5 Best Client Portal Software for Fitness and Personal Coaches in 2025

If you’ve been using a client portal but still rely on separate apps for bookings, payments, or client tracking, we get it. It’s time-consuming, and easy to lose focus. 

Every fitness or personal coach reaches that point where they need one reliable system that just works. With that thought, we’ll break down the top client portal software for fitness and personal coach professionals. 

Here, we’ll compare how each handles branding, automation, payments, and client experience. By the end, you’ll know which platform actually fits how you work.

Quick List of Client Portal Software for Fitness and Personal Coaches

• Agency Handy: Best for fitness coaches who want branded portals, multi service listing, automated billing, and client progress tracking in one setup.
• Delenta: Ideal for personal coaches who need easy scheduling, recurring payments, and client messaging.
• SuiteDash: Perfect for trainers managing group programs and file sharing with custom dashboards for each client.
• Paperbell: Great for solo coaches who want simple client scheduling, payments, and progress tracking.
• Profi: Best for hybrid coaches running 1-on-1 and group sessions with built-in video and detailed client progress tracking.

Comparison Table of the Best Client Portal Software for Fitness and Personal Coaches

Here’s a clear side-by-side look at the leading platforms fitness and personal coaches use to manage clients, payments, and progress. This quick comparison shows which tools cover the essentials at a glance.

Platform	Client Management	Multi-Service Listing	Built-in Payment Gateway	Starter Pricing (Monthly)
Agency Handy	✅	✅	StripePayPalWiseCrypto	$19/month
Delenta	✅	❌	StripePayPal	$29/month
SuiteDash	✅	❌	StripePayPal	$19/month
Paperbell	✅	❌	StripePayPal	$57/month
Profi	✅	❌	Stripe	$49/month

Top 5 Client Portal Software for Fitness and Personal Coaches

Whether you train clients in person or online, you need one place to handle bookings, payments, and progress updates without switching apps.

That’s why we looked at dozens of options. Our main focus was on branding, easy setup, automation, service listing, and a good experience for both you and your clients.

Finally, we’ve listed the 5 best client portals for you.

1. Agency Handy

Agency Handy is the best client portal software for fitness and personal coach professionals who want one place to manage clients, sessions, and payments. It gives you a simple branded space where clients can book sessions, track progress, and message you directly. 

You can onboard new clients, send invoices, and keep everything running inside your own custom-branded dashboard. Plus, it allows you to track goals, assign workouts or nutrition plans, and collect client feedback with clean, built-in forms. 

In the meantime, the Kanban-style task board keeps your schedule visible and helps you stay on top of deadlines and check-ins. 

Billing is straightforward. It auto-generates invoices when a client buys a plan or session. You can offer one-time or recurring payments, accept PayPal, Stripe, Wise, or even crypto. Most importantly, set up payment reminders once, and the system takes care of the rest.

Your clients get a smoother experience, too. They can upload progress photos, review workout plans, and share feedback right in the portal. Everything stays private and secure. 

Key Features of Agency Handy

You need a proper structure to manage the fitness of your clients. You need structure. Agency Handy gives you one place to manage clients, programs, payments, and updates under your own brand.

White-Label Customization

Agency Handy lets you fully brand your platform. Upload your logo, set your color scheme, and connect a custom domain so your coaching space feels like your own professional app. From emails to invoices, every detail reflects your identity, building trust and consistency with clients.

Multi-Package Service Catalog

You can create multiple training packages, for example, Beginner Fitness Program, 12-Week Weight Loss Challenge, or Premium Personal Training. Also, you can set pricing, durations, and even offer trials to attract clients. It makes it easier for clients to browse and purchase plans directly.

Custom Forms

You can build intake forms to collect key fitness details, like client goals, medical conditions, or dietary habits. These forms ensure every program starts with accurate data and minimize back-and-forth messaging.

CRM: Manage Clients and Leads 

This built-in CRM helps you capture new leads, track where they are in your funnel, and manage every active client in one place. You can log health details, fitness goals, and past communications to keep client info organized and instantly accessible.

Order and Task Management

Each new client sign-up or purchase creates an order automatically. You can then break it into structured tasks like “Meal Plan Setup” or “Workout Check-in,”and  assign deadlines. In addition, it gives you visual progress through the Kanban board to your workflow on schedule and transparently.

