How a Personal Trainer Replaced Her Spreadsheet With a Client Hub

Full transcript

Okay, so this is a deeper look into the dashboard system we just set up for one of my clients, Val. She's an in-person PT, and she had a problem where she needed to track how many sessions her clients had done, and who'd paid for what, and who booked in, and all this kind of stuff. After a while she had her own system for doing this: she'd write it down, she'd put it in a Google Sheet, and every now and again she might miss something. But we knew there could be a better way. So this is essentially what we built. Now let's run through how it actually works and why it does exactly what it does.

So the first thing is to get the page going. We have this dashboard now that all of her clients have access to. Every client has their own unique link inside here. The first thing they'll see is it welcomes them, and then it shows them their live credit total. So it'll say you have 2.5 credits left, and would they like to go book a session? If they book a 30-minute session, it takes away 0.5 credits. If they book a 60-minute session, it's a full credit.

Then they're able to see when their sessions are all booked for, when their next session is, the ones that are completed, the ones that are upcoming, all their past sessions. They're then able to see all their check-in history as well. So when they checked in, their traffic light, because we have a traffic-light check-in system set up for her as well. It'll show the actual clients when they checked in, if they missed check-ins, and what they were saying. And in time she can build this out more, to reveal more detail on that dashboard, maybe the most important action point she gave on the check-ins.

Then if they're booking sessions and, let's say, they run out of credits, they can either wait until it renews on the date it's supposed to renew, and however many credits they're supposed to get will automatically apply to their account, or they can actually purchase the credit. So if they just want to, let's say, buy half a credit or a full credit, they can just buy one on the spot. They can then manage the package they're on, so they can go into their Stripe dashboard and manage all the things they're subscribed to, and they can check their purchase history as well. Any purchase they make automatically attaches to their profile.

Then they have access to all the tools and resources. So she has her AI Val, which is essentially a custom GPT that's trained on certain things for her clients. And she also has her Skool community, which she houses all her educational content inside.

So let's take a deeper look here. This is everything that is held inside this dashboard, and you could pretty much have anything that you want inside here. We do this for a lot of clients, where we're building out custom dashboards and linking them to all the different things they need. And yeah, it can do pretty much whatever you want.

Now, this one here, this is the main aspect of it for her. If they have 2.5 credits and they book one, and they book one, and then they try to book one but they don't have enough credits, then they're like, right, well, I need to buy half a credit to be able to book one of these. So they can buy half a credit and then they can book it. Or if they want to buy a few credits, they can buy a few, and then they can choose to book sessions, and eventually they'll run out. And then on the first of the month, or whenever that person is supposed to get the next batch of credits, it will renew and automatically total them up for her. So that changes her from having to do that manually for every client.

And the thing about this is, we don't want this to just be a thing they send to the clients and the clients forget about it. We want it to be a place where they go very frequently. So the way it's set up is each client can essentially open the link, tap the share button at the top of the browser on their phone, and say add to their home screen. So it's actually on the home screen, and any time they click in there, any time there are new resources for the clients, any important links, let's say maybe your check-in link or a link to your training app or whatever it is, all that stuff is held inside there and super easy for the client to navigate and find.

Then, it's not actually housing any of the Stripe stuff. It goes Stripe into Airtable, and this dashboard is basically facing the stuff out of Airtable. So you don't have to worry about accidentally exposing anything. It's super secure, and everybody gets one personal link and it updates automatically. So she never has to actually manage it or anything, it just goes out to her clients. She never has to touch a spreadsheet again to track all the sessions for the clients.

So, if you have any questions about that, drop me a message. If you have an idea of a dashboard where you're like, hey, I'd love to have this in my business that does this, this and this, let me know and then I'll tell you whether it will be possible or not.

One that we're building at the moment for our clients, I can't actually show you right now because it's still being built. But one that we're building at the moment is going to have, when the client goes in there, their actual phase. So their kind of roadmap. It'll be, right, phase one, fat loss. It'll have their trend of where they should be, so it's linked to their check-ins, and we'll see their average body weight. That's linked to their Trainerize as well, so we'll be able to see their body weight and whether they're within the threshold of where they should be. All their check-in history will pop in there, all the calls they book with the coach, and then the AI summaries of the calls populate back in there as well. So all their details are held in one place.

Because you likely have some sort of way to view all your client stuff, but your clients don't really have a way to view anything. And then they have to go to all these different places, they go into WhatsApp, Google Drive, Skool, Trainerize, all these different places, to get all these other bits. And instead we want to try to bring it all together into one place. So any questions about that, just drop me a message. No worries.