How Kelber Coaching grew 20% with Daxko Zen Planner’s personal training management software

Growing a personal training business takes more than great coaching. It takes systems that save time, reduce manual work, and support sustainable growth. In this case study, learn how Kelber Coaching used Daxko Zen Planner's personal training management software to streamline operations, free up valuable hours, and grow the business by 20%. 

Introduction to Kelber Coaching

Michele, please tell us about your company and how you got started in the business.

Michele: My name is Michele Kelber, I live in Brooklyn, NY and I own Kelber Coaching. At Kelber Coaching, I run CrossFit Kids programs for multiple affiliates in the New York City area. I also specialize in working with adults achieve their fitness and weight loss goals. After 10 years of being an attorney, I decided it was time to follow my true passion and enter the fitness industry.

Kelber Coaching is a great example of how personal trainers can turn passion into a scalable business with the right systems in place.

From law to fitness entrepreneurship

What were the challenges you were having before you started using Daxko Zen Planner’s personal training business software?

Michele: Before I started using Daxko Zen Planner my schedule had way too much of what I would call “busy work”. I manually kept track of all my client schedules from booking the appointment to keeping track of the changes and having to determine which location they were training at. On top of that, I manually kept track of all of their fitness programs and had to follow up with clients on monthly payments. It was crazy to keep track of it all on my own.

Many personal trainers start this way, relying on spreadsheets, calendars, and manual reminders that quickly become unsustainable as client volume grows.

How did this impact your business?

Michele: I was spending about a half day each week on this type of record keeping. I really needed to take back this time to grow the business and do more marketing. I knew that if I wanted my business to grow, I would need to find a solution.

According to the International Health, Racquet & Sportsclub Association (IHRSA), operational inefficiencies are one of the biggest barriers to growth for independent fitness professionals, especially those running solo businesses.

Choosing the right personal training management software

Why did you end up choosing Daxko Zen Planner?

Michele: I used to work at a CrossFit studio that used Daxko Zen Planner and all the employees were trained on the platform. Since my former boss really liked Zen Planner and I knew it so well, it seemed like the best fit for me.

Familiarity and ease of use are key when selecting personal training management software, particularly for solo trainers who do not have time for complex onboarding.

How effective is Daxko Zen Planner at solving your challenge?

Michele: Zen Planner organizes my client schedules, keeps track of their fitness plan and takes care of my automated billing process. Zen Planner has freed up my time to advertise in the community and as a result, my business has grown by 20%. I also have more time to fulfill my dream of starting my own non-profit that will incorporate CrossFit Kids programs in the NYC public school system.

By automating scheduling and billing, Zen Planner allowed Michele to reallocate time toward marketing and community outreach, both critical growth drivers for personal trainers.

Can you tell me the solutions that you like best about Zen Planner?

Michele: Probably the automated billing, the only time I need to follow up on a billing issue is when a credit card expires. This is a huge improvement over my old process. I have a very small business, it’s just me, and it was great to find an affordable option that freed up my time so I can focus on my clients and growing my business. Zen Planner is user friendly and a great investment.

Automation is especially impactful for small fitness businesses. According to PwC, automation helps small teams reduce administrative workload and improve consistency without adding staff.

Growing a personal training business with confidence

This case study highlights how personal training management software can support sustainable growth by reducing manual tasks, improving cash flow, and giving trainers more time to focus on clients.

See how Zen Planner can support your growth

Are manual scheduling, billing, and follow-ups taking time away from growing your personal training business? See how Zen Planner can help. Streamline your operations, save hours each week, and focus on your clients.

Book a live demo to see how our personal training management software helps trainers grow efficiently and sustainably.

FAQs on personal training management software

1. What is personal training management software?

A: Personal training management software is designed to help personal trainers manage client scheduling, training programs, and billing in one place. It replaces manual tools like spreadsheets and calendars with automated workflows that save time and support business growth.

2. How does personal training management software help trainers grow their business?

A: Personal training management software reduces administrative work by automating scheduling, payments, and client follow-ups. This gives trainers more time to focus on marketing, client relationships, and delivering high-quality training, which can lead to measurable business growth.

3. Is personal training management software useful for independent or solo trainers?

A: Yes. Personal training management software is especially valuable for independent and solo trainers because it allows them to run their business efficiently without additional staff. Automation helps solo trainers scale their client base while maintaining a high-quality experience.

4. What features should personal training management software include?

A: Personal training management software should include appointment scheduling, automated billing, client profile management, and reporting. Software built specifically for personal trainers, like Zen Planner, is designed to support daily operations and long-term growth.