Hack Your Clients Email, Phone & Computer To Increase Show Rates

How to Hack Your Prospects Calendar, Email, Phone and Computer to Increase Consult Show Rates.

So one of the biggest things I know that personal trainers hate is no-shows.



This can be even more frustrating especially when you’re starting out, or need to make bank and increase your income.

I’m Josh, and I’m a fitness business coach to trainers worldwide if you were wondering who this guy is.

After coaching trainers worldwide, being a personal trainer, i know the most frustrating thing can be when clients and prospects for consults or free sessions don’t show.

You feel used, you put aside that time for them, and yet they didn’t show.
I remember early on, that I had a client, booked in for a session, he even paid, and everything. The bloke didn’t even turn up, I called several times, sent several messages, but nothing, I seriously thought “the guy was dead” 5 days later, I get a message. Who this?

From then, I knew that my confirmation process and booking system needed to be rock solid.

I use this extra step with all my appointments, clients, and phone calls that I do. To ensure i get increase show rates, but also create a habit of schedule for my paying clients. I stop doing this with my regulars one the habit is created.

But you can use this strategy across any niche, hairdressers, nail salons, doctors, dentist anything that someone is booked in for an appointment. I even recommend Gym managers who are booking gym tours to do this.

Now this is a free hack, well it’s not even a hack, It’s a service that you have available to your right now, on your phone and computer, but many people don’t utilise it.

It’s so simple, yet 99% of most trainers and businesses don’t even use it. Hey if anything that is free and can help increase show rates, well it’s a no-brainer to use it.

Now the hack side is that you can use this as a sneaky way market your events, free talks, opening weeks to potentially increase the show rates and ensure more people show. The best thing it’s free.

To all our coaching members watching this! You are also going to use this as a part of your 11 am confirmation process as the added step to everyone you talk to.

Now before I explain this hack, there is a big warning,

  • Use this strategy, carefully. I know there are going to be people who will abuse it, but when you use this in the right way, you will see the benefits.
  • So use this with, purposeful intention and respect.

So lets break it down…

Well, you as a trainer or business are finding that you have no-shows to free sessions, consults or other meetings, so what is something extra you can do.

After consulting with trainers and coaching trainers worldwide,

I’ve heard the worst. I even did some of them when I first started out.

Scheduled consults 2 weeks in advance and assuming they will show.

  • No follow-up information sent.
  • No reminders
  • No contact

A secondary problem to prospects not showing is that Everyone offers a ‘FREE SESSION’.

So a free session (has no value) we will talk about this in another video, which I’ll show you how to create more perceived value in your consults.

But Usually, when someone books into something, we usually leave it to the prospect themselves to remember, schedule and be at the consult.

So you as the business need to take control. So how can you hack your clients calendar, email, Phone so the event or appointment appears?

Everyone now days has a phone, It’s 90% going to be a smart phone. Most of your clients have email, and this usually connects all together. It’s no uncommon for more people to have a calendar that syncs across, mobile, tablet and computer.


Now fill out the details, I like to have something already made, just to save time.

So Usually if this was a personal training consult.

I would have;


It was great chatting briefly with you today regarding your health and fitness goals.

Remember we will be doing a fun fitness test so come prepared in comfortable clothes with a towel and a bottle of water.

Since I’m the Head Trainer at the club, as part of your membership I will also be doing;

Free Fitness Consult and Assessment
Discuss Your Goals, How to achieve them and what is best for you.
Expert Recommendation, on supplements.
Personal Trainer Recommendation, specific for your goals
A Nutritional Assessment profile
Free Protein Shake
Daily Calorie Intake needed to achieve your goals.

I look after all our members to ensure your success inside and outside of the gym.

My Personal Number:

Please connect with us on Facebook at;

Now once you have filled everything out and input their Email address, this will be pushed to their calendar.

Using words like Confirmed generally, puts pressure on the person to show up to something.

I recommend that you push 2-3 of these calendar notifications to you prospective clients on top of your already detailed confirmation process.

Depending on how far in advance, you have booked the prospect.

1st and most important – Is immediately after the call has been scheduled in, even if it was face to face booking from someone off the floor. Quickly book it in, never leave scheduled consult without their Name, Email and Phone Number.

The next 2 push notifications are going to be the Day before

  1. Saying TOMORROW, is your free fitness consult and assessment with Joshua. Scheduled the day before
  2. Today is your Free Fitness Consult, Come prepared with water, down and ready to kick butt.

There are going to be all day events to appear at the top.

It’s going to show in their calendar, and they have to either accept, decline or press maybe. But the cool thing is the phycology behind it.

When we call someone, yeah we can forget the call, but pushing events like this means, it’s a reminds, its there, its seen.


Now remember when I said you can use this to be a sneaky way that you can get more people to show to events, free talks, opening weeks or even a week of free events you may be having.

If you had a database of clients, that you couldn’t reach or just wanted to remind them of the event or something that you’re offering, you could push these events to every one of their calendars.

Follow this same steps create

Just remember if you do this, don’t spam, and ensure that you individually send each notification, so this might be something you want to our source and get a virtual assistant to do, or if you have a smaller data base you could probably be able to do it in a few hours during the day.

Hope the helps

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