The trainer's diary
Book 1:1 sessions, see the classes you’re instructing alongside them, and repeat a regular slot weekly.
The diary is where a trainer's 1:1 sessions live. Its best feature is that it doesn't only show 1:1s — any class that trainer is instructing appears in the same diary, so there's one place to look rather than two.
Where to find it
- PT app (pt.telosgym.com) — Diary in the bottom bar. This shows that trainer's own diary and nothing else. There's no trainer picker, on purpose.
- Staff dashboard — Personal Training → Diary, which does have a trainer picker, so a manager can look at anyone's day.
Day, Week and Month
Both versions have three views, and on the phone they're shaped for a phone rather than squeezed down from a desktop grid:
- Day — a flat list of everything on, in time order.
- Week — a stacked agenda, one section per day, each with its own quick-add.
- Month — a compact grid of date numbers with dots for the days that have something on. Tap a date to jump into Day view.
Booking a session
Open the diary and add a session.
- Client — who you're training.
- Date and time.
- Duration — 60 minutes by default.
- Location — picked from your studio's real locations.
- Notes — anything worth having in front of you on the day.
Repeating a weekly slot
Most PT work is a standing slot — same client, same time, every week. Use repeat weekly when you create the session and TelosGym makes the whole run in one go.
Exactly like the class timetable, each week is created as its own session. Move or cancel one week and the rest stay put. There's no "edit the whole run" — see Scheduling classes on the timetable, which works the same way.
Cancelling
Open the session and cancel it. Again, that's one occurrence — the rest of a weekly run is untouched.
The diary doesn't draw down a package
This is the one to remember. Booking a session into the diary does not use up one of a client's paid sessions. A package is only drawn down when you log a session note against it, after the session has happened.
That's deliberate — it means a no-show or a session you decide not to charge for doesn't silently eat someone's block. See Selling session packages.
💡 Get into the habit of writing the session note straight after the session. It's what records the work and what keeps the client's remaining sessions accurate.