Personal training intake form template

A fitness client intake form for personal trainers and gyms: goals, sessions a week, coaching style and a yes/no readiness screen before the first session.

Use this template

Preview · answers aren’t saved

Page 1 of 4

What are your main goals? (required)

Choose up to 3

How many sessions a week would you like?

How many days a week are you active for 30 minutes or more?

Your answer

0 days7 days

How do you like to be coached?

When can you train?

Choose as many as you like

27 questions · about 6 min · logic · signature · prefill from the link

No sign-up to start
Unlimited responses on Free

Print it as a PDF Word version

Change the questions in Word, then print.

What you get back

Every response lands in your results the moment it is sent. Turn on email notifications and each one arrives like this, and the same answers become a row in your spreadsheet.

From PulseFormCreator

Subject New response to New client intake

What are your main goals?: Build strength, Train for an event
How many sessions a week would you like?: 2
How many days a week are you active for 30 minutes or more?: 2
How do you like to be coached?: Explain the why
When can you train?: Early morning, Weekends
Full name: Ben Okoro

and 19 more answers

A sample email with made-up answers.

submitted_at	What are your main goals?	How many sessions a week would you like?	How many days a week are you active for 30 minutes or more?	How do you like to be coached?	When can you train?
22 Sep 2026 09:41	Build strength \| Train for an event	2	2	Explain the why	Early morning \| Weekends

Export to CSV or Excel, or send responses to Google Sheets, Notion, Airtable, Slack or a webhook. All free.

What happens after someone submits

Set it up once in the Workflows tab, and each new client moves toward a first session.

Submitted
A new client signs the intake

Email me sends you the answers, with a PDF of the signed intake to keep on file.
The health check is all clear

The Book a time button on the thank-you screen books the first session, with their name and email filled in.
A client needs clearance

Reply from their response to ask for the letter, and their answer comes back into the same thread.
Every new client

They land in People with this intake on their timeline, free for up to 1,000 people.

Set this up when you use the template

What this form asks, and why

The last column shows how often real personal training intake forms ask for it.

Question	Why it is there	Real forms
What are your main goals? Required	Asked first, and on 11 of 16 forms: why they came.	11 of 16 forms
How many sessions a week would you like?	Asked on 2 of 16 forms. It sets the package you offer.	2 of 16 forms
How many days a week are you active for 30 minutes or more?	A starting point for the first program.	9 of 16 forms
How do you like to be coached?	Sets the tone of the first session.	2 of 16 forms
When can you train?	Matched against your own schedule.	4 of 16 forms
Full name Required	Asked on 15 of 16 forms.	15 of 16 forms
Is the person training under 18? Required	Replaces the date of birth asked on 10 of 16 forms: here, age only decides who signs.	10 of 16 forms
Parent or guardian’s name Required Only when “Is the person training under 18?” is Yes	Shown for under-18s, whose parent signs.	2 of 16 forms
Email Required	Session times and program updates.	13 of 16 forms
Mobile Required	For a changed session or a no-show.	14 of 16 forms
Emergency contact (name and relationship) Required	Who to call if something happens mid-session.	7 of 16 forms
Emergency contact number Required	Asked with the contact’s name on 7 of 16 forms.	7 of 16 forms
Has a doctor told you that you have a heart condition, or have you had a stroke? Required	Asked on 10 of 16 forms. Stage one of the Adult Pre-Exercise Screening System (APSS), reworded.	10 of 16 forms
Do you get unexplained chest pain, at rest or during physical activity? Required	Chest pain at rest counts too.	9 of 16 forms
Do you feel faint, dizzy or lose your balance during physical activity? Required	Dizziness changes which exercises are safe.	9 of 16 forms
Have you needed urgent medical help for asthma in the last 12 months? Required	Only asthma that needed urgent help.	6 of 16 forms
If you have diabetes, has your blood sugar been hard to control in the last 3 months? Required	Asks about control, not diagnosis.	5 of 16 forms
Do you have a muscle, bone or joint problem that could get worse with exercise? Required	From APSS stage two: old injuries that could flare.	6 of 16 forms
Do you take medicine for blood pressure or a heart condition? Required	From APSS stage two: some blood pressure tablets change how the heart responds.	5 of 16 forms
Are you pregnant, or have you given birth in the last 12 months? Required	From APSS stage two: pregnancy and the year after birth change what is safe.	7 of 16 forms
Do you have any other condition that may need special consideration when you exercise? Required	The APSS stage-one catch-all, asked on 9 of 16 forms.	9 of 16 forms
Anything else your trainer should know?	The only free-text health box, and optional.	9 of 16 forms
Health and safety Required	The client knows exercise has risks and answered honestly.	5 of 16 forms
Changes to my health Required	So one screen covers later sessions.	5 of 16 forms
Health answers Required	Health answers are sensitive, so the client agrees to you keeping them.	1 of 16 forms
Cancellations Required	A late cancellation costs a paid hour: agree the notice and fee up front.	Our own recommendation
Signature Required	Asked on 12 of 16 forms. The date is recorded on submit.	12 of 16 forms

