually costing you in time. See your real hourly rate across package clients, block-bookers, and drop-ins before you set prices for the next cycle.
Invoice without counting on your fingers
Pull a clean summary of sessions per client at the end of each month. No more counting sessions from a paper diary or text messages to confirm what’s owed.
How a personal trainer sets up Sandtime.io
A personal trainer sets up Sandtime.io with one project per client, or per package, and a separate project for group classes. Each session is timed on the phone, and a monthly report grouped by project lists every session and the hours per client for invoicing or checking what is left on a package.
- A project per client or packageCreate a billable project for each one-to-one client, and start a new one when they buy their next package so used sessions are easy to count. Program design, travel between gyms and social media go on non-billable projects.
- Add coaches if you run a studioWorking alone, you are the Administrator and nothing else is needed. A studio owner invites coaches by email as Users, each assigned to their own clients, and sets a cost rate per coach to see what a session costs the studio.
- Time the session from your phoneTap start on the iPhone or Android app when the client arrives and stop when they leave. If you forgot, add the session afterwards with its start and end time. A weekly goal on the dashboard shows how close you are to your target hours.
- Count sessions at month endRun a report for the month grouped by project and day to list every session per client. Export it to Excel or CSV to invoice, send a copy to a client who asks, or keep it with your tax records.
Step by step in the help center: invite the team with the right role, approve a week from the email, and turn on auto-locking.
Common use cases
- Log client session time the moment each session ends
- Track group class hours separately from one-to-one training
- Know how many sessions each package client has used
- Separate billable training time from admin, travel, and program prep
- Pull a monthly session summary for invoicing or client reporting
- Know your real effective hourly rate across different pricing models
Key features
One-click timers
Start timing when a session begins and stop it when it ends. One tap logs to the right client without any paperwork between sessions.
Retroactive time entry
Add session time after the fact when you forget to start a timer mid-session. Nothing is lost because you were focused on the client.
Multiple clients in one day
Log sessions for multiple clients in the same day. Each client tracks separately so hours never overlap or get misattributed.
Export and report
Pull session reports by client or date range. Export to CSV for invoicing, tax records, or reviewing your schedule.
Where Sandtime.io stops
Better to know before you invite the team. These are the gaps people in this line of work ask about most.
- No leave managementHolidays, sick days, and leave requests are not managed in Sandtime.io. Keep them in your HR tool, or start from the free leave policy template.
- No invoicingSandtime.io does not send invoices. The Invoices report template lists time, rate, net revenue, tax, and total per project, and you export it to Excel or CSV for your billing software.
- Reminders are a weekly emailThe fill-timesheet reminder is one email, sent on Friday at 6 PM while auto-locking is on. It is off by default, so each member switches it on in their notification settings.
Keep exploring
Continue with the most relevant Sandtime.io pages for this topic.
Track breaks and other non-billable time
Sandtime.io has no dedicated break timer. Non-billable projects with the Billable switch off keep breaks in your timesheet and out of what you bill.
Open pageBillable Hours
Work hours that can be charged to a client or project. Essential for professional services firms to track revenue.
Open pageCost, revenue, and billable reporting
Use billable flags and rates to understand project profitability without losing the self-reported workflow.
Open pageCost
The expense associated with employee work hours. Calculated by multiplying time by cost rates for profitability analysis.
Open pageCreate a project for reported time
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Open pageCustom Reports
User-defined reports with flexible groupings, metrics, and filters. Custom reports answer specific business questions.
Open pageTrack your first hour today
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