Client Collaboration and Feedback

Agency Handy offers built-in communication tools so clients and coaches can work together easily. Upload PDFs, videos, or images and comment directly on them. It’s often helpful for analyzing posture, form, or progress photos. Besides, you can review, annotate, or reply to make collaboration smooth without external apps.

Billing and Subscription Management

Automate payments for recurring coaching plans or one-time sessions. You can issue branded invoices, accept payments through Stripe, PayPal, Wise, or crypto, and set reminders for renewals or missed payments. It keeps your finances predictable and professional.

Time Tracking

Agency Handy’s Time Tracking feature helps you log hours spent on client programs, planning, or sessions. You can start and pause timers or enter hours manually. Meanwhile, the system automatically creates timesheets for transparency and performance analysis.

Secure Access and Role Management

Keep everything safe with customizable roles. Limit what assistants, nutritionists, or clients can access. Agency Handy encrypts all client files, billing data, and communications, maintaining privacy while keeping your operations organized.

Beyond the core tools, Agency Handy offers advanced features that make your client portal smarter and more flexible —

• Custom Domain
• Sign-in Portal
• Workspace Configuration
• Appearance Settings
• Email Setup
• Email Templates
• Ticketing System
• Coupons Feature
• Add-Ons
• Portfolio
• Embedding forms
• Tax Rate Configuration

Best Use Cases of Agency Handy

Agency Handy helps fitness and coaching professionals keep everything in one place, from clients, payments, tasks, to feedback.

• Personal Fitness Coaches: Create customized training plans, track client progress through shared tasks, and manage recurring payments with automated invoicing and reminders.
• Online Yoga or Pilates Instructors: Use the client portal to share video sessions, handle class bookings, and collect payments through Stripe or PayPal, all from one place.
• Nutritionists and Diet Coaches: Store client meal plans, send updated PDFs using file feedback, and use automated reminders to follow up on check-ins or renewals.
• Corporate Wellness Consultants: Manage multiple company accounts, send proposals, and track participation reports through role-based dashboards and analytics.
• Life and Executive Coaches: Handle onboarding forms, session scheduling, and progress tracking in one organized system, keeping client data secure and centralized.
• Sports and Performance Trainers: Upload training videos, receive client feedback directly on files, and monitor individual progress using embedded analytics and reports.

Pros of Using Agency Handy

• Makes billing, payments, and renewals simple to handle.
• Lets you brand everything with your own logo and colors.
• Keeps client messages and updates in one clean chat space.
• Tracks time spent on each client or training plan.
• Supports recurring memberships and subscription-based coaching.
• Embed tools like Google Drive or YouTube for easy sharing.

Agency Handy Pricing

Agency Handy offers flexible plans that grow with you, from solo coaching to a full fitness team setup.

1. Freelancer: $19/month or $13/month billed annually 
2. Team Starter: $99/month or $66/month billed annually
3. Business Pro: $199/month or $133/month billed annually 

You can get started with a 7-day free trial, no credit card required. Yearly plans also include 4 months free.

What Users Say About Agency Handy?

Reviews on G2: 4.9 out of 5

“It is remarkably beneficial as the process is seamlessly connected—each client onboarding automatically triggers new tasks or projects with minimal effort.” – Bao H.

Reviews on Capterra: 4.5 out of 5

“Agency Handy is an all-in-one solution that has streamlined our operations, improved client satisfaction, and boosted team productivity.” – Priyanka P.

Reviews on Product Hunt: 4.4 out of 5

“Agency Handy is a game-changer for agency operations, seamlessly integrating project management, client communication, and invoicing into one intuitive platform.” – Alauddin

Why Should You Choose Agency Handy for Client Portal Software for Fitness and Personal Coach? 

Here’s why you must consider the client portal of Agency Handy if you’re into fitness.

Challenges Faced by a Fitness and Personal Coach	How Agency Handy Meets
Generic logins and domains reduce trust.	Full white labeling with custom domain
Switching between YouTube, Drive, or forms slows down work.	Embed tools like Google Drive, YouTube, or Figma
Coaches can’t easily showcase add-ons or premium plans.	Multiple service tiers with pricing, offer extras, and use discount coupons for trials
Manual invoicing and multiple apps lead to confusion and delays.	Accept payments via Stripe, PayPal, Wise, manual banking, or even crypto.
Using Google Docs or Sheets makes the business look less professional.	Upload your logo, brand colors, and connect custom domain.
Reviewing workout plans or diet charts by email causes miscommunication.	Upload PDFs, images, or videos and let clients comment directly.

