Recommended flows

These examples show how to handle common coaching situations: monthly coaching, fixed-length programs, one-off routines, Bizum, bank transfers and free services.

Monthly coaching paid by card

For monthly coaching, create a product called Monthly coaching, add a monthly subscription billing plan and leave it renewing until canceled.

When a client wants to sign up, open the product, go to View prices and press Generate payment link on the monthly subscription. If you have already created the client, generate the link for that client. If you are going to post it or send it to someone who is not in TrainerStudio yet, generate a generic link and leave automatic client creation after payment turned on.

The client pays by card and Stripe will try to charge every month. TrainerStudio shows the transaction as active while everything is in order. If a charge fails, it shows up as an issue.

Fixed-length program paid in instalments

Imagine you sell a 6-month program and want to charge it in two payments. Even if for you it is a fixed program, technically you need more than one charge. That is why it is set up as a subscription with a limited number of charges.

You would create a product called 6-month strength program and a billing plan every 3 months with 2 charges. The client pays when they start and again three months later. After that, the cycle ends.

This approach lets you collect instalments without having to remember to send another link halfway through the program.

Personalized routine

For a personalized routine, a one-time payment is usually enough.

Create the product Personalized routine, add a one-time billing plan and generate the link when the client buys it. If the link is generic, Stripe collects the buyer's details and TrainerStudio tries to match the transaction by email. Once they pay, the transaction is completed and there are no further charges.

Client who pays by Bizum

If the client pays by Bizum, there is no need to charge them by card. Register a manual transaction.

Choose the client, the product and the billing plan. Set the method to Bizum and the status to Paid. Adjust the date and time if the money came in at a different moment than now. Add a note with the reference.

That way the payment shows up in TrainerStudio and your transactions are not left incomplete.

Monthly coaching paid by Bizum

If a client pays every month by Bizum, do not record loose payments without context. Create a manual subscription from Subscriptions with the recurring product, the client, the start date and the status of the first payment.

TrainerStudio will not try to charge anything in Stripe. The subscription reminds you that the client has an active fee and lets you mark each period as paid, pending, past due or not required.

Pending bank transfer

If you are waiting for a bank transfer, create the manual transaction with the status Unpaid. When the money arrives, edit the transaction and mark it as paid.

This is better than keeping it in your head or in a chat. The transactions table reminds you that something is pending, although it does not count as an issue until it is unpaid, past due or failed.

Free service

If you decide not to charge for a service, do not mark it as unpaid. Use Free / no charge and the status Not required.

This makes it clear that you are not expecting any money. Add a note with the reason: beta client, collaboration, gift, compensation or whatever applies.

Discount campaign

For a promotion, create the discount first. Then sell the product and apply that discount when you generate the checkout.

If the promotion has a limited number of spots, set it as max redemptions on the discount. If it has an end date, you will need to stop applying it manually when the campaign ends.

Standalone income without a product

If you receive income that does not fit any catalog product (for example, a gift voucher, a one-off sale of equipment or a past payment you forgot to record), open Transactions, press Register transaction and switch the type to Standalone entry.

Enter a descriptive concept ("Mother's Day gift voucher", "In-person session on 14 March"), the amount, the currency and the date the money came in. Optionally, link the client. A standalone entry counts towards the month's revenue but not towards MRR or active clients, because it does not give access to any product.

Keeping the catalog clear

Start with a few products. If an offer is sold the same way and only the payment method changes, use the same product with several billing plans. If the offer is genuinely different, create another product.

Record manual payments on the same day you receive them. And if something is out of the ordinary, write a note. The note that seems unnecessary today can save you a confusing conversation two months from now.