Moving PT clients off WhatsApp and spreadsheets

Keep WhatsApp for talking

Keep messaging clients there. What moves is the bookkeeping: who's booked when, how many sessions they have left and who has paid. You'll still send times and pay links in the same chat.

Step 1: write down where everyone is

• Every active client, with their mobile and email
• Their regular slot, for example Tuesday 7am
• Sessions left on their current pack, and whether it's paid
• Anything owed

If you're unsure of a count, ask the client: "I'm moving my bookings to a new app. I've got you down for 6 sessions left, does that match yours?"

Step 2: set up the new system

Add your session types and prices, your working hours and your cancellation policy. Import or paste in your clients with their sessions left. Then book each client's regular slot as a repeating session.

Step 3: tell clients

• "Quick one: I've moved my bookings to an app so you can see your sessions and times in one place. Nothing changes for you. Your Tuesday 7am is booked in and you've got 6 sessions left. Here's your link if you want to have a look."

Step 4: run both for two weeks

Keep the old spreadsheet for two weeks and check the counts match after each session. After that, stop updating it and keep a copy for your records.

Step 5: turn on reminders and renewals

• Reminders the day before each session
• A message when a client has two sessions left
• Automatic renewal for regular clients
• Your calendar showing your sessions, and your personal events blocking booking times

Quick answers

Will my clients have to download an app?

Not always. Many booking systems let clients use a link on their phone. Check before you choose.

How long does it take to switch?

For 10 to 20 clients, about an evening: a list, the setup, booking regular slots and one message to each client.

Can I still message clients on WhatsApp?

Yes. Keep chatting there. Only the counting, booking and payments move.