Top 10 Tools for Managing Multiple Fitness Clients
Explore essential tools for fitness professionals to manage multiple clients efficiently, streamline workflows, and enhance client engagement.
Ever feel like your to-do list is running your life, not the other way around? I’ve been there—scribbling tasks on scraps of paper, procrastinating on the important things, and never quite sure what to do next. That all changed when I discovered TickTick.
In this guide, I’ll show you how I use TickTick as an online coach in 2025, blending the real language and quirky moments from my own workflow with practical, SEO-optimized advice for coaches and trainers. If you want to banish the procrastination goblins and finally get organized, read on.
Let’s be real: most productivity apps are either too simple or so complicated you need a PhD to use them. TickTick hits the sweet spot. It’s fast, flexible, and doesn’t get in your way. I’m not sponsored—just a fan who’s tried everything from paper planners to Notion rabbit holes.
The app isn’t the solution to your productivity problems—your system is. But TickTick is the best foundation you can have.
Install TickTick on your devices (Mac, PC, iOS, Android, or web). The free version is enough to get started, but the paid plan unlocks some magic. As a business owner, value your time—TickTick is so cheap, there’s no way your life is so precisely optimized that you can’t justify a couple of bucks a month for a massive improvement in your productivity.
Dump every idea, task, or “oh crap, I forgot!” into the Inbox. Use natural language: “Buy E10 light bulb Tuesday 2pm” and TickTick schedules it. Keyboard shortcut (Cmd+Shift+O) lets you add tasks from anywhere—mid-email, mid-coaching call, mid-existential crisis.
You can create as many lists as you want (business, personal, etc.), and add tags like #urgent or #nextup. Don’t get bogged down—keep it simple. “This is your blank canvas to play with.”
Sort tasks into lists and use tags for context. Visualize your week with calendar view, Kanban boards, or even a Gantt chart if you’re feeling fancy. My favorite way is through the calendar: drag tasks to block out time, and use the “arrange tasks” feature to turn your indeterminate invertebrate list into reality.
Weekly review (mine’s Sunday 4:30pm): process overdue stuff, plan the week, and brain-dump everything rattling around in your head. Try the Eisenhower Matrix to separate urgent from important (and stop putting out other people’s fires all day).
Today view = your focus zone. No more “what should I do next?” Timebox tasks: block out time in your calendar for deep work (and actually stick to it). Built-in Pomodoro timer keeps you honest—no more “just five more minutes on Instagram.” If you’re more of an analog boy, you can use an hourglass timer to achieve the same effect.
Break big projects into subtasks with their own due dates. Drag and drop to organize your workflow visually. You can convert a description into subtasks—subtask 2, subtask 3, etc.—and then you can change the due date for those subtasks as well.
Track completed tasks, Pomodoros, and time spent in different business areas (admin, coaching, marketing, etc.). See where your time really goes (spoiler: it’s not always where you think). “The key is categorize your tasks properly and when you come to do a Pomodoro, make sure you select the task you’re about to do.”
Assign tasks, comment, and tag collaborators (great for team projects or client accountability). Kanban boards let everyone see what’s in progress, done, or stuck.
Build consistency with the built-in habit tracker. Visual streaks and satisfying check-offs keep you motivated. “Yes, I know it’s childish, but this stuff helps you to stay consistent with habits.”
Set reminders to contact clients or friends when you’re in a specific city (never forget to check in with your “Bros in different area codes”).
Smart lists, filters, and custom keyboard shortcuts for your workflow. Widgets on your phone for instant access to your daily tasks.
TickTick isn’t just another app—it’s the backbone of my coaching business. By keeping things simple, actionable, and a little bit fun, I’ve been able to stay organized, boost my productivity, and (most importantly) free up time for what matters: helping clients and living life.
Ready to take your coaching productivity to the next level?
Try TickTick, set up your capture-review-do system, and watch your efficiency soar.
*DISCLAIMER: The sales figures stated above and in this training are our personal sales figures or sales figures of our clients. Please understand our results are not typical. We're not implying you'll duplicate them (or do anything for that matter). The average person who buys any "how to" information gets little to no results. We're using these references for example purposes only. Your results will vary and depend on many factors including but not limited to your background, experience, and work ethic. All business entails risk as well as consistent effort and action. If you're not willing to accept that, please DO NOT register for this training.
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