Training planning software: the 2025 coach guide

Manage clients, plan sessions, collect cash, respond to messages... while keeping the focus on results. This is precisely the role of well-chosen training planning software. Used well, it becomes your assistant: less administration, more coaching.

To get to the point, we show you how to choose, deploy and operate training planning software to save 4-6 hours per week, increase retention and secure your income. The EKKLO platform covers offer creation, prospecting, scheduling, progress tracking, payments and messaging - all in one.

Why workout planning software is a game changer

The true cost of scattered tools

Working with Excel sheets, Separate DMs, calendar and payment link adds friction. You waste time and increase the number of errors. Training planning software centralizes everything: sessions, progress, slots, payments and exchanges.

Average impact observed among coaches who centralize:

• 4-6 hours/week saved on administration
• 15-25% fewer no-shows thanks to automatic reminders
• +10-20% retention through better monitoring

Immediate effect on the customer experience

Your customers see their schedule up to date, receive clear instructions and automatic reminders. They note their feelings and their progress effortlessly. This fluidity reduces everyone's mental load and increases adherence to the program.

Revenue effect: freed up time, better sold

Freed up time = additional slots, content or additional offers. By combining planning, monitoring and payments in the same space like EKKLO, you accelerate onboarding and renewal, therefore customer lifetime value.

Related tip: if you are starting out in structuring, read how automate your coaching activity to lay a solid foundation.

The essential features to require from a tool

Adaptive planning, not just a calendar

Good training planning software must:

• Propose duplicable models (strength, endurance, weight loss, post-natal, etc.)
• Quickly adjust volume, intensity and frequency by profile
• Manage constraints: injuries, vacations, available equipment

Objective: go from 45 minutes to 10-15 minutes to build a weekly plan consistent.

Progress tracking and actionable data

Monitoring should not be decorative. Search for:

• Simple entry of performance and RPE
• Clear graphs: loads, volumes, paces, PR
• Adherence alerts: missed sessions, declared fatigue, stagnation

These signals guide you to adapt the plan, not to produce unnecessary reports.

Integrated communication and engagement

Centralized messaging, automatic reminders and scheduled check-ins reduce “When are you available?” Your training planning software must support:

• Session reminders and attendance confirmations
• Pre- and post-session messages with instructions and feedback
• Segmented delivery: running group, beginners, weightlifting, etc.

Offers and payments, frictionless

Cash out in the same place you plan. Search for:

• Subscriptions and packs (10 sessions, small group, challenges)
• Automated renewals and reminders of expired cards
• Promo codes and upsells in one click

Step-by-step method for creating programs that last over time

1) Define initial objectives and constraints

• SMART objective per customer (ex: -6 kg in 12 weeks)
• Equipment, time available, injury history
• Simple starting tests: 5RM back squat, VMA, mobility test

Record everything in your training planning software to make quick adjustments.

2) Models by profile, then fine customization

Create 4-6 models (mass gain, weight loss, fitness, 10 km running, cross-training, postpartum). Duplicate, then adjust volume and instructions at the margin for each person.

Typical gains: 70% of the plan created in 5 minutes, 30% targeted personalization.

3) Simple and readable periodization

• Macro-cycle: main objective (8-12 weeks)
• Meso-cycles: 2-3 blocks of progression
• Micro-cycles: typical week, with 1-2 “focus” sessions

Your training planning software should show the weekly load, prevent peaks, and simplify the deload.

4) Weekly feedback loop

• Indicators: adherence (% sessions completed), average RPE, sleep, pain
• Adjustments: -10% volume if fatigue, +5% if RPE <6 over 2 weeks
• Coaching message: congratulate, correct, reframe the objective if necessary

This loop transforms the data into simple and visible decisions for the client.

Automations to put in place from day 1

Your time is precious. Here are 3 priority automations to activate in your training planning software.

Intelligent reminders

• No-show: automatic message 30 min after absence + link to reschedule
• Renewal: reminder D-7 then D+3 for packs and subscriptions
• Reactivation: message on D+30 of inactivity with offer of recovery

Pre and post-session messages

• D-24h: reminder with session objectives
• D+2h: RPE request, pain, comment
• Weekly: progress recap + focus for the following week

Billing and effortless collection

• Automatic recurring payments
• Invoices sent and archived
• Credit notes triggered in the event of cancellation according to your conditions

Want to go further on the tech side? Read how use technology to optimize your sessions and connect these ideas to your automations in EKKLO.

Go from 1:1 to 1:many without losing personalization

Small, well-structured groups

Create small group slots (3-8 people) with exercise variations depending on the level. The training planning software allows you to duplicate and then adapt the session in one click.

Packaged offers and challenges

Offer an 8-week “Recovery” pack or a 30-day challenge. Combine progress tracking, group messaging and online payments. Upsells become natural (individual assessment, nutrition plan, technical session).

Segmented messages and content

Segment your messages according to objectives. Example: runners receive reminders on pace and recovery, weightlifters receive targeted technical videos.

Measure the impact: 8 KPIs to follow each week

Adherence and attendance

• Session completion rate
• % of no-shows

Progression and satisfaction

• Weekly/monthly PR, VMA, total charges
• NPS or post-session satisfaction score

Health of the business

• MRR (monthly recurring revenue)
• ARPU (average revenue per customer)
• Retention/attrition (renewals)
• Weekly admin time (goal: <2 hrs)

Your training planning software should display these metrics without Excel. Set alert thresholds and simple objectives, visible to your team and your customers.

Migration checklist and mistakes to avoid

Prepare your data

• Clean contacts, session histories, active offers
• Centralize testing methods and evaluation standards
• First import 10-20 “pilot” clients

Launch simple, then iterate

• 2-3 program models maximum at the beginning
• A scenario of reminders, one of reminders, one of weekly check-in
• Monthly review: what works, what blocks, what we improve

Involve your customers

• 2 minute video: how to use the client-side app
• Onboarding message with the 3 key actions of the first week
• Collect 3 specific feedback and adjust

To remember

• Training planning software centralizes sessions, tracking, payments and messages to save 4-6 hours/week.
• Templates + light customization = programs that are quick to create and easy to adjust.
• Automation (reminders, reminders, check-ins) reduce no-shows and increase retention.
• Follow 8 simple KPIs to drive business progress and health.
• Start small, iterate each month, and keep the customer experience at the center.

Conclusion and action plan in 7 days

Day 1-2: define your “core” models (strength, weight loss, running). Day 3: set up reminders and reminders. Day 4: Create 2 package offers. Day 5: onboard 10 pilot clients. Day 6: Follow their feedback. Day 7: Adjust and open to all.

Ready to take it to the next level? Centralize your activity with EKKLO and transform your time into visible results. To boost your visibility then, follow this guide on how to develop as a sports coach.