Pricing, explained
Per-trainer vs per-client pricing for fitness studios: what you actually pay
If you've shopped for personal training software, you've run into two very different pricing models — and the one you pick quietly decides how much you pay as you grow.
The two models
Per client (tiered by client count): You pay based on how many active clients you have. Sign more clients, move up a tier, pay more. Many platforms work this way, often with add-ons (nutrition, automation, payments) billed separately on top.
Per trainer (unlimited clients): You pay based on how many trainers are on your team. Your client count doesn't change the bill.
The difference sounds minor until you do the math at the size you're trying to grow to.
| Per client | Per trainer | |
|---|---|---|
| What you're billed for | How many active clients you have | How many trainers are on your team |
| Signing more clients | Pushes you up a tier — your bill goes up | Doesn't change the bill at all |
| Add-ons (nutrition, automation, payments) | Often billed separately on top | Included on every plan |
| Cost as you grow | Climbs with your roster | Tied to your team, not your success |
How per-client pricing behaves as you grow
The catch with per-client pricing is structural: the thing you're working hardest to increase — your client roster — is the same thing that raises your bill. A tiered plan typically steps up like this:
- A handful of clients: low entry tier
- A couple dozen: a few times higher
- ~50: several times higher again
- 50+: often custom / “contact sales”
Illustrative. Every provider's tiers and add-on fees differ, so always check current pricing for any tool you're considering.
Every time you cross a tier, your cost steps up purely because you got more clients. And add-ons for things like nutrition plans or payment processing often stack on top, so the real monthly cost usually runs well above the headline entry price.
How per-trainer pricing behaves
Per-trainer pricing flips it: you pay for your team, not your roster. TrainStead is priced this way, with unlimited clients on every plan:
- Solo: $39/mo, one trainer
- Studio: $89/mo base + $18 per additional trainer
- Pro: $179/mo base + $18 per additional trainer
Add a 30th client, a 200th client — the price doesn't move.
The same business at three sizes
| Business | On a per-client plan | On TrainStead (per trainer) |
|---|---|---|
Solo trainer ~15 clients | A low entry tier can genuinely be cheaper. Fair is fair. | Solo plan, $39/mo flat. |
Solo trainer ~40 clients | Tiers start to bite — you can land on a mid or upper tier purely for having more clients. | Still the Solo plan, still $39/mo. |
Studio · 4 trainers ~150 clients | A big roster plus seats for four trainers adds up fast. | Studio plan, ~$143/mo ($89 base + $18 × 3 trainers), unlimited clients. |
For a growing book or a multi-trainer studio, that's not a small saving — it's a different category of cost.
Which is right for you?
Per-client can make sense if you're a solo coach with a small, stable roster and only need the basics. The entry tiers are cheap.
Per-trainer wins if you're growing, you run a multi-trainer studio, or you have a real client base — because the thing that grows (your clients) doesn't grow your bill. You're not taxed for succeeding.
Bottom line
Run the math at the size you're aiming for, not the size you are today. If you're building something, per-client pricing can quietly tax your growth, while per-trainer pricing keeps your cost tied to your team, not your success.
TrainStead is priced per trainer with unlimited clients on every plan — and it's in free beta right now.
See per-trainer pricing in full
Slide to your team size and see your exact price. Every plan includes unlimited clients and a 14-day free trial — no card required.