Selling Session Packs: Tracking Sessions Used, Sessions Left and Renewals

"20 sessions a month" sounds simple until a client does 15 in three weeks, takes a week off, and comes back for the last five. Then you need to know how many are left, whether the pause counts, and when to talk about renewing. This is how Trainzilla tracks it.

What the system counts

• Each plan can include a number of sessions, per month or across the plan period. You choose which when you set up the plan.
• A session month runs from the client's membership start date, not the calendar month.
• A past confirmed session counts as attended. A past session that was never confirmed counts as not having happened.
• Clients and coaches see sessions used and sessions left.

Rules you set per plan

• No-shows: decide whether a no-show counts as a used session. The default is yes.
• Rollover: decide whether unused sessions carry over. The default is no, and at most one month of leftovers carries, never compounding.

These are plan settings, so a gym can run a strict policy on one plan and a flexible one on another. The plan's coach or the gym's owner or admin can change them.

Pauses

A pause stretches the session month. For memberships that do not auto-renew, such as desk memberships, it also moves the end date. For auto-renewing billing, the billing date does not move. Pauses are capped at 90 days and cannot be backdated more than 60 days, and a pause is refused if sessions are booked inside it.

Knowing when to renew

A client is flagged as low when they have two or fewer sessions left and are not paused. Gym owners see these members on their renewals list even if the end date is still weeks away, so the conversation happens while the client is still training.

Bookings follow your working hours

Booking and rescheduling respect the coach's working hours and already booked sessions, on both the coach and client side. A coach with no working hours set cannot be booked until they add them in their profile. Coaches can also split their day into two ranges, for example 05:00 to 09:00 and 18:00 to 22:00.

For the gym side of renewals, read How to stop gym memberships lapsing quietly.