Can you run online coaching without spreadsheets? Yes, if a coaching app covers your workflow. Here is when an app is the better choice, when Google Sheets is, and how to decide.
You can run an online coaching business without spreadsheets. Coaching apps such as Trainerize, TrueCoach, PT Distinction, Everfit and My PT Hub put programmes, check-ins and messages in one client app. Many coaches use them successfully.
You can also run the whole business in Google Sheets. Neither option is better for every coach. This guide explains when each one fits, so you can choose the tool that matches how you deliver coaching.
Comparison at a Glance
| Factor | Google Sheets | All-in-one coaching app |
|---|---|---|
| Client experience | Shared files opened in the Google Sheets app or a browser | Dedicated client app, usually with notifications |
| Setup | Build or buy templates, then share files | Create an account, then add clients and content |
| Customisation | Change any layout, question or formula | Configure the features the vendor provides |
| Cost | Free to use; templates cost extra if bought | Monthly subscription, often tiered by client numbers |
| Messaging | Use your own tools, such as WhatsApp or email | Built-in messaging |
| Payments | Use your own payment tool | Often built in or available as an add-on |
| Data | In your own Google Drive | In the vendor's platform; export options vary |
Online Coaching Without Spreadsheets: When an App Is Better
An app is the better choice when the app features are part of the service you sell. Choose an app if:
- Your clients log workouts live. Apps let clients record sets and reps in the gym, with exercise videos on screen. A spreadsheet works on a phone, but it is less convenient mid-session.
- You rely on push notifications. Apps can remind clients to train, check in or log meals. Google Sheets does not send client reminders by itself.
- You want messaging and delivery in one place. Built-in chat keeps conversations next to the client's plan.
- You want wearable and nutrition app data. Several platforms connect to devices and apps such as Garmin or MyFitnessPal. Check each vendor's current list.
- You sell a premium, branded experience. Branded apps are available on some plans and can support a higher price point.
- You do not want to maintain templates. An app vendor updates the software. With spreadsheets, you own the formulas and any fixes.
If several of these apply, an app will likely save you more time than it costs. The true cost of online coaching software helps you estimate the monthly bill at your client count.
When Google Sheets Is Better
Google Sheets is the better choice when flexibility and cost matter more than app features. Choose Sheets if:
- You already plan in spreadsheets. Many coaches write programmes in Sheets, then copy them into an app. Delivering in Sheets removes that step.
- Your method does not fit an app's structure. Custom check-in questions, periodisation, refeed logic or prep timelines are easy to add in a sheet.
- Your clients are comfortable with shared files. Clients open one link and see their plan.
- You want a fixed cost. Google Sheets does not charge per client. App subscriptions usually rise as you grow.
- You want your data in your own Drive. You can copy, export or restructure it at any time.
The client management guide shows how to set up a roster and weekly check-in routine in Sheets.
The Hybrid Option
Some coaches use both. For example, they deliver workouts in an app but keep a coach-only Google Sheet for business numbers: revenue, renewals, lead sources and capacity. Others plan programmes in Sheets and deliver the final plan through an app.
A hybrid setup gives you app features for clients and spreadsheet flexibility for yourself. The cost is a second system to keep up to date. If you use Trainerize, see how the Trainerize Google Sheets integration works.
How to Decide in One Week
- List the tasks you repeat each week: programming, nutrition updates, check-in reviews, messages, payments.
- Mark each task as "needs an app" or "works in a sheet". Be honest about what your clients actually use.
- Test with one dummy client. Set up a week of training, a meal plan and a check-in in the option you are considering. Open it on a phone.
- Count the monthly cost at your target client number, not your current number.
- Choose one system and move clients in small groups.
If most tasks need an app, choose an app. If most work in a sheet, start with Sheets and add tools only where there is a clear gap.
Choose the System You Will Use Every Week
The best system is the one you and your clients use consistently. If you choose Google Sheets and want the templates pre-built, see GSheetsPro for £199 one-time. It includes training plans, meal plans, check-in sheets and a client dashboard. Browse the 5 core templates first.
Why a coach might return to Google Sheets
A spreadsheet can suit a coach who wants custom check-in fields, editable formulas and portable records. It also means taking responsibility for permissions, backups and maintenance. A client app may be better when messaging, notifications and workout delivery need to sit together.
Before moving, list the fields you need, test an export, check which history is missing and run a fictional client through the new workflow. Keep the old service available until you have checked the migration. Agree a clear communication channel with each client.
Do not assume that clients already know Sheets or that moving improves results. Test the mobile experience with your own clients. Compare the client tracking layout with the current system features before choosing.
Decision table: spreadsheets or coach management software?
| Your situation | Trial first | What to test |
|---|---|---|
| Small roster, limited budget | Free spreadsheet layout or a verified free app tier | Mobile access and time spent reviewing |
| Growing roster with frequent messages | An app and a spreadsheet workflow | Whether communication stays organised |
| Need custom fields and review layouts | Sheets | Permissions, formulas and duplicated files |
| Need integrated messaging and payments | A coaching app | Exact plan, processing fees and export limits |
| Need a dedicated branded app | Eligible app plan | Branding type, setup cost and recurring fees |
Client count alone does not select the best system. Compare Everfit pricing, TrueCoach pricing, PT Distinction pricing and My PT Hub pricing. For editable sheets, see GSheetsPro.
