Your clients are on their phones constantly, making text messaging one of the fastest and most direct ways to connect with them. Unlike emails or social media posts, texts are read almost instantly – 90% within three minutes. For personal trainers, SMS can improve client engagement, reduce no-shows, and boost revenue. Here’s how:
- Build Your SMS List: Use opt-ins like QR codes, social media links, or website forms. Offer incentives like discounts or free resources to encourage sign-ups.
- Send Targeted Messages: Segment clients by fitness goals, membership types, or activity levels to send relevant updates.
- Craft Effective Texts: Keep messages short, clear, and personal. Include names, milestones, and clear calls-to-action like "Reply YES to confirm."
- Automate Campaigns: Schedule reminders, follow-ups, and promotions to save time while staying consistent.
- Stay Compliant: Always get consent, provide opt-out options, and follow texting laws like the TCPA.
Texting can help trainers stay connected with clients, motivate them between sessions, and drive business growth. Start small with appointment reminders or motivational texts, test what works, and scale your efforts.
Personal Trainer Pro Tips| 3 Secret Text Messaging Tips to Get More Online Fitness Leadsđź’Ş
Building Your SMS Subscriber List
The backbone of any effective SMS marketing campaign is a well-built subscriber list. And the key to building that list? Permission. A successful list grows through opt-ins, where every contact actively agrees to receive your messages.
Let’s dive into how to set up simple opt-in methods that make signing up as easy as possible.
Setting Up Opt-In Methods
Getting people to subscribe doesn’t have to be complicated. The trick is to make it effortless while clearly showing the benefits. You’ll need multiple ways for potential subscribers to join, and each method should highlight what they’ll gain by signing up.
- QR codes: Place QR codes in high-traffic areas like the front desk, locker rooms, or near equipment stations. When scanned, these codes should lead to a quick form where users can enter their phone number and confirm their opt-in. Be specific about the value – something like, “Scan to get daily workout tips and exclusive member deals” works well.
- In-gym signage: Use signs at check-in desks or around the gym to catch people while they’re already focused on fitness. For example, a sign that says, “Text FITNESS to 555-123-4567 for free nutrition guides” provides a clear, simple action. Once they send the text, they’ll get an automatic confirmation and be added to your list.
- Social media: Platforms like Instagram and Facebook are great for reaching followers who already like your content. Add a sign-up link in your Instagram bio, or create posts that promote the benefits of joining your SMS list, like early access to new classes or personalized tips. You can also include keywords and short codes in Facebook posts for easy opt-ins.
- Website forms: Add sign-up boxes to your homepage or contact page. Keep it simple – ask for just a phone number and maybe a first name. The fewer fields you require, the more likely people are to complete the form.
No matter the method, always include clear language about what subscribers are agreeing to. A straightforward disclaimer like, “By providing your phone number, you agree to receive text messages from [Your Gym Name]. Message frequency varies. Reply STOP to opt out,” ensures transparency and compliance.
Using Incentives to Grow Your List
People need a reason to share their phone number. Offering the right incentive can turn a hesitant prospect into a willing subscriber. Think about what would appeal most to your audience – free resources, discounts, or exclusive perks.
- Free fitness resources: Provide value with resources like a 7-day meal plan, a beginner’s strength training guide, or a video series on proper form. Once someone opts in, send them a text with a link to access the resource.
- Discount codes: Appeal to budget-conscious clients with deals like, “Welcome! Here’s 20% off your first month – use code WELCOME20 at signup.” For current members, consider offering $10 off their next personal training package or a free guest pass to share with a friend.
- Exclusive access: Make subscribers feel special by giving them early registration for popular classes or first access to new programs. This creates a sense of belonging and strengthens loyalty.
- Personalized workout plans: Offer a free 15-minute consultation to create a custom workout plan, delivered via text over the following week. It’s a great way to showcase your expertise while keeping subscribers engaged.
Your incentive should align with your audience’s needs. For example, busy professionals might appreciate quick workout routines, while clients focused on weight loss might prefer nutrition guides or calorie-tracking tips.
Organizing Subscribers into Groups
Not everyone on your list needs the same message. A beginner starting their fitness journey has different needs than an advanced athlete preparing for a competition. Segmenting your list ensures that each subscriber gets messages tailored to their interests.
