Lift The Bar

Tracking progress is one of the most valuable tools in a personal trainer’s toolkit. It helps clients stay motivated, allows you to tailor programmes more effectively, and provides tangible evidence of results. Whether you're working with individuals or groups, having a reliable system in place can elevate your coaching and improve client retention.

But tracking doesn’t have to be complicated or time-consuming. With the right approach, it can be simple, efficient, and even client led. Here’s how to make it work for you and your clients.

 

One-to-One Progress Tracking

In one-to-one sessions, you can personalise your tracking methods to suit each client’s goals and preferences. Here are a few practical options:

Trainer-Managed Systems

You can use spreadsheets, apps, or handwritten notes to log performance metrics such as weights lifted, reps completed, cardiovascular benchmarks, and mobility improvements. Digital tools like Trainerize, Everfit, Truecoach, or even Google Sheets allow you to track progress over time and share updates with clients easily.

 

Client-Managed Options

Some clients enjoy taking ownership of their progress. Providing them with a branded log book or training journal can be a great way to encourage accountability. You can guide them on what to record, such as session summaries, perceived effort, or weekly goals,  and review it together during check-ins.

 

Progress Reviews

Schedule regular reviews (monthly or quarterly) to assess progress, celebrate wins, and adjust goals. These can be informal chats or structured assessments depending on your style and the client’s needs.

 

Tracking Progress in Group Training

Group sessions present a different challenge, as you’re managing multiple clients at once. However, progress tracking is still possible and highly beneficial.  It is possible to use variations of the options already mentioned for one-to-one clients.  Setting up each client with a log book, printed tracking sheet, google sheet or app profile can allow them to manage their own tracking.  

 

Visual Tracking Tools

Using whiteboards, wall charts, or progress boards in your training space can help clients see their achievements and stay motivated.

You don’t need to track every lift, although not doing so can impact results as it can be tricky to get everyone working hard enough and progressing if they don’t remember what they were doing in previous sessions.  

If you aren’t tracking everything you might track attendance, key lifts, personal bests, or completed challenges. This works especially well in bootcamp-style or small group training environments.

 

Group Progress Sheets

You can provide laminated tracking sheets for each client to fill in during or after sessions. These can include basic metrics like reps, weights, or time-based challenges. Dry-wipe markers make them reusable and eco-friendly.

 

Digital Group Platforms

Apps like TeamBuildr or FitSW allow you to manage group programmes and track progress digitally. These platforms often include messaging features, progress graphs, and shared goals, which help build community and accountability.

 

 

 

Making Progress Tracking Work for You

The best tracking system is one that fits seamlessly into your workflow. If you find yourself overwhelmed by admin or struggling to keep up, it’s okay to simplify. You don’t need to track every detail, just focus on the metrics that matter most to your clients and your coaching style.

Here are a few tips:

• Start small: Choose one or two key metrics to track consistently.
• Automate where possible: Use apps or templates to reduce manual work.
• Involve your clients: Encourage them to take part in tracking, it builds ownership and motivation and allows you to focus on coaching.
• Review and refine: If your current system isn’t working, change it. There’s no one-size-fits-all approach.

 

Final Thoughts

Tracking progress doesn’t have to be rigid or complicated. Whether you’re coaching individuals or groups, the goal is to create a system that supports your clients and suits your way of working. From branded log books to digital platforms, there are plenty of options to explore.

Remember, consistency is more important than complexity. Choose tools and methods that you’ll actually use, and don’t be afraid to adapt as your business evolves. Progress tracking should empower both you and your clients and when done well, it becomes a powerful part of the coaching journey.

 

New to LTB? access a free trial (new members only) here.