Gym owners

Log a PT session

Record a personal training session — who trained, which trainer took it, how long, and whether it actually happened. This is what pays your per-session trainers, so it is worth keeping honest.

Before you start

You need at least one member, and at least one staff member whose Role is Trainer and whose Status is Active. Nobody else appears in the Trainer list.

Steps

In the sidebar, open Sessions → PT Sessions.
Tap Log Session.
Pick the Member. If that member already has a trainer assigned, the Trainer box fills itself in — change it if someone else took the session.
Pick the Trainer if it isn't already filled.
Set the Date. It starts on today.
Set Duration (mins). It starts at 60.
7
Set the Status:
- Completed — it happened. This is the default, and the only one that counts towards pay.
- Scheduled — it's booked for later.
- Cancelled — it was called off.
If a Package box appears, check it shows the member's package. A member with one package from this trainer has it picked already. See Sell a PT package and track it — this dropdown is the only thing that draws sessions down from a package. If the member has no package — a trial, or they pay per session — tick No PT package — this is a trial or a pay-per-session visit.
Add Notes if you want — what was worked on, how it went.
Tap Log Session.

The session appears in the list. Above the table you get a running count and the total hours completed for whatever you have filtered to.

Good to know

Only Completed sessions count for anything. Trainer pay, the hours total on this page, and the performance figures on a trainer's profile all ignore Scheduled and Cancelled sessions. A trainer paid per session is paid for work done, not work booked.
The Package box only appears if that member has an active package. No package, or all of them used up, and the box is simply not there. A session with no package is fine — a trial, or a member who pays per session — but you have to tick the box that says so. That stops a forgotten pick from quietly leaving a package's count behind.
Changing the Trainer clears the Package selection. Pick the trainer first, then the package.
To edit a session, tap the pencil on its row. You can change date, duration, status and notes. You cannot change the member or the trainer — delete it and log it again.
Filters work together. Search by member or trainer name, then narrow by trainer, status, and This Month / Last Month. The counts above the table follow whatever you have filtered to, which is a quick way to answer "how many sessions did Rahul do last month".

When it doesn't work

You edited a session from Scheduled to Completed and the package still shows the old count. This is the one that catches people. A package is only drawn down at the moment you tap Log Session, and only if the status was Completed right then. Editing it to Completed afterwards does not touch the package. Same the other way: deleting a completed session, or changing it to Cancelled, does not give the session back to the package. There is no screen anywhere that can correct a package count — see Sell a PT package and track it for what to do instead.

The Log Session button won't press. It stays disabled until both Member and Trainer are chosen, and — when no package is picked — the No PT package box is ticked. Everything else has a default.

The trainer you want isn't in the list. The dropdown shows only staff with Role = Trainer and Status = Active. Check both on their staff profile.

A member you just added isn't in the Member list. The list loads when you open the page. Refresh the page and reopen Log Session.

The session you just logged isn't at the top of the list. The list is not in date order, and there is no way to sort it. A session logged today can land anywhere in the table. Use the search box with the member's name, or set the period filter to This Month, rather than scrolling to look for it.

Sessions show against a trainer you deleted. The trainer's name is saved onto the session when you log it, so old sessions keep showing their name even after you have deleted them. They just disappear from the All Trainers filter, so you can no longer filter down to them.