Consider organizing subscribers by factors like fitness goals, membership types, activity levels, and class preferences. For example:
- Group by goals: weight loss, muscle building, endurance training, or flexibility.
- Categorize by membership type: trial members, basic members, premium members, or personal training clients.
- Track activity: active members, occasional visitors, or inactive members.
- Organize by class preferences: yoga, spin, CrossFit, Pilates, or boot camp.
- Sort by preferred workout times: morning, afternoon, or evening.
RevText simplifies this process with tools to create unlimited contact groups and tag subscribers based on their behaviors or how they joined your list. You can even set up automated workflows to assign new subscribers to the right segments based on their sign-up method or chosen incentive. This saves time while ensuring everyone gets messages that are relevant to them.
Start with basic segments and refine as you learn more about your audience. Pay attention to which groups have higher engagement, and adjust your targeting to improve results. With a well-organized list, you’ll be ready to send messages that truly resonate.
Writing Messages That Get Results
The difference between a text that gets ignored and one that prompts action often comes down to how you craft it. With SMS, you’re working within the tight constraint of 160 characters, but that can actually work to your advantage. By cutting out unnecessary fluff and getting straight to the point, your message becomes sharper and more effective.
Clients typically check texts during workouts or while on the move. They don’t have time to puzzle over complex messages or guess what you want them to do. That’s why every word counts.
Keeping Messages Short and Clear
Unlike emails, SMS messages need to focus on just one idea. Whether it’s a class reminder, a special offer, or a motivational check-in, stick to one core message and build around it with only the essential details.
For example, instead of a long greeting, try: "Sarah, this week only: 25% off all training packages."
To save space, use numbers and symbols like "50%" or "&", but keep the tone natural and professional.
Put the key info up front. Start your message with the most important details. For instance: "Class canceled tomorrow 3/15 due to weather. Makeup session scheduled for 3/17, same time." This ensures the recipient gets the critical information immediately.
Avoid technical jargon. Terms like "HIIT protocol" or "macronutrient optimization" might make sense to you, but they can confuse clients. Instead, say "high-intensity workout" or "meal planning." Always read your text aloud – if it needs explanation, rewrite it.
Making Messages Personal
Generic texts feel like spam, while personalized ones show genuine care and attention. Compare "Great workout today!" to "Sarah, crushing those deadlifts today – you added 15 lbs since last month!" The second example feels thoughtful and specific.
Use first names. Incorporate merge tags to automatically add the recipient’s name. A message like "Mike, ready for tomorrow’s session?" feels much more engaging than a generic "Ready for your session?"
Highlight individual progress and goals. Mentioning specifics shows you’re paying attention. For example, "You’re 3 workouts away from your 50-session milestone" or "Your 5K time improved by 2 minutes this month" creates a personal connection.
Adapt to their fitness level. Beginners and advanced clients need different language. For example, tell a beginner: "Let’s focus on consistency – aim for 3 workouts this week." For an experienced client, try: "Time to push past that plateau – let’s add progressive overload to your routine."
Acknowledge preferences and schedules. If you know someone prefers morning sessions, mention it: "Spotted an opening in tomorrow’s 6:00 AM class – want me to save you a spot?" This shows you’re paying attention to their routine.
Celebrate milestones. Whether it’s a birthday, gym anniversary, or a fitness goal, recognition matters. "Happy birthday, Jessica! Your first training session is on us this week" feels thoughtful and builds loyalty.
By using segmentation and automation tools, you can scale personalized messages without sacrificing that one-on-one feel. The goal is to make every client feel like the message was written just for them.
Creating Strong Calls-to-Action
Once you’ve personalized your message, end with a clear next step. Every message should have a purpose, and a strong call-to-action (CTA) tells the recipient exactly what to do. Vague phrases like "Let me know if you’re interested" don’t work as well as direct instructions.
Be specific about the action. A clear CTA like "Reply YES to book your spot" is much more effective than "Check out our promotion." The easier it is to understand, the more likely they’ll respond.
Add urgency when appropriate. Time-sensitive offers encourage faster action. For example: "Only 3 spots left in Saturday’s boot camp – reply NOW to claim yours." Just make sure the urgency is real – don’t create false deadlines.
