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01
Connect your calendars and define event types
Start by connecting Google, Outlook, or iCloud calendars so availability stays accurate. Create event types like intro consults, assessments, and recurring training sessions. Add buffers, locations, and payment collection. Use routing forms to qualify leads and send them to the right slot or coach. If you need advanced control, configure everything via the API at https://cal.com/docs, or self-host from https://github.com/calcom/cal.com for full ownership.
02
Automate intake, reminders, and check-ins
Replace manual forms and messages with automated steps. Trigger a fitness client intake form after booking to capture goals, injuries, and preferences. Send email, SMS, or WhatsApp reminders to cut no-shows. Start a client check in process before each session to confirm attendance and readiness. After sessions, request feedback and progress updates automatically. Cal.com keeps clients informed, on time, and accountable without extra work for your team.
03
Sync follow-ups and data to your tools
When a session is booked, rescheduled, or completed, send data to your CRM, spreadsheets, and messaging apps. Push details to Google Sheets for a progress tracking sheet fitness workflow, or to Notion and Slack for coach visibility. Share links to your workout program template and meal plan template fitness libraries in automated messages. Explore integrations at https://cal.com/integrations and get help at https://help.cal.com.
01
Reduce no-shows and late cancellations
Automated reminders across email, SMS, and WhatsApp keep clients on track. Require confirmations, set cutoff rules, and add buffers so your day runs smoothly. Clients receive the right message at the right time, which lowers missed sessions and protects your calendar.
02
Standardize intake and safety
Send a fitness client intake form after every new booking, capture PAR-Q style health information, and route clients to the appropriate coach or session type. Maintain consistent data collection for goals, injuries, and experience so each session starts safe and personalized.
03
Scale programs without extra admin
Use automations to deliver links to your workout program template and meal plan template fitness resources, then collect adherence and readiness data before sessions. Centralize follow-ups and progress updates so coaches spend more time coaching and less time chasing messages.
04
Own your data with open infrastructure
Cal.com is open source and API first. Self-host for compliance or branding control, or use our hosted platform. Integrate with your stack, keep data portable, and avoid vendor lock-in. See pricing at https://cal.com/pricing and security info at https://cal.com/security.
Multi channel reminders and confirmations
Automate timely email, SMS, and WhatsApp messages with confirmations, prep instructions, and post session follow-ups.
Smart routing and coach assignment
Use routing forms to match new leads to the right coach or service based on goals, location, or availability.
Templates for plans and tracking links
Embed links to your workout program template, meal plan template fitness, and progress tracking sheet fitness in automated messages.
Payments and cancellation rules
Collect payments during booking, set policies, and issue automated receipts so finance is handled upfront.
Self host or use the API
Deploy on your own infrastructure for control, or use our hosted service. Build custom flows with the API at https://cal.com/docs.
Integrations that fit your stack
Connect Slack, Google Sheets, Notion, Stripe, Zoom, and more. Explore options at https://cal.com/integrations.
How do workflows help reduce client no-shows?
You can schedule reminders by time offset, require confirmations, and send multi channel nudges. If a client does not confirm, trigger a follow up or free the slot. All logic is configurable in the workflow builder or via API.
Can I customize a fitness client intake form?
Yes. Use routing forms to collect health history, goals, injuries, and preferences. Store responses, route clients to the right coach, and trigger different workflows based on answers. See examples in https://help.cal.com.
How do I manage recurring sessions for clients?
Create recurring event types or let clients book a series. Workflows can send prep notes, program links, and check ins before each occurrence, then follow up for adherence and recovery after each session.
Can I attach program and nutrition resources automatically?
Yes. Include links to your workout program template and meal plan template fitness in confirmation or reminder messages. You can personalize by event type or client responses using variables and conditional workflows.
How do I track progress across clients and coaches?
Send session outcomes to Google Sheets or Notion to build a progress tracking sheet fitness view. Automate weekly check ins, collect RPE and measurements, and notify coaches in Slack. Use webhooks for custom dashboards.
Does Cal.com support payments and policies?
Yes. Collect payment at booking with Stripe, set cancellation windows, and send automated receipts and policy reminders. You control buffers, reschedule rules, and no show fees per event type.
Is self hosting available for compliance needs?
Yes. Cal.com is open source. You can self host for data control and compliance, and still use the full workflow engine. Review the repository at https://github.com/calcom/cal.com and docs at https://cal.com/docs.
Start automating your training workflows
Create your free account to streamline bookings, intake, reminders, and follow ups. Explore the API, or request a demo for multi coach setups. Visit https://cal.com to begin.
