Personal Trainer Software NZ: Packs, GST and Commission

If you still track PT packs in a spreadsheet and commission on a calculator, this is for you. Here’s what personal trainer software NZ studios need: it should sell session packs with GST worked out properly, assign each client to a trainer, calculate commission on the ex-GST amount, and deliver workout programmes with exercise videos clients can open on their phone. For a studio with two to five trainers in Auckland, Wellington or Christchurch, it also needs to tell you whose pack is about to run out before the client quietly stops booking. This guide covers what to check, with worked NZ$ numbers, a commission example and a one-week test.

Want packs, commission and programmes off the spreadsheet? Svich GymOS keeps PT packages, trainer assignments, commissions and workout plans in one place, at a flat price per studio. See GymOS features.

#What should personal trainer software do for a NZ PT studio?

It should handle four jobs without a spreadsheet: selling and tracking PT packs, matching clients to trainers, paying trainers correctly, and delivering programmes. Booking and reminders sit on top of those.

• Packs and plans: single sessions, 5- and 10-session packs, a 12-week programme, with instalments for the bigger ones.
• Trainer assignment: each client belongs to a trainer, and the trainer sees only what they need.
• Commission: worked out from the same payments ledger the owner sees, so nobody argues about the numbers at month end.
• Programmes: templates you build once, assigned per client, with exercise videos.
• Reminders: before a plan ends, after a missed payment, and after a client lapses.
• Client records: injuries, goals and notes in one profile, with access limited by role.

Solo trainers coaching online can get by with a coaching app. Once you have a room, a second trainer and clients paying in instalments, you need PT studio software.

#How should you price personal trainer packages in NZ?

Price so each step down in cost per session rewards commitment, and quote everything GST-inclusive to clients. Keep the ex-GST figure in your head, because that’s what your business actually earns and what commission should be based on.

Example prices for a private studio. Ex-GST = price ÷ 1.15. For comparison, the university gym at Victoria University of Wellington lists NZ$55 for a 60-minute session and NZ$260 for five for non-students (Te Herenga Waka, October 2026). Campus rates sit at the low end.

Always put an expiry on packs. Without one, you’ll be honouring sessions bought two price rises ago. Twelve weeks for ten sessions is fair for a client training weekly with a holiday in the middle.

#How do you calculate PT commission when you’re GST-registered?

Base commission on the ex-GST amount. The 15% GST was never your money, so paying a trainer a share of it means paying commission out of the government’s portion.

Three commission rules to agree in writing with every trainer, contractor or employee:

1. When commission is earned: when the session is delivered, or when the pack is sold. “Delivered” protects you if a client stops halfway.
2. What happens to no-shows: a late cancel inside 24 hours is a used session, and the trainer gets paid for it.
3. Instalments: commission follows each instalment as it’s paid, not the full pack value on day one.

If a trainer is a GST-registered contractor, they’ll invoice their commission plus GST, which you can usually claim back. Check with your accountant how this applies to you.

In GymOS, each client has an assigned trainer, PT packages sit next to gym memberships with instalments, freeze days and extensions, and trainer commissions are paid from the same ledger as client payments. Roles such as Trainer, Receptionist and Accountant only see what they’re allowed to. Start free and set up your PT packs.

#Do workout programmes and exercise videos matter to clients?

Yes, especially for clients who see you once a week. The other two sessions they do alone are where results come from, and a programme with videos on their phone is what makes those sessions happen properly.

Build templates for your common clients (return-to-training after injury, first 12 weeks of strength, pre-season for netball or rugby), then adjust per person. GymOS lets you build workout plans, assign them to clients and have them followed in the member portal with exercise videos; an exercise library ships with it. Clients also see their plan, payment schedule and receipts there, which cuts the “when’s my next payment?” messages. More on this in our personal training software comparison.

#Which NZ rules affect your choice of PT software?