Make it easy to act. Remove any barriers to responding. For example: "Reply with your preferred time: 1 for 9 AM, 2 for noon, 3 for 6 PM," or "Click here to book: [link]." If phone calls are an option, say: "Call me at 555-0123."
Use action-oriented verbs. Words like "book", "claim", "start", "join", and "reserve" feel more dynamic. For instance, "Book your free consultation today" sounds more engaging than "A free consultation is available."
Match the CTA to the message. A motivational check-in might end with: "Reply and tell me how you’re feeling about your progress." A promo could close with: "Use code FIT20 at checkout – expires 11/30/2025." For appointment reminders, try: "Reply C to confirm or R to reschedule."
Clear CTAs turn passive readers into active participants. When recipients know exactly what to do and how to do it, they’re far more likely to take action. That’s how you turn simple text messages into better attendance, more bookings, and stronger relationships with your clients.
SMS Campaign Types for Personal Trainers
Crafting the right SMS campaigns can help personal trainers meet both business goals and client expectations. Each type of message serves a different purpose, from handling appointments to driving engagement.
Appointment and Service Messages
These practical texts keep your schedule running smoothly, reduce no-shows, and make communication with clients seamless.
Session reminders are a must for keeping clients on track. Sending a text 24 hours before an appointment works well: "Jason, your training session is tomorrow 11/29/2025 at 10:00 AM. Reply C to confirm or R to reschedule." For clients prone to forgetting, a follow-up two hours before the session can make all the difference.
Class schedule updates ensure clients are informed about last-minute changes. If a spin class moves rooms or an instructor swaps out, let them know immediately: "Tonight’s 7:00 PM spin class moved to Studio B. Instructor change: Maria covering for Tom."
Payment confirmations offer clarity and reassurance. After a transaction, try: "Payment received: $150 for 5-session package. Balance: $0. Receipt emailed."
Package expiration alerts encourage clients to use their sessions before they lose them. For instance: "Lisa, you have 3 sessions remaining in your package, expiring 12/15/2025. Want to schedule them now?"
Form and document requests simplify admin work. Instead of relying on email, a quick text can get faster results: "Quick reminder: Please complete your health assessment form before your first session on 12/2/2025. Link: [URL]"
Discount and Offer Campaigns
Promotional texts can boost revenue when they feel timely and relevant. The trick is to be thoughtful, not pushy.
Limited-time package deals are great for creating urgency. For example: "New Year Special: Buy 10 sessions, get 2 free. Offer ends 1/15/2026. Reply BUY or call 555-0123." The deadline and clear savings make the offer compelling.
Referral bonuses transform happy clients into advocates. After a successful first month, send: "Love your progress, Maria! Refer a friend and you both get 20% off your next package. Share this link: [URL]"
Flash sales can quickly fill empty slots. If your afternoon is wide open, text your clients: "Today only: Book a 2:00 PM or 4:00 PM session for $30. First 3 replies get the spot." This keeps your schedule full without undercutting regular rates.
Birthday and anniversary discounts add a personal touch. "Happy birthday, Kevin! Enjoy a free 30-minute session this week – our gift to you. Book anytime before 12/7/2025." These messages nurture relationships while encouraging repeat visits.
Seasonal promotions work because they align with natural fitness goals. Before summer, you might text: "Beach body ready? 8-week transformation package: $600 (save $200). Includes meal plan & body composition tracking. 5 spots left."
To avoid overwhelming clients, limit promotional messages to 2-3 per month per person. Too many offers can lead to people tuning out or waiting for discounts.
Motivation and Check-In Messages
These texts keep clients engaged and motivated between sessions, helping them stay consistent.
Progress celebrations highlight their achievements. For instance: "Carlos, 225 lbs on bench press today – that’s a 35 lb increase since September! Your consistency is paying off."
Workout reminders for self-guided training help clients stick to their plans. "Don’t forget your 30-minute run today, Ashley. You’ve got this!"
Nutrition check-ins provide extra support for clients working on their diet. "How’s the meal prep going this week, Jordan? Remember, protein at every meal. Need recipe ideas?"
