How many hours do personal trainers work?


Perhaps you’re thinking of making the career change to personal training. If this is the case, then you may be starting to wonder how many hours do personal trainers work once they’ve qualified? And how much of that time is client facing vs behind the scenes? This article will answer your questions, breaking down the division of time in a personal trainer’s workload.

The Day of a Personal Trainer

The day of the personal trainer is not just made up of client facing coaching, there are also elements of day to day planning, admin, and marketing to consider taking time throughout the day. This part will break down some of the main elements of a personal trainer’s day.

Client Facing Sessions

The most obvious part of a personal trainer’s day is client facing sessions. These however can often not be on a regular schedule similar to the average 9-5. Depending on the personal trainer’s planning with their clients, the trainer may find themselves working very early in the morning or very late at night, or both! It is not uncommon for personal trainers to have long gaps throughout the day, it all depends on their (and their clients’) scheduling. 

Workout Programme Development

Personal trainers spend time behind the scenes developing and updating customised workout programmes for their clients. This includes researching new exercises, creating varied routines, and ensuring each plan aligns with the client’s specific goals and preferences.

Business Management

Many personal trainers are self employed, so they must often handle various business-related tasks behind the scenes, such as marketing their services, managing schedules, handling client paperwork, and maintaining financial records. These responsibilities are vital for the success and sustainability of their personal training business.

Continued Education

At the very least, staying current with industry trends is a crucial behind the scenes task for personal trainers, and some may want to go a step further, obtaining additional certifications and qualifications. This ongoing education ensures that personal trainers remain knowledgeable about the latest fitness techniques, nutritional science, and health recommendations. At the PFCA, beyond the Level 3 Personal Trainer Course, we also have courses such as Functional Fitness Coach, and our PT Business Accelerator Course, Grow. Taking on extra education may help personal trainers expand into further revenue streams for personal trainers.

How can Personal Trainers Manage their Time?

A huge part of why many people make a career change to personal training is because they love fitness, exercise and working with people. This means that much of the workload that personal trainers carry is enjoyable, which also encourages continued growth and development. As enjoyable as it may be, it is crucial that personal trainers manage their time properly in order to balance ensuring that the business runs smoothly, client training quality, rest and recovery. 


Communication plays a pivotal role in this process. Clear and efficient communication with clients helps to set realistic expectations, understanding their schedules, and ensuring sessions are scheduled at times convenient for both the client and the personal trainer. Regular check ins can keep clients informed and engaged, helping to develop a strong client trainer relationship.

Blocking Time

Blocking dedicated time for administrative tasks is another key strategy for personal trainers wanting to optimise their schedule. By designating specific time for paperwork, client record management, and business related activities, personal trainers can maintain organisational efficiency. This structured approach prevents administrative tasks from becoming overwhelming and allows trainers to focus on delivering quality training during client facing session time. 

Online Platforms

Personal trainers can also use technology to streamline their admin processes. Utilising scheduling software, client management platforms, and communication tools can automate routine tasks, reducing the time spent on admin and planning. This not only increases efficiency but also provides trainers with more time to focus on designing workouts and continued learning and education


Part of the role of a personal trainer is to be to some degree flexible. While maintaining a set schedule for client sessions and administrative work, personal trainers should also be adaptable to unexpected changes or requests. Personal trainers should be proactive in anticipating potential scheduling conflicts and communicating transparently with clients.

Frequently Asked Questions (FAQs)

How varied is a personal trainer’s daily schedule?

Personal trainers have a diverse daily schedule that includes client facing sessions, workout programme development, business management, and continued education.

How do personal trainers manage their time effectively?

Personal trainers manage their time effectively through clear communication with clients, blocking dedicated time for administrative tasks, utilising online platforms for automation, and maintaining flexibility in their schedules.

What are the key tasks involved in business management for personal trainers?

Business management for personal trainers includes but is not limited to marketing services, managing schedules, handling client paperwork, and maintaining financial records.

Why is flexibility important for personal trainers?

Flexibility is crucial for personal trainers to handle unexpected changes, anticipate scheduling conflicts, and maintain a balance between client sessions, administrative work, and continuous learning. If you have more questions, be sure to check out our personal trainers’ FAQs.