FitOpsFree Template
Free Download

Steal the client intake system that saves trainers hours per new client

5 templates — intake form, review checklist, follow-up messages, first-session notes, and re-engagement scripts. Everything a PT needs to onboard clients without the admin grind.

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What's Inside

Everything you need to run a smarter first session

  • Fitness goals & motivation mapping
  • Injury history & movement limitations
  • Equipment access inventory
  • Schedule & availability preferences
  • Pain points & daily frustrations
  • Referral source tracking

Free Intake Kit

5 templates, zero fluff

Click any card to preview the template before you download the whole kit.

1. Client Intake Form

Goals, injury history, equipment, schedule — 12 fields

Preview

Client Name
 
Phone / Email
 
What are your primary fitness goals?
 
Any past injuries or movement limitations?
 
Equipment access
 
Preferred training days
 

2. Trainer Review Checklist

7-point audit before every new client session

Preview

  • Goal section complete — at least one measurable outcome noted
  • Injury history reviewed — flagged any movement limitations
  • Equipment inventory confirmed — knows exactly what client has access to
  • Schedule preferences noted — days, times, session length
  • Motivation level assessed — intrinsic vs. external drivers
  • Pain points listed — top 3 daily frustrations to address first
  • Risk factors identified — is this low-risk or does it need specialist input?

3. Follow-Up Message Templates

3 copy-paste messages — check-in, re-engagement, program delivery

Preview

Check-In (Day 3)

"Hey [Name], it's [Your Name] from FitOps. Just checking in — how's your first week feeling? If you've hit any roadblocks or want to talk through anything, I'm here. Reply anytime."

Re-Engagement (Week 2 — no reply)

"Hi [Name], I haven't heard from you in a bit and I wanted to make sure everything's okay. No pressure — life gets busy. Just drop me a line if you want to pick back up, I'm fully flexible."

Program Delivery

"Hi [Name], your program is ready! Here's a quick summary of what we've put together for your goals: [1-2 sentence summary]. Check your FitOps portal for the full plan. Let me know if you have any questions."

4. First-Session Notes Template

Structured format for capturing session observations

Preview

Client Name & Date
 
Session Focus
 
Movement observations (what moved well / what was limited)
Pain or discomfort noted
Energy / motivation level
Low  ▢   Medium  ▢   High  ▢
Adjustments for next session

5. Inactive Client Re-Engagement

3-step script for clients who go quiet

Preview

  • 1Week 1 silence — light touch: "Hey [Name], just checking in — how's everything going with your training? No rush, just here if you need anything."
  • 2Week 3 silence — value offer: "Hi [Name], I noticed it's been a while since we last spoke. I've been thinking about your goals — want to jump back in? I can also adjust your program if something wasn't working for you."
  • 3Week 6+ silence — exit survey: "Hey [Name], I want to make sure I was a good fit for you. If you're moving on, I'd really appreciate any feedback on what worked or what didn't. It's the only way I get better. Either way — good luck with everything."

This template saved me 2 hours of admin per new client. Now I just review it before each session and I'm ready to go.

— Marcus T., Personal Trainer, 3 years in business

12+
data fields captured
<5 min
client completion time
100%
digital, searchable