Challenge invitations inspire community and friendly competition. "December plank challenge: Hold for 2 minutes by month’s end. Who’s in? Reply YES to join our group."
Recovery and rest day encouragement remind clients that rest is just as important as training. "Rest day reminder, Sam: Your muscles grow during recovery, not just in the gym. Stay hydrated and get 8 hours tonight."
Weather-related motivation tackles excuses head-on. On a gloomy day: "Rainy days don’t cancel gains. See you at 6:00 AM – coffee’s on me after we finish."
Re-engagement messages reconnect with clients who’ve gone quiet. After a few weeks of no shows, send: "Haven’t seen you in a while, Nicole. Everything okay? Let’s get you back on track – first session back is 50% off."
Next, explore how to automate these campaigns to save time while keeping them personal.
sbb-itb-9f7e00b
Using Automation to Save Time
Automation simplifies your daily workload and helps keep clients engaged – key for maintaining long-term relationships. Running a personal training business involves balancing client sessions, administrative tasks, and marketing efforts. Automation can take over repetitive tasks like sending reminders and check-ins, freeing up your time while ensuring clients stay informed and connected.
Scheduling Messages Ahead of Time
Planning your messages in advance ensures consistent communication without requiring you to be glued to your phone. By batching and scheduling texts monthly, you can align them with client schedules and seasonal opportunities.
Timing is everything. Messages sent during typical waking hours – between 8:00 AM and 8:00 PM – are more likely to be well-received. For instance, a 6:00 AM reminder for a workout might be motivating, but an early-morning promotional text could feel intrusive. Appointment reminders work best when sent the day before, with a follow-up closer to the session. Weekday morning promotions often fit well into clients’ routines, while weekend messages are better suited for motivational content rather than sales pitches.
Recurring message templates can also save you time. If you regularly send a "Monday Motivation" text, create a reusable template that you can tweak with a new tip or quote each week. Once your messages are ready, set up automated sequences to deliver them effortlessly.
Setting Up Automated Message Sequences
Automated workflows allow you to send personalized messages triggered by specific events or timelines. These workflows handle repetitive communication tasks, saving you hours each week.
For new clients, automation can create a great first impression while reducing your workload. For example, when someone signs up, they could receive a welcome text like: "Welcome to the team, Rachel! Your first session is 12/5/2025 at 9:00 AM. Bring a water bottle, towel, and comfortable workout clothes. Questions? Just reply." A few days later, a follow-up message might provide preparation tips. Post-session follow-ups can keep clients motivated – send a recap and some encouraging words a few hours after their session. For those on specific programs, you can include reminders about assigned workouts or nutrition goals.
Automation can also safeguard your revenue. When a client’s package is about to expire, set up a series of reminders. Start with a friendly nudge and gradually increase urgency as the expiration date approaches. You might even offer a discount for renewing sessions early.
For re-engaging inactive clients, automated campaigns can work wonders. A series of messages – starting with a casual check-in, followed by a special offer, and ending with a final outreach – can bring clients back without being too pushy.
Weather-triggered messages are another clever tool. If temperatures rise above 85°F, you could send hydration reminders for outdoor sessions. On colder days (below 32°F), suggest dressing in layers and warming up properly. If rain is expected, an automated message can inform outdoor bootcamp attendees of a backup indoor location.
RevText makes setting up these workflows easy with its drag-and-drop builder. You define the triggers – like a new signup, completed session, or inactivity – set the timing, and craft your messages. The platform handles the rest, ensuring clients receive timely, relevant texts without duplicates.
Once your automated sequences are running, it’s important to track how they’re performing.
Measuring Campaign Performance
To refine your SMS strategy, monitor key metrics like delivery, read, and response rates.
Delivery and read rates show how effectively your messages are reaching clients. If engagement is lower than expected, consider adjusting factors like timing, message length, or updating your contact list.
Response rates to calls-to-action – such as confirming appointments or taking advantage of offers – can reveal how engaged your clients are. Similarly, tracking link clicks (to booking pages or additional resources) helps measure the appeal of your messages.
Aligning these metrics with business outcomes is crucial. Compare the cost of your messaging campaigns to the number of sessions booked or packages sold to assess their return on investment.
