CaliDiary lets clients book personal training sessions, a free first consultation or a place in a small group session on your WordPress website. If you train at more than one gym, clients choose where first and only see your hours there. Clients' health answers stay on your own website.
Iron & Oak TrainingBook an appointment
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Demo only: a made-up business. Nothing is sent or stored.
Made-up businesses, real CaliDiary features. Each example names the features that do the work.
A new client finds Iron & Oak Training (a made-up trainer) and books a free 20-minute consultation. The form asks about their goals, current activity and any injuries or medical conditions. The trainer reads the answers before meeting them.
The trainer works at a city-centre gym on Mondays, Wednesdays and Fridays and a smaller studio on Tuesdays and Thursdays. On Solo, both are locations and each period of his hours says where it is. A client who chooses the studio only sees Tuesday and Thursday times.
On Saturday mornings he runs small group strength sessions for four people. Each person books a place; when four have booked, the session stops being offered.
When he started out, every slot was free. Look busy, set to "a little" on Solo, hides about a fifth of free times from the booking form, while he can still book any of them himself for a client who rings.
One person, one customer, a set length.
AvailableAppointments several people can book at the same time.
AvailableNo price, no payment step.
AvailableA timetable, levels, minimum numbers, a course of sessions.
AvailableAn example to adapt: change the names, lengths and prices to your own.
| Service | Length | Price |
|---|---|---|
| Free consultation | 20 min | Free |
| PT session | 60 min | $55 |
| PT session (30 minutes) | 30 min | $32 |
| Small group strength4 places | 45 min | $18 |
Customers choose where to come first; each place has its own people and services.
Several people book the same appointment time, up to the limit you set.
Not every booking needs a price: free, pay later, bank transfer or card, chosen per service.
Know what each booking is about before it starts, with no chasing details by email.
Hide a few free times so a new diary never looks empty, without pressure messages.
Show your bank details with a reference, or a payment link per service, then mark as paid.
The free plan covers one trainer at one location. Solo is made for one person: up to 3 locations with hours at each, look busy, unlimited services, class passes, card payments, payment links and yes / no questions. A team of trainers needs Pro.
Before training someone you need to know about injuries, conditions and medication. Ask on the booking form: the answers stay with the booking in your own WordPress database, visible only to you and your staff, never on CaliDiary's servers. An "I agree" box can link to your health declaration or terms.
Personal trainers rarely work in one place. On Solo, set up to three locations, and give each period of your weekly hours a place. The booking form asks "Where would you like to come?" first, then only offers times you are there, and the booking lock stops you being booked in two places at once.
Ask for payment before each session, with your bank details and the client's booking reference on the confirmation, or with a payment link on Solo and Pro. Record each payment with Mark as paid, and the To be paid list shows who still owes. See bank transfer and payment links.
Plenty of training happens outside: a park bootcamp, a running club, a beach session. A park can be one of your locations, with its own address in every confirmation email, so clients know exactly where to meet. Outdoor group sessions use group places, so a bootcamp with ten places stops taking bookings when it is full. If the weather is bad, cancel the bookings from the Overview screen and each client is emailed.
For new clients, a free consultation with no payment step lowers the barrier to that first conversation, and the answers they give about goals and health sit on their profile for every session after. See group sessions and places.
On Solo and Pro, clients buy packs of sessions, pay or leave a deposit by card, and join a waiting list when a group session is full, while two-way calendar sync keeps your own calendar in step. Text reminders are on the roadmap. See every feature and its plan on the features page.
Mats in group classes, private sessions and free first classes.
One-to-one lessons, free tasters and small revision groups, booked by parents.
Lessons booked with the pick-up address, at the length the learner needs.
Weekly timetables, class passes, memberships and waiting lists for full classes.
Start on the free plan, with no booking limit. Upgrade only when you need to.
