Excel Template For Storing Your Client Details

minute read

Keep all your client information organised and stored safely in this Excel template.

If you are new to the industry, do you have a plan to capture and store the information you need from your clients? If the answer is 'no' then you're in the right place.

As a fitness professional, staying organised is key to delivering the best service you can to your clients. It gives you more time to focus on the most important things (your clients) and the best chance to be successful and grow. Creating your system to manage client information, track progress, and maintain accurate records can be overwhelming, especially if you're juggling multiple services across a lot of clients. This is why having a structured system to store and manage this data is crucial.

To help you get started, we've created a basic ‘CRM spreadsheet template’ designed to keep all your client information in one convenient place.

Why use it?

As you get busier you'll need a reliable way to store information so it's there when you need it. The last thing you want is to spend an hour on a Tuesday evening trying to find the notes you made about a client's heart condition. Of course you could create your own system, but that will take time too. So instead we put this template together that means you can get straight to delivering a great client experience without worrying about Excel formulas.

What data does our template help you store?

Our client details template is designed to capture essential data for your early clients. Here’s a breakdown of the information it caters for:

  • Personal details: Each client’s name, address, and contact details.
  • Date of birth (DOB): Knowing your client's age can help in designing appropriate training programs. You can also wish them happy birthday!
  • Sign-up date: Remember when each client started with you so you can track their progress over time.
  • Contraindications: Any medical conditions or physical limitations that may affect their training.
  • Notes: A place to record any special requirements or additional information relevant to each client.
  • Training goals: Understand and document the reasons why each client started training with you.
  • PAR-Q completion: Track whether the client has completed a Physical Activity Readiness Questionnaire (PAR-Q) and when it was last done.
  • Agreement signed: Ensure you have a signed client agreement for each client and make a note of the date ech was signed.
  • Purchase record: Record up to 20 purchases per client, including the date, type (sale or refund), description, and value.

The template also includes formulas to calculate your total sales over time, total refunds, and the number of completed PAR-Qs and signed agreements you have across your client roster. This acts like a quick summary of your business.

Limitations of using a template

Manually managing clients in a template like this is a great starting point, but it has its limitations. As your business grows, it can become inefficient and prone to errors. A more robust solution will be needed to handle an increasing number of clients and the complexity that comes with it.

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Switch to Striive and increase your efficiency

As a comprehensive business management solution designed specifically for fitness professionals, Striive takes your business to a whole new level compared to using a template:

  • Client onboarding: Easily create sign-up buttons for your website or social media, and send personal invites to new clients. All their data is stored in your account immediately and automatically.
  • Document management: Maintain digital PAR-Qs and client agreements across all your clients. Striive makes it easy to see who is missing a document, and which are becoming old and out of date.
  • Class and Session scheduling: Plan classes, manage enrolments, and track attendance effortlessly.
  • Financial tracking: Automate payments, track expenses, and generate financial reports with ease.
  • Web based client area and mobile app: Provide your clients with a seamless experience through a web-based client area and mobile apps, where they can manage their schedules, payments, and more.

Our software is designed to help you grow and run your fitness and wellbeing business, and we regularly release updates to offer more as the fitness industry changes.

The best part is Striive offers all new fit pros a free 14-day trial (no card required). This allows you to explore all our features and see how we can transform your business operations.

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