Keep an eye on unsubscribe rates, too. A sudden increase in opt-outs might indicate that your messaging frequency or content isn’t hitting the mark.
Regularly review your data using A/B testing and segment comparisons to fine-tune your approach. With RevText’s real-time reporting tools, you can monitor delivery statuses, link clicks, and response rates directly from the dashboard or mobile app. This allows you to spot trends quickly and adjust your strategy as needed.
Spending even a small amount of time each week analyzing these metrics can lead to better communication and stronger client relationships over time.
SMS Marketing Rules and Best Practices
Running an SMS marketing program that follows the rules isn’t just about avoiding legal trouble – it’s about earning your clients’ trust. In the U.S., text messaging is regulated by federal laws, industry standards, and even state-specific rules. Staying compliant protects your business and shows that you respect your clients’ privacy.
The Telephone Consumer Protection Act (TCPA) is the main law governing SMS marketing, and it requires explicit written consent from recipients. While the CAN-SPAM Act originally focused on email, similar rules now apply to text messages. On top of that, the Cellular Telecommunications Industry Association (CTIA) provides guidelines that, while not legally binding, are strongly recommended by carriers. Ignoring these guidelines can result in your messages being blocked.
Some states have gone a step further by creating their own stricter rules, often referred to as "mini-TCPAs." States like California, Florida, and Virginia may impose additional requirements, such as shorter quiet hours, mandatory business name disclosure, or higher penalties for non-compliance. If your clients are spread across multiple states, you’ll need to follow the most restrictive rules to stay compliant everywhere.
Managing Consent and Unsubscribe Requests
Consent is the backbone of compliant SMS marketing. For promotional messages, you need explicit written permission. Even informational texts, like appointment reminders, require formal consent if they include any promotional content.
Make your opt-in process crystal clear. Explain the purpose of the messages, how often they’ll be sent, and any potential costs (e.g., "Message and data rates may apply"). For example, if you’re collecting consent through an online form, use an unchecked box that clients must actively check, with clear language near the submit button. Include all relevant details, like your business name and a link to your terms and privacy policy.
A double opt-in adds another layer of security. After someone signs up, send a confirmation text asking them to verify their consent. For instance: "Thanks for signing up for updates from FitLife Training! Reply YES to confirm. Msg & data rates may apply. Reply STOP at any time to cancel." Double opt-ins help prevent accidental sign-ups and misunderstandings.
Your system should also handle opt-out requests seamlessly. Standard keywords like STOP, UNSUBSCRIBE, and CANCEL should immediately remove someone from your list. Ideally, this happens within seconds, but it must be completed within 10 days. Send a confirmation message like: "You’ve been unsubscribed from FitLife Training messages. You won’t receive further texts from us." Keep a record of all consent and opt-out requests for at least four years to protect yourself in case of disputes.
Finding the Right Message Frequency
Striking the right balance with message frequency is key. Too many texts can annoy clients and lead to opt-outs, while too few may cause them to lose interest.
Set clear expectations when clients opt in. For example, let them know they’ll receive about 4–6 messages a month, including tips and promotions. Stick to this schedule to build trust. For active clients, 2–4 messages per week might work well, covering appointment reminders, motivational check-ins, and promotions. For inactive clients, scale it back to 1–2 messages per week, focusing on helpful content like fitness tips or seasonal offers.
Some states limit the number of messages you can send on a single topic within 24 hours – often no more than three. Even if your state doesn’t require this, it’s a good rule of thumb to avoid overwhelming your audience. Monitor your unsubscribe rate closely. If you notice a spike after increasing your frequency or launching a new campaign, it’s a signal to adjust your approach.
Protecting Client Information
Maintaining client trust also means safeguarding their personal information. Data breaches can lead to legal issues, fines, and damage to your reputation, so it’s crucial to handle this data responsibly.
Start by limiting access to client information. Only you and essential team members should have access to phone numbers and messaging tools. Use strong, unique passwords and enable two-factor authentication for your SMS accounts. If you’re using a platform like RevText, make full use of its security features.
Never share your client list with third parties. Clients gave consent to receive messages from your business – not from anyone else. Sharing their information violates that trust and could result in legal penalties.