2. Delenta

Delenta keeps your coaching in one place, from scheduling, payments, progress, to client chats, all under one login. You can set up sessions, send reminders, and get paid through Stripe or PayPal without chasing clients. 

Each client gets their own simple portal to view workouts, track progress, and message you directly. You can even add your logo and colors so the portal looks like it’s yours.

As one reviewer, Monica H., noted on Capterra: “The mobile app isn’t very useful as a coach… it’s best used on a computer screen.” Otherwise, most coaches say Delenta saves hours each week by keeping everything and everyone organized.

Features of Delenta

Delenta gives fitness and personal coaches a single, professional hub to manage clients, track progress, and automate admin work.

• Client Portal: Create a branded digital space where clients can view workouts, goals, payments, and session notes anytime.
• Scheduling and Booking: Let clients self-book sessions, receive automatic reminders, and avoid no-shows with synced calendars and alerts.
• Group Coaching: Manage group classes, track attendance, and engage clients through shared goals, chats, and collaborative updates.
• Time Tracking: Track billable hours and delivered sessions to monitor performance and maintain accurate client records.
• Multi-Coach Management: Manage assistant trainers or co-coaches under one platform while tracking schedules, hours, and client assignments.
• Client Communication: Replace scattered WhatsApp messages with built-in live chat for clear, centralized conversations.
• Subscription and Payments: Automate invoicing and renewals through Stripe or PayPal to reduce manual billing and late payments.
• Integrations: Connect with tools like Zoom, Google Calendar, and Outlook for smooth session management and video coaching.
• Course and Program Builder: Create structured fitness programs, bundle sessions, and deliver them as recurring or one-time coaching packages.

Pros of Delenta

• Automates scheduling, payments, and reminders easily.
• Custom-branded portal enhances your professional image.
• Supports one-on-one and group coaching efficiently.
• Simplifies invoicing and recurring payments for sessions.
• Easy onboarding with customizable intake forms.

Cons of Delenta

• Some customization options remain basic.
• Learning curve for new users at setup.

Delenta Pricing 

Delenta keeps things simple. You choose the plan that suits your coaching setup and can switch anytime.

1. Starter: $29/month (billed monthly)
2. Pro: $49/month (billed monthly)
3. Premium: $79/month (billed monthly)
4. Teams: Starting from $99/month (billed monthly)

It allows you to try it for free for 7 days without a credit card. Annual plans save you up to 25%.

What Users Say About Delenta?

Reviews on G2: 4.9 out of 5

“As a new coach, having all the features I need in one place — from scheduling sessions to managing clients — makes my work so much smoother and more enjoyable.” – Sita P.

3. SuiteDash

SuiteDash works as a solid client portal for fitness and personal coaches who want everything in one place. You can manage bookings, payments, and client communication without switching between tools. 

It helps you share workout plans, track progress, and send invoices while keeping your brand front and center through white-label features. In fact, coaches appreciate how it replaces scattered tools like Google Sheets or PayPal with one workspace.

As one G2 reviewer, Aniket A., said, “The client portal is hands down my favorite part.” Still, it takes time to learn and set up properly.

Features of SuiteDash

For fitness and personal coaches, SuiteDash brings everything together in one secure client portal.

• White-Label Client Portal: Lets you create a fully branded space where clients check workouts, notes, and progress under your logo and domain.
• Booking and Scheduling: Syncs with your Google or Outlook calendar, allowing clients to book sessions without back-and-forth messages.
• Group Coaching Management: Creates group programs or classes, tracks attendance, and keeps communication clear between multiple participants.
• Client Onboarding Flows: Guides new clients through forms, waivers, and first-session booking without manual follow-ups or extra emails.
• Automated CRM: Manages all client details, sessions, and conversations in one place so you never lose track of relationships.
• Progress Tracking Dashboards: Gives each client a personalized dashboard to view completed workouts, goals, and milestones in real time.
• Billing and Payment Automation: Handles recurring payments, subscriptions, and reminders automatically.
• File and Resource Sharing: Securely uploads and shares meal plans, training guides, or progress photos within client-specific folders.

