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How many clients does your week actually hold?
Work out your real coaching capacity, the utilisation you are running at, what the spare hours are worth, and what an hour of your time earns once the unbilled work around each session is counted.
Your numbers
Change any figure and the answers follow
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Utilisation
72%
You have real headroom. Filling the spare sessions is the cheapest revenue available to you, because the hours are already set aside.
- Sessions your week holds
- 25
- Spare sessions each week
- 7
- Revenue at today’s diary
- £3,105 / month
- Revenue at full capacity
- £4,313 / month
- The gap you are leaving
- £1,208 / month
- Coaching revenue per year
- £37,260
- Headline rate per hour
- £45.00
- Rate once unbilled work is counted
- £36.00
- Hours the diary really costs you
- 22.5 / week
The arithmetic
How the numbers are worked out
Capacity is your coachable hours converted into whole sessions — half a session is not bookable, so the figure rounds down. Utilisation is booked sessions divided by that capacity.
Revenue multiplies booked sessions by your average price, then by the weeks you actually work, and divides by twelve for a monthly figure. That is deliberately not the same as multiplying a good week by 52: the weeks you are ill, away or quiet are the difference between a forecast and a fantasy.
The true hourly rate adds the unbilled minutes attached to each session — programming, check-ins, messages, notes, travel — to the billed length before dividing. It is usually the number that changes how a trainer prices.
These are coaching revenue figures, before your costs and before tax. Insurance, gym rent or a percentage to the facility, equipment, software, qualifications and pension all come out of them.
How to read the utilisation figure
- Above 85%: effectively full. The next increase comes from your rate or from adding capacity, and you have no room to absorb a busy month.
- 60–85%: healthy, with headroom. Filling those hours is the cheapest revenue available, because you are already holding them open.
- Below 60%: a sales and retention problem. Adding a second coach here divides the same work rather than growing it.
More on pricing, capacity and the rest of the operating side is in the PT business field guide.
These numbers, from your actual diary
GymRally works out utilisation, revenue and capacity from the sessions and packages already in your business — instead of from your best guess on a Sunday night.