Personal Training Packages: How to Price and Track Them

Personal training packages are prepaid bundles of sessions sold at a lower price per session than a single booking, with an expiry date. For most gyms the setup that works is three or four tiers (a single session, a starter pack, a 10-pack and a 20-pack), an expiry of roughly one and a half times the expected training period, and trainer commission paid when a session is delivered, not when the pack is sold. Here’s how to price them, word the policy and keep track of every session.

#What is a personal training package?

A personal training package is a fixed number of one-to-one sessions paid upfront, used within a set validity period. The client gets a better rate; the gym gets cash in advance and a commitment that keeps the client turning up.

Packages beat pay-as-you-go for one simple reason: a client who has paid for ten sessions books the next one. A client paying per session decides every week whether to come back, and some weeks the answer is no.

#How should you price PT packages?

Start from a single-session rate that covers trainer pay, overhead and margin, then discount larger packs by 5 to 15 percent. Never start from the gym down the road’s price list.

Most owners copy a competitor or guess, and that’s often where PT stops making money. Gymdesk’s personal training rate calculator makes the same point: set your floor from your own costs first. Rates vary widely by city; in London, for example, trainers charge anywhere from about £40 to over £100 an hour, according to OriGym’s pricing guide.

Here’s a worked example for a gym with a US$70 single-session rate:

Two rules keep this honest. First, the per-session price should fall at every step, or nobody buys the bigger pack. Second, the 20-pack discount must still clear your floor after commission; if it doesn’t, cap it at 10 percent and add value another way, such as a written programme or a monthly progress check.

#How long should a PT package be valid?

Set validity at about 1.5 times the time the pack should take at the client’s planned frequency. A 10-pack at one session a week should take 10 weeks, so 14 weeks of validity gives room for a holiday or a cold without encouraging drift.

Expiry isn’t about keeping unused money. It’s about keeping momentum: a client who stretches ten sessions over eight months gets no results and blames the training. Put the rule in writing at the point of sale. Copy and adapt this:

“Your 10-session package is valid for 14 weeks from your first session. Sessions cancelled with less than 12 hours’ notice count as used. If you’re injured or travelling for more than a week, tell us and we’ll pause your package for up to 14 days. Unused sessions expire at the end of the validity period and aren’t refundable.”

#How do you pay trainers on packages?

Pay commission on each session delivered, as a percentage of that session’s package value. Paying the full commission when the pack is sold means you’ve paid for sessions that may never happen.

Commission rates differ a lot depending on whether trainers are employees or contractors and who brings in the client; Gymdesk’s guide to paying personal trainers walks through the main models. Whatever split you choose, check the employment side with your accountant, because how you pay trainers often affects how they’re classified.

In GymOS, PT packages sit next to monthly memberships and trial passes, and trainer commissions are paid from the same payment ledger, so the sale, the payment and the commission all trace back to one member record. You can also add a custom PT sessions module if you want to log extra detail per session. Start free and set up your first PT package.

#What do you owe on unused sessions?

Every prepaid session you haven’t delivered is a promise you still have to keep. Know that number every month, because it’s cash you’ve received but not yet earned.

Example: 40 clients on active packs, with an average of 4 sessions left each at US$63, adds up to 40 × 4 × US$63 = US$10,080 of sessions you owe. If two trainers quit next month, that’s the workload someone else has to cover. Check three things in your monthly review:

• Total sessions remaining across all active packs, and the dollar value.
• Packs expiring in the next 30 days with more than three sessions left (call these clients now, not on expiry day).
• Sessions remaining per trainer, so you can spot an overloaded or under-booked schedule early.

How you treat prepaid sessions in your books depends on your country’s rules, so ask your accountant how to record them.

#How do you sell the next package before the current one runs out?

Ask with three sessions left, not after the last one. By the final session the client has already started deciding whether to continue, often on their own.

A short WhatsApp message from the trainer works better than a generic reminder. Copy and adjust:

“Hi Marco, you’ve got 3 sessions left on your 10-pack. Your squat has gone from 60 to 80 kg since August, so I’d like to keep the strength block going for another 10 weeks. Shall I set up your next pack to start straight after session 10, same Tuesday and Friday slots?”

Mention one specific result, the plan for the next block and the slot they already have. If they decline, ask why and note it in their profile; it’s the best feedback you’ll get. Our guide to winning back gym members covers what to do if they do drop off.

#What mistakes do owners make with PT packages?

The common ones are selling too many tiers, discounting below cost and tracking sessions in more than one place.

• Six packages on the price list. Three or four is plenty. More choice slows the decision.
• A 25 percent discount on the big pack that leaves nothing after commission.
• No written expiry rule, so every expired pack turns into an argument.
• Sessions tracked in the trainer’s notebook and payments in the owner’s spreadsheet. When they disagree, the client wins.
• Commission paid on sale, then clawed back when a client disappears.

If you’re also choosing software for PT, our personal trainer software buyer’s guide covers what to look for.

#Frequently asked questions

#What is a good personal training package structure?

Most gyms do well with three or four tiers: a single session at full rate, a starter pack of about five sessions, a 10-pack and a 20-pack, with the per-session price falling at each step by roughly 5 to 15 percent.

#How long should a 10-session PT package last?

A common rule is about 1.5 times the planned training period. At one session a week, a 10-session package would be valid for around 14 weeks.

#Should personal trainers get commission on sale or on delivery?

Paying commission per delivered session is safer for the gym, because it matches pay to work actually done and avoids paying for sessions a client never uses.

#Do unused personal training sessions expire?

They usually do, if the expiry rule is written into the package terms at the point of sale. A short pause for injury or travel, such as up to 14 days, keeps the rule fair without inviting drift.

#Can Svich track PT packages and trainer commissions?

Yes. Svich GymOS sells PT packages alongside memberships and trial passes, and pays trainer commissions from the same payment ledger that records the member’s payments.

#Set up your PT packages properly

Put your packages, expiry rules and commission split into one system and you’ll know, every month, what you’ve sold, what you owe and what each trainer has earned.

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