Pros of SuiteDash

• White-label portal keeps your brand front and center.
• Automates onboarding, payments, and client communication.
• Helps track progress and share updates easily.
• Secure file sharing for workouts, forms, and progress photos.
• Custom dashboards show client goals and activity clearly.

Cons of SuiteDash

• Takes time to learn and set up.
• Interface can feel crowded with too many tools.
• Setup and customization can be overwhelming at first.

Pricing of SuiteDash

SuiteDash keeps things straightforward. One flat price per month, no extra charge for more users.

1. Start: $19/month (billed monthly)
2. Thrive: $49/month (billed monthly)
3. Pinnacle: $99/month (billed monthly)

Try this Free client portal software for fitness and personal coach  for 14 days without needing a credit card. You can pay yearly and save up to $108.

What Users Say About SuiteDash?

Reviews on Capterra: 4.9 out of 5

“The ability to create a portal of your dreams. The ability to customize what I want is absolutely amazing!” – Tina R.

4. Paperbell

Paperbell helps you handle the daily grind of coaching in one spot. You can schedule sessions, collect payments, and track client progress without needing multiple apps like WhatsApp or Google Sheets. 

Plus, your clients can book, pay, and view their plans on their own, so you skip the back-and-forth. However, it’s missing a few fitness tools, though. 

One coach on Capterra, Lila H., noted, “I wish the look and feel were more customizable for the client side.”

Features of Paperbell

Here’s what Paperbell brings to you —

• Client Portal: Gives every client a private space to book sessions, track progress, download plans, and manage payments effortlessly.
• Smart Scheduling: Lets clients self-book sessions based on your set hours while syncing calendars and sending automatic reminders to prevent no-shows.
• Group Coaching Support: Host small group sessions or live classes, manage multiple participants, and share materials.
• Feedback and Forms: Gather client check-ins, satisfaction surveys, and fitness feedback automatically to personalize training and maintain accountability.
• Online Payments: Collect fees instantly with integrated Stripe or PayPal, manage subscriptions, and offer flexible payment plans.
• Branded Website: Build a professional coaching site with your colors, images, and offers.
• Progress Tracking: Keep notes, milestones, and completed sessions organized to easily review client progress and highlight transformation results.
• Content Delivery: Upload PDFs, workout videos, or nutrition guides directly to each client’s portal or drip-feed resources over time.

Pros of Paperbell

• Simplifies client onboarding for fitness and personal coaches.
• Ready-made website enhances brand credibility fast.
• Saves hours weekly through automation and integrations.
• Easy for clients to book, pay, and access materials.
• Simplifies communication and follow-ups automatically.

Cons of Paperbell

• Limited customization for website design and branding.
• Lacks native course-building or forum features.
• Requires Stripe for payments despite showing PayPal.

Pricing of Paperbell

Paperbell offers flexible, transparent plans that grow with you.

1. Free Preview Plan
2. Monthly Plan: $57/month
3. Annual Plan: $570/year with 2 months free

Test Paperbell free for 7 days with all features. Also, you can save $114 and get two months free when you pay yearly.

What Users Say About Paperbell?

Reviews on Capterra: 4.7 out of 5

“The just what you need features and I’ve been able to adapt it to my changing business. I’ve loved the new support and updated changes to the UI.” – Kim P.

5. Profi

Profi helps you to run the business in one place by removing the need for Google Zoom, Workspace, Typeform/Jotform, Calendly/Acuity, etc. It covers scheduling, billing, video sessions, and client management.

You can host live or group workouts, share progress updates, and send forms or check-ins right through the client portal. Follow-ups go out automatically, so your clients don’t miss sessions. Payments are simple too, with built-in subscriptions and package options.

Though it feels pretty clean as a client portal, it can improve its customization. As adam v. put it, “I don’t love the outside url for my profile link, but honestly the software feels so clean and trustworthy that I don’t mind too much.”

Features of Profi

Profi brings all your coaching work into one organized place. 