What we left out

Medication lists and condition checklists. Medications are asked on 8 of 16 forms, condition lists on 7 of 16 forms. Only heart and blood pressure medicine changes the screen.
Doctor’s details and health insurance. Clearance comes as a letter, and insurance has no bearing on safety.
Lifestyle, weight and diet. Asked on 6 of 16 forms. Sleep, stress and diet are coaching talks, not a stored record.

What 16 real personal training intake forms ask

How many include each field, from forms organizations use today. Part of the Form Field Index.

Name 15 of 16
Phone number 14 of 16
Email address 13 of 16
Signature 12 of 16
Fitness goals 11 of 16
Date of birth 10 of 16
Date signed 10 of 16
Declares the answers are true 10 of 16

Read September 2026 · Australia 7, US 5, UK 3, Canada 1 · Sources

City of Vernon (Recreation Services) · city recreation center, personal training, Canada
Raritan Valley YMCA · YMCA, personal training, US
Randolph YMCA · YMCA, fitness consultation, US
Pilates with Jennie · Pilates instructor, UK
Bannatyne Health Club · health club chain, UK
City Health Clubs · gym, Australia
Kate Wood Fitness · personal trainer, Australia
Hunter Sports Centre (HSC Fit) · sports center gym, Australia
Let's Get Fit (letsgetfit.com.au) · exercise and personal training service, Australia
Energy Fitness · outdoor group fitness and personal training, Australia
AL!VE · wellness center, personal training, US
Fitness Essentials · personal training studio, US
PMF Fitness Solutions · personal training and group fitness, UK
OSX Personal Training · personal and group training, Australia
Points North Sports & Regenerative PT · physical therapy clinic, personal training, US
Geographe Leisure Centre (City of Busselton) · council leisure center, Australia

How the form changes as people answer

Most people see a shorter form. These questions and screens only appear when an answer calls for them.

When “Is the person training under 18?” is Yes

shows “Parent or guardian’s name”
When any of 9 answers is Yes

shows “Because you answered “Yes”, please bring a clearance letter from your doctor…”
When the health check “Yes” answers is 1 or more

shows the “Thanks, Ben. One more step.” ending

Make it yours

Match the screen to your insurer

Edit the nine questions to the tool your insurer or association requires. Every yes still adds to the clearance flag.
Take the clearance letter online

Add an optional file upload that shows after a Yes, for clients who already have a letter.
Give each trainer a link

Add ?trainer=Sam to a trainer’s link and the name is saved with each response.

Good practice and the law

This is general information, not legal advice. Rules differ by country and state, so check anything important where you operate.

US
PulseFormCreator is not HIPAA compliant. HIPAA covered entities, such as practices billing health insurance electronically, should use a compliant system. CMS, HIPAA covered entities
UK
Screening answers are special category data under UK GDPR and need a condition such as explicit consent. ICO, special category data
Australia
Health details are sensitive information under the Privacy Act, collected only with consent: the health checkbox asks for it. OAIC, APP 3
Everywhere
If your insurer requires the PAR-Q+, have clients fill in the official form too. It is free. PAR-Q+ Collaboration, the PAR-Q+

Questions about this template

What is a PAR-Q?

A yes/no screen before exercise. The PAR-Q+ may only be used whole and unchanged, so this form adapts the Adult Pre-Exercise Screening System instead, in plain words.

What happens when a client answers yes?

They finish on a screen asking for a clearance letter from their doctor or another health professional. A yes is a pause, not a no.

Can a teenager sign up?

Yes. “Under 18” asks for a parent’s name, and the signature line asks the parent to sign.

Can I use it for group classes?

Yes. Delete the coaching questions and keep the screen, which is what a gym or leisure center asks before a class.

Which form do you need?

Not quite the job? One of these may fit, or browse all intake forms.

Sports massage consultation form
For a massage: pressure, focus areas and table precautions.
Activity waiver form
For a signed release, without a health screen.
Class registration form
For a class or course that runs for a term.

Start with the personal training intake form template

Open it in the editor, add your cancellation policy and share the link.