Excel + Google Calendar break down once you have 10+ external trainers
You run a personal training studio. One or two training rooms, a roster of 10-30 freelance trainers who book slots for their clients. Sounds simple — until it isn't:
- Mark books five clients for 5pm Friday, but Kate already has three at the same time. The room overflows, and on Wednesday morning a client calls to complain.
- Every month you lose half a day reconciling hours × clients × rate per trainer. Calculator, Excel, paper notes — and somehow each one gives a different number.
- A trainer asks "what am I going to earn this month?" and you can't answer on the spot. When you do, they push back a week later with corrections.
This isn't a trainer problem. It's an owner problem — you're trying to coordinate 10-30 freelancers with tools designed for a single user.
Gymiti = one system built for the room-rental model
Gymiti was built specifically for studios that rent rooms to independent personal trainers. It's not "another scheduling app for trainers to plan workouts" — it's a system for you, the studio owner.
What changes day-to-day:
- Trainers self-book — they see open slots in their own panel and reserve them. No phone calls, no "is 5pm Tuesday free?" on WhatsApp.
- The system enforces room capacity — your defined headcount (e.g. 6 people including the trainer) is a hard limit. Mark can't book 5 clients if Kate already has 3 in the room.
- Settlements calculate themselves — every completed session is priced and rolls into a monthly per-trainer report. Click, export, invoice.
What Gymiti gives a personal training studio
1. Room booking with a hard capacity cap
You set the limit per room (e.g. 6 people including the trainer). The system sums all trainers + their clients in the same time window. Over the cap → booking blocked.
2. Trainer profiles with full history
Each external trainer has their own profile, calendar view and session history. You see everything as admin; the trainer sees only their own work.
3. Configurable per-client-count pricing
Sensible defaults (1 client / 2 clients / 3+ clients tiered pricing) that you can override with your own rates. Monthly reports generate themselves.
4. Smart cancellation rules
Trainers can cancel freely up to 12 hours before a session. Inside the 12h window — only if the room still has enough headroom for a new booking. Protects your revenue from last-minute drops.
5. Email and SMS notifications
Confirmations and reminders to both trainer and client. Fewer no-shows, more income.
6. Owner dashboard with full visibility
Every booking in one place, monthly room-utilisation stats, per-trainer payout reports — your cockpit.
Three steps to go live
- Create an account and configure your studio — name, address, rooms, capacities, opening hours, rates. About 15 minutes.
- Invite trainers by email — they click the link, set up their profile and have instant access to your studio's calendar.
- Trainers book, system settles — you watch the dashboard; once a month you export the payout report.
How Gymiti is different from Mindbody, Glofox, Bsport
| Gymiti | Mindbody | Glofox | Bsport | |
|---|---|---|---|---|
| Room rental to external trainers as a first-class model | ✅ | ⚠️ via workarounds | ⚠️ via workarounds | ⚠️ |
| Hard per-room capacity caps | ✅ | ⚠️ | ⚠️ | ⚠️ |
| Automatic per-trainer payout reports | ✅ | ❌ trainers treated as clients | ❌ | ❌ |
| Multi-tenant (multiple studios on one account) | ✅ | ❌ | ❌ | ❌ |
Most competitors assume trainers are studio employees. Gymiti assumes they're independent freelancers paying for room use. That changes how booking, capacity and settlement work end-to-end.
FAQ
Can I run more than one studio?
Yes. Gymiti is multi-tenant — you can add multiple studios to a single account, each with its own subdomain (e.g. mystudio.gymiti.com). Each studio has its own rooms, trainers and settlements.
How does the room headcount limit work?
You define a capacity per room (e.g. 6 people). The system sums all trainers + their clients in a given time slot. If Mark has 1 trainer + 2 clients, the room has 3 spots left. Kate can add herself + 2 clients. A 4th group won't fit.
Do trainers pay for their accounts?
No — you, the studio owner, hold the Gymiti subscription. Trainers use the system as part of working with your studio. For them it's a free tool that comes with the studio they collaborate with.
What about invoices for trainers?
Gymiti generates monthly per-trainer payout reports — amounts owed, list of sessions, prices. You issue the actual invoices in your accounting software (Xero, QuickBooks, FreshBooks) based on that report.
Does it integrate with Google Calendar?
Yes. Each trainer can connect their Google Calendar to see Gymiti bookings alongside their other commitments. Two-way sync.
Do my end clients need Gymiti accounts?
Optional. The trainer can share their booking calendar with clients (subscription link) or set up individual logins. By default clients don't need to sign in to Gymiti at all.
Is there a mobile app?
Gymiti is a mobile-friendly PWA. Add it to your home screen and it behaves like a native app. Everything works in the browser.
Is the data secure and GDPR-compliant?
Yes. Data is hosted in the EU, full GDPR compliance, terms of service and privacy policy. Every user can export or delete their data on demand.