• Client Portal: Give clients a single space to view sessions, track progress, complete forms, make payments, and access shared materials easily.
• Scheduling and Calendar: Sync Google or Outlook calendars, share a booking link, and prevent double bookings with automatic reminders for both coach and client.
• Video Conferencing: Host one-on-one or group sessions directly inside Profi with built-in video calls, screen sharing, and automatic session recordings.
• Packages and Subscriptions: Sell training or coaching packages, track used sessions, and automate renewals or recurring payments for long-term programs.
• Forms and Agreements: Collect intake details, signed agreements, and weekly progress updates automatically.
• Payments: Charge for sessions or programs securely through Stripe, with one-time, installment, or subscription options and zero extra platform fees.
• Programs and Courses: Build structured programs with videos, lessons, and progress tracking. 

Pros of Profi

• Built-in video and chat simplify client communication.
• Clean, professional portal increases client experience.
• Automates reminders, forms, and session tracking.
• Flexible setup for 1-on-1 or group coaching.
• Supports progress tracking with forms and notes.

Cons of Profi

• No built-in CRM yet available.
• Lacks website builder or marketing tools.
• Interface customization options are limited.

Pricing of Profi

Each plan of Profi fits a different stage of your coaching work and includes the same core tools to run your business easily.

1. Solo: $49/month
2. Team: $349 / month (annual billing)
3. Business: $699 / month (annual billing)
4. Enterprise: Custom pricing
5. Network: Custom pricing

It only offers a 14 days trial for the Solo plan.

What Users Say About Profi?

Reviews on Capttera: 4.8 out of 5

“Now I feel like I have all the components in one place: surveys, assessments, forms, messenger, and a program builder.” – Alla K.

How to Choose the Best Client Portal Software for Fitness and Personal Coaches

When you’re running a coaching business, the right software should handle clients, sessions, and payments in one clean setup. With that said, here are the features you should look out when looking for the ideal one.

Client Management and Tracking

You’ll want a tool that helps you keep everything about a client in one view. It should let you track goals, record progress, and pull up notes quickly without flipping through old spreadsheets or apps.

Secure and Branded Portal

Go for software that lets you make it your own. You should be able to add your logo, colors, and even a custom domain. The goal is to when your clients log in, it should feel like your brand’s space.

Flexible Scheduling and Payments

Choose a system that makes it easy to schedule sessions, send reminders, and take payments automatically. Look for support for recurring plans, subscriptions, and gateways like Stripe or PayPal so you don’t have to manage billing manually.

Progress Sharing and Feedback

Pick something that lets clients upload photos, check plans, or leave comments directly in their portal. It keeps updates and conversations simple and organized in one place.

Automation and Time Management

Find a platform that handles the small stuff for you, like sending invoices, reminders, or intake forms. Features like time tracking or task boards can help you stay focused and manage your workflow without extra effort.

So, What’s The Best Client Portal Software for Fitness and Personal Coach?

The best client portal software for fitness and personal coaches is Agency Handy. It gives you everything that you need into one place, like onboarding, scheduling, payments, and progress tracking. 

Plus, you can create custom workout or nutrition plans, manage clients, and gather feedback directly inside your branded dashboard.

What really makes Agency Handy stand out is its white-label setup, automated billing, and built-in CRM that keeps leads and clients organized. With task boards, file feedback, and secure role controls, you’ll give clients a professional experience every time.

Final Words

Client portal software for fitness and personal coach work makes running your business simpler. It keeps sessions, payments, and updates in one spot. That way, you save time, stay organized, and give clients a clearer way to follow their progress.

Agency Handy is built with that simplicity in mind. You can brand your own portal, handle recurring payments, track workouts, and share files without switching between tools. 

With built-in invoicing, progress tracking, and secure file sharing, Agency Handy helps coaches stay organized.

FAQs

1. What is client portal software for fitness and personal coaches?

Client portal software is a secure online hub where coaches manage clients, payments, sessions, and feedback in one place. It lets clients log in to view workouts, track progress, and chat with their coach to remove the need for multiple apps or manual coordination.

2. Why do fitness coaches need a client portal?

A client portal helps fitness coaches centralize every part of their work, from booking sessions and collecting payments to tracking progress and storing files. It reduces admin tasks, minimizes confusion, and gives clients a consistent experience from sign-up to results.

3. How does a client portal improve client experience?

Client portals make the coaching process smooth and transparent. Clients can book sessions, upload progress photos, download workout plans, and provide feedback at any time. It keeps everything organized under one login and makes fitness coaching feel professional, personal, and easy to access.