Be cautious about what you include in your messages. Avoid sharing sensitive details like payment information or health data. If a client’s phone is lost or accessed by someone else, even seemingly harmless information could become a problem. For private matters, use a secure channel or discuss them in person.
Regularly clean up your contact list by removing inactive numbers. This prevents you from accidentally texting someone who no longer uses that number, which could lead to complaints or legal issues. It also keeps your list accurate and helps maintain strong engagement metrics.
Finally, respect quiet hours. The TCPA prohibits sending messages before 8:00 AM or after 9:00 PM in the recipient’s local time zone. Some states have even stricter limits, such as 8:00 PM cutoffs. Tools that account for time zones can help you schedule messages appropriately. For example, a motivational text at 7:00 AM might work for clients on the East Coast but could violate the rules for those on the West Coast.
Conclusion
SMS marketing offers personal trainers a direct and highly effective way to connect with clients, bypassing the noise of overcrowded inboxes and social media feeds. With an impressive 98% open rate, 90% of messages read within three minutes, and conversion rates ranging from 21% to 32%, it’s clear why this approach stands out. Automated sequences can even boost revenue by up to 30Ă— per recipient. These numbers show just how impactful SMS can be for personal trainers looking to strengthen client relationships and grow their business.
By using targeted messages and automation, you can deliver exactly what clients need – timely workout reminders, personalized motivation, and offers that build loyalty. Strategies like clear opt-ins, segmented messaging, and thoughtful personalization keep your audience engaged. Meanwhile, automation takes care of repetitive tasks like appointment reminders, follow-ups, and check-ins, leaving you free to focus on what you do best: training.
Of course, running successful campaigns means managing consent properly, finding the right messaging frequency, and ensuring data protection. These steps not only keep your campaigns effective but also safeguard your reputation.
If SMS marketing is new to you, it’s best to start simple. For example, you might try sending appointment reminders or weekly motivational texts to a small segment of your audience. Test the waters, track your results, and refine your approach based on what works. Tools like RevText make this process easier with features like automated workflows, keyword responses, and built-in compliance support. With plans starting at $50 per month for 500 messages, it’s an affordable option whether you’re running a solo practice or managing multiple locations.
In the competitive fitness industry, adopting SMS marketing can truly set you apart. Regular, personalized texts keep clients engaged, improve attendance, and deliver measurable returns – up to $4 for every $1 spent, all while reducing customer acquisition costs to as low as $0.10 per subscriber. The opportunity is there. The question is, are you ready to make the most of it?
FAQs
How can personal trainers stay compliant with SMS marketing laws while texting clients?
To ensure compliance with SMS marketing laws, personal trainers must always obtain explicit consent from clients before sending any messages. Each text should include a clear and simple opt-out option, making it easy for clients to unsubscribe if they choose. Also, avoid sending messages during late-night or early-morning hours to respect their privacy.
It’s essential to adhere to major regulations like the TCPA (Telephone Consumer Protection Act) and the CAN-SPAM Act. These laws are designed to keep your communications both legal and ethical.
By focusing on consent, being transparent, and respecting proper timing, you can maintain trust with your clients while staying on the right side of the law.
How can personal trainers segment their SMS lists to boost client engagement?
Segmenting your SMS subscriber list can help you craft messages that feel more personal and relevant. For personal trainers, one approach is to group clients by their fitness goals – whether they’re focused on weight loss, building muscle, or improving overall wellness. You could also organize them by workout preferences, like strength training, cardio, or yoga, to send specific tips or reminders that match their interests.
Another way to segment is by looking at client demographics, such as age or experience level, or even their engagement history – like how often they attend sessions or respond to your messages. By sending the right content to the right people, you can build better relationships and keep your clients more engaged and satisfied.
How can personal trainers use SMS automation to save time while keeping client communication personal?
Personal trainers can simplify their daily routines with SMS automation, handling tasks like workout reminders, motivational messages, and personalized follow-ups effortlessly. This technology keeps communication consistent without the need for constant manual input.
By scheduling messages ahead of time, trainers can stay connected with clients while dedicating more energy to other parts of their business. For instance, you can set up recurring session reminders or craft motivational texts tailored to a client’s specific fitness goals. This method not only saves valuable time but also strengthens the bond between trainer and client.
