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FREE Template: Spreadsheet for Workouts
An Alternative to Using Spreadsheets
Why Use Spreadsheets for Client Workouts
Tracking your clients’ workouts is more than just record keeping—it’s an essential part of your job as a personal trainer. With this data, you can measure growth, visualize trends, analyze performance and customize programs to meet individual goals. For this to result, however, you need an organized system to deliver the most effective personalized training.
Spreadsheets for workouts for personal trainers provide an excellent yet basic way to store your clients’ workout details. If customizability is what you’re after, there’s nothing quite like the flexibility that an Excel workout template offers—you can track everything from sets and reps to personal bests. They’re a cost-efficient method to maintain organization, save time, and enhance your workflow — allowing you to concentrate on what’s most important: helping your clients achieve their goals.
How to Track Workouts in a Spreadsheet for Your Clients
Here’s how to organize & structure your spreadsheet for maximum efficiency:
What to include:
Name, age, and fitness level
Specific goals (e.g., weight loss/ muscle gain/ rehab)
Relevant notes (health conditions, preferred workout)
Workout Details:
Columns for exercise, sets, reps, weight, rest time/tempo
Progress Indicators:
Track key metrics, such as weight lifted over time, more reps or sets than last time, and improvements in stamina (such as carrying an object for a longer time or greater distance).
Notes or Feedback:
Provide an area for client feedback on their workouts, as well as trainer comments to note strengths or areas for development.
How to Set Up Your Excel Workout Plan Template
Set Up Column Headers for Clarity and Consistency:
Use clear labels like "Exercise," "Sets," "Reps," "Weight," "Date," and "Comments."
Organize the spreadsheet chronologically or by workout phases for easier tracking.
Use Conditional Formatting to Highlight Key Metrics:
Apply color coding to milestones like personal records (PRs).
Highlight missed sessions or areas where progress has plateaued.
Use green for progress, yellow for areas of focus, and red for issues.
Incorporate Filters or Dropdowns for Customization:
Add dropdown menus for exercise selection to standardize entries.
Use filters to quickly sort by specific data (e.g., exercise type, client name, or date).
Include pre-set categories for workout types (e.g., strength, cardio, mobility).
How to Track Workout Programs in Excel / Google Sheets
Long-term fitness plans can be organized, analyzed, and customized by Excel and Google Sheets.
Individual Workout Tracking vs. Whole Program Tracking
You can log in for an individual session, including all the exercises, sets, reps, and weights used. This is ideal for tracking daily progression and immediate feedback. Alternatively, you can track multiple sessions over weeks or months. This allows you to monitor phases and progress and see the individual workouts as pieces to a greater puzzle.
With whole program tracking, you can break the program into separate phases that align with the client’s training goals. Here are three common phases:
Strength Phase: Higher weight/lower rep.
Endurance Phase: Higher reps with lighter weights over a longer time/session.
Hypertrophy Phase: Moderate weights and sets to build muscle mass.
Clearly label each phase with separate rows, columns, and/or even tabs.
Get a 100% free, advanced workout tracker spreadsheet here.
Tips for Spreadsheet Efficiency
Use different sheets for each client and training phase (such as Weeks 1-4 for strength, Weeks 5-8 for endurance, etc.)
Using different colors for each phase will help you easily navigate.
Calculate Key Metrics Automatically with Formulas: Calculate training volume with formulas like: Volume = Sets × Reps × Weight.
Track intensity by comparing actual performance to estimated 1-rep max using a formula like: Intensity % = (Weight / 1RM) × 100.
Automate progress tracking by linking workout sheets to summary tabs for a clear overview of trends.
Spreadsheet for Workouts for Personal Trainers Template
To make it easier for personal trainers to manage client progress, we’ve created a free spreadsheet for workouts for personal trainers Excel template. It’s simple, effective, and customizable to your needs.
The template comes preloaded with example data for a fictitious client so that you can see how you would enter and track workouts. Customize the template by adding your logo in the header. Set the colorful designs according to your style of personal training.
For rehab-focused programs, include additional columns for pain scores or recovery notes. Add speed, agility, or sport-specific training metrics for sports-specific training. Customize the progress tracker to highlight areas that matter most: gains in endurance, for example, or increased flexibility.
Get the FREE template and example of how to track client workouts in Excel by clicking here.
Pros and Cons of Using an Excel Template
Pros:
Cost Effective: Excel and Google Sheets are either free or included in widely used software packages, so they are budget-friendly.
Accessible: They can be accessed from a variety of devices, making it possible for trainers to work from laptops, tablets, or mobile phones.
Fully Customizable: By utilizing templates and customizing them to your specifications- whether that is tracking progress indicators or creating specialized workout phases - you get complete control of layout, formulas and visuals.
Zero Learning Curve for Spreadsheet Users: If you’re already comfortable with Excel or Google Sheets, you can get up and running with a system in no time, and without having to undergo extra training or purchase tools.
Serves as a Foundation for Future Upgrades: Begin with a spreadsheet to get a sense of what you need to track in the way of data before purchasing specialized fitness software.
Cons:
Time-Consuming Setup for Large-Scale Client Bases: If you have a lot of clients, tracking them on spreadsheets can be quite labor-intensive.
Limited Automation: Excel can create basic formulas, but it lacks the automation capabilities of fitness apps or specialized software.
Potential for Errors: Without the proper setup or validation rules, incorrect formulas or data entry errors can result in inaccurate tracking or reporting.
Lack of Visual Appeal: Spreadsheets themselves might seem plain, or unprofessional, especially if you’re sharing them with clients, as compared to polished software dashboards.
Here's a FREE Alternative to Using Spreadsheets
Spreadsheets can give you great flexibility but poor accessibility. If you're looking for an alternative that is equally free and even easier to use, try EZbook.
EZbook not only has the world's easiest, most flexible client program and progress tracker, it's also an all-in-one app where you can track and schedule sessions, track your payments and do more.
With EZbook, you can:
Track and schedule client sessions, fast, on-the-go on your mobile app or on the web
Log your clients' workout programs and performance with easy copy-paste templates and stunning charts
Track any progress metric you like! Whether you want to track waist measurements, weight, exercise PRs, or sleep hours. This is the most flexible way to showcase client progress.
Unlike most apps or tools in the market, EZbook keeps it simple without overcomplicated, clunky features and unbeatable pricing. It has a generous 100% free forever plan to try it out.
Conclusion
Spreadsheets for workouts for personal trainers offer a flexible, affordable, and highly customizable way to track workouts with clients. Using Excel or Google Sheets you can track important metrics, graph trends, and structure client information to keep you and your clients accountable to their fitness goals.
We invite you to grab the free template, and see how you might make the necessary tweaks to suit your needs best, whether you’re serving a single client or an ever-expanding portfolio of clients. Whether it's adding branding or customizing for rehab or sports-specific schedules, the potential is endless.
As your business expands, it may be worth transitioning from spreadsheets to something fitness-specific. Additionally, these platforms come with more advanced features such as automatic reporting, client management, and even workout generation, which further streamline your operations. But a spreadsheet is a great place to start, allowing you to build a solid foundation before committing to more costly software later.
Get your free template, which you can customize to up your client tracking game!
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