How to Create Private Activities and Appointments (Personal Training Sessions)

How to Create Private Activities and Appointments (Personal Training Sessions)
Estimated Reading Time: 3 minutes
Applies to: All

Quick Summary

Private Activities allow a single client or booking party to reserve a time slot with you or a specific trainer (PRO). They are commonly used for personal training sessions, consultations, appointments, assessments, or private coaching.

Once the activity is created, clients can book available time slots based on the trainer’s availability through your Trainin app, website, or Trainin web portal.

Why This Matters

Private Activities help you manage one-on-one services efficiently while giving clients the flexibility to book available time slots that fit their schedule.

By configuring booking rules, trainers, locations, and connected products, you can automate personal training bookings while keeping full control over availability and scheduling.

Step by Step instructions

Step 1: Start creating a new activity: My Company > Activities > New Activity
 – This opens the activity creation window where you can configure the type of session you want to offer.

Step 2: Select the private activity type: Activity Type > Private

Step 3: Enter the basic activity details: Name, Description, and Duration
 – These details define the type of session clients will book and how long the appointment will last.

Step 4: Configure additional activity options: More Options
 – Here you can add extra information for the booking email (such as instructions for the client), configure whether the session should be offered online, session’s level, and more.

Step 5: Assign trainers to the activity: Trainers
 – Select which trainers can host this activity so their availability can be used when scheduling private sessions (available from Pro plans).

Step 6: Define where the activity takes place: Locations
 – Choose the location where the session normally takes place, such as your gym, studio, or an online location.

Step 7: Configure booking settings and rules: Booking Settings
 Set how clients can book the activity, such as:
 – Credits per booking (the cost of the session)
 – Direct booking, request-based booking or if only possible to book by the trainer.
 – Cancellation policy (how flexible cancellations are and whether credits are returned)

Step 8: Connect products that allow booking: Products
 – Link the Memberships, Credit Packs, or products that clients must have in order to book this private activity. 

Step 9: Save the activity and set up availability so clients can book sessions: User Profile > Availability / My Company > Staff > Availability
 – Clients book private activities by selecting a time slot within the trainer’s availability. Configure the availability schedule so the system knows when the trainer can accept bookings.

– To set up your personal availability (Starter): click on your name in the top-right corner of the portal or, in the app, tap the three lines in the bottom menu (More) > open your user profile > select availability.

– To set up staff availability (Pro and Premium): go to My Company > Staff > Availability and define when each trainer can accept bookings.

Best Practice

Create separate private activities for different services, such as Personal Training, Fitness Assessment, or Nutrition Consultation.

This helps clients clearly understand what they are booking and allows you to apply different booking rules, durations, or pricing structures.

Pro Tips

• Use different session durations for different services, such as 30-minute consultations or 60-minute personal training sessions.
• You can also combine private activities with Credit Packs so clients can easily purchase multiple personal training sessions in advance.

Common Questions

What is the difference between a Private Activity and a Group Activity?
– A Private Activity allows only one client or booking party to reserve a session based on your (or your trainer’s) availability, while a Group Activity allows multiple participants to join the same class.

Can multiple trainers offer the same private activity?
– Yes, you can assign multiple trainers to a private activity so different trainers can host the same type of session.

How do my clients see my availability?
– You have to set this up in your profile, or if you have staff (Pro and Premium), you have to go to My Company > Staff > Availability to set their available time slots for activities. 

– How to add activities to your schedule to let customers book

– How to create and sell Credit Packs for personal training sessions