Three matter in practice: GST once you pass the threshold, how you store client health information under the Privacy Act 2020, and the registration your trainers hold.

• GST: you must register once your turnover has exceeded, or is expected to exceed, NZ$60,000 in 12 months, and the rate is 15% (Inland Revenue). A studio that isn’t registered yet and sells 90 ten-packs a year at NZ$700 has NZ$63,000 of turnover, which is over the line, so its next price list has to allow for GST.
• Privacy: injury notes and health questionnaires are personal information under the Privacy Act 2020. Limit who can see them and know where your provider stores data. The Office of the Privacy Commissioner has guidance for small businesses.
• REPs registration: REPs is New Zealand’s register for exercise professionals and facilities; registered trainers complete 10 CPD points a year, and the register notes that most facilities employ only registered trainers (REPs). Keep each trainer’s registration expiry on their staff record.

This isn’t tax or legal advice; confirm your situation with your accountant.

#What does personal trainer software cost in NZ?

The pricing model matters more than the headline price. Per-trainer pricing grows with every hire, per-client pricing grows with success, and a flat price per studio stays put.

Svich prices per gym or studio, not per trainer, in US dollars: Starter US$49 a month (or US$490 a year) for up to 250 active members, Growth US$149 a month (or US$1,490 a year) with unlimited members, advanced automations and custom dashboards. Every plan includes the member portal, a public page and enquiry forms, and you can start without a card. When comparing, add up a year at your real trainer and client numbers, plus card fees and any app add-ons. Capterra’s NZ directory of personal training software is a quick way to build a shortlist.

#When might Svich GymOS not be the right fit?

GymOS suits PT studios where the team manages bookings and the owner wants packs, commissions, programmes and reminders in one place. Check these points in a demo first:

• Clients booking and paying for sessions online by themselves: client self-booking and automatic direct debit aren’t among Svich’s listed features, so ask in a demo.
• Online-only coaching with nutrition tracking: GymOS covers workout plans with videos; nutrition and habit coaching tools aren’t among the listed features, so ask in a demo.
• A branded app in the App Store: that isn’t listed either; clients use the browser-based member portal.

#Checklist: test PT software in one week

In GymOS, the CSV import is under Settings → Data & Reports → Imports, and it offers to create the plans it finds in your file. If you also run a gym floor, our guide to gym management software in NZ covers memberships and door access.

#Frequently asked questions

#What is the best personal trainer software in New Zealand?

For a solo online coach, a coaching app is often enough. For a PT studio with several trainers, choose personal training software in New Zealand that handles NZ$ packs, trainer assignment, commission from one payments ledger, programmes with exercise videos and automatic reminders. Test two or three with your real packs for a week.

#Should PT commission be calculated before or after GST?

For a GST-registered studio, commission is usually calculated on the ex-GST amount, because the 15% GST is paid to Inland Revenue. On a NZ$700 pack, the ex-GST amount is NZ$608.70, so a 50% commission is NZ$304.35.

#When does a NZ personal trainer need to register for GST?

You must register for GST when your turnover has exceeded, or is expected to exceed, NZ$60,000 in a 12-month period. The GST rate is 15%. Check your situation with your accountant.

#How much should PT packs cost in New Zealand?

Prices vary by city and setting. A university gym in Wellington lists NZ$55 for a 60-minute session for non-students, while private studios commonly charge more. Price packs so each larger pack lowers the cost per session, and give every pack an expiry date.

#Does Svich GymOS work for personal training studios?

Yes. GymOS handles PT packages with instalments, trainer assignment, commissions paid from the same ledger as payments, workout plans with exercise videos and automatic reminders. Pricing is per studio, from US$49 a month for up to 250 active members.

#Run your PT studio from one screen

Set up your NZ$ packs, trainers and programmes in GymOS, or show us how your studio pays trainers today and we’ll walk through how it would work.

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More on GymOS: automatic WhatsApp reminders and follow-up management.