Wellness · free template

Personal Trainer Intake Form

Learn a training client's goals, exercise background, movement concerns, equipment access and availability before planning a first coaching consultation.

A ready-to-use fitness, wellness & coaching form for clinics, coaches and therapists: 21 questions, 2 pages, 3 conditional rules.

Questions
21
Pages
2
Layouts
classic · card
Time to complete
≈ 8 min
Conditional rules
3
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Live preview and test console

This is the real form. Answer it to test the flow — nothing is sent or stored.

Page 1 of 2 — Goals and training background

Personal training consultation

Include your country code.

Include your country code.

Have you worked with a trainer before?

This template runs as a straight sequence — no branching rules.

Compliance checklist

Ready to publish
  • Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
  • Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
  • Medical disclaimer present — passingThis form does not provide medical advice, diagnosis or treatment. Information you share here is not a substitute for care from a qualified clinician. In an emergency, contact your local emergency service immediately.
  • Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Personal Trainer Intake Form is built for clinics, coaches and therapists who need to collect intake detail and consent before the first session.

  • Clinics, coaches and therapists working in fitness, wellness & coaching.
  • Teams who need to collect intake detail and consent before the first session without writing code or paying for a custom build.
  • Anyone replacing paperwork eating the start of every appointment with one structured record per enquiry.
  • Respondents are clients and patients — the form asks them 21 questions across 2 screens.
  • Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of paperwork eating the start of every appointment and turns each submission into a record your team can act on immediately.

  • 12 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It collects a verified email address so replies and confirmations land.
  • It captures a phone number for urgent follow-up.
  • It records a signature you can keep as proof of agreement.
  • It pins the request to a specific date.
  • Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
  • Splitting the form across 2 pages keeps each screen short and shows respondents how much is left.
  • Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of Personal Trainer Intake Form lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  5. 5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 3 conditional rules ship with it.

  • Features conditional validation: if “Any movement concerns or existing exercise restrictions?” is Yes, “Movement concerns and restrictions to review” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Preferred session format” is Online, “Available space and equipment for remote sessions” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Have you worked with a trainer before?” is Yes, “What worked and what you would change” becomes mandatory before the form can be sent.
  • All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

A useful training plan starts with the life a client actually has, not the schedule a coach wishes they had. This personal trainer intake form connects goals with practical constraints before either person commits to a program. The first page asks what success would look like, what exercise the client currently does and what has made previous attempts easier or harder. Health and movement prompts create an opening to discuss pain, restrictions or advice already received from a clinician, without turning the trainer into a diagnostician. Clients can flag a concern for private discussion rather than typing a detailed history. The planning section covers equipment access, session format, weekly availability and the kind of support the client prefers. A fee-information choice separates a consultation request from acceptance of an undisclosed package. The signed closing statement describes the limits of coaching and the client's ability to pause an activity. Independent trainers can use the responses to prepare a realistic first meeting and identify questions needing professional review. The form is not a medical clearance tool, a prescribed workout, a nutrition treatment plan or a promise that a particular result will follow from training.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Goals and training background

  • Full namerequired
  • Email addressrequired
  • Phone number
  • Emergency contact name and relationship
  • Emergency contact phone
  • Your main training goalsrequired
  • Current activity and weekly routinerequired
  • Have you worked with a trainer before?required
  • What worked and what you would change
  • Barriers, motivation and support preferences

Page 2 — Readiness and practical planning

  • Any movement concerns or existing exercise restrictions?required
  • Movement concerns and restrictions to review
  • Relevant guidance already provided by a healthcare professional
  • Preferred session formatrequired
  • Available space and equipment for remote sessions
  • Preferred days and time windowsrequired
  • Desired session frequency
  • Do you need package and fee information?required
  • Coaching scope acknowledgmentrequired
  • Client signaturerequired
  • Date submittedrequired

21 questions in total.

How the form changes as it's filled in

This template ships with 3 conditional rules, grouped into 3 behaviours driven by 3 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Any movement concerns or existing exercise restrictions?”

  • Makes answers required

    If “Any movement concerns or existing exercise restrictions?” is Yes, “Movement concerns and restrictions to review” becomes required before the form can be submitted.

Driven by “Preferred session format”

  • Makes answers required

    If “Preferred session format” is Online, “Available space and equipment for remote sessions” becomes required before the form can be submitted.

Driven by “Have you worked with a trainer before?”

  • Makes answers required

    If “Have you worked with a trainer before?” is Yes, “What worked and what you would change” becomes required before the form can be submitted.

Set it up step by step

  1. 1

    Define your coaching scope

    Adapt the acknowledgment to the trainer's qualifications and the services being offered.

  2. 2

    Ask about constraints before packages

    Read schedule and equipment answers before recommending a session frequency or delivery format.

  3. 3

    Discuss movement flags

    Clarify reported concerns and seek appropriate professional guidance rather than issuing clearance from a checkbox.

  4. 4

    Agree on the first-session plan

    Confirm the venue, fees and consultation agenda with the client before starting paid coaching.

Mistakes to avoid

  • Making weight loss the assumed goal for every client.
  • Interpreting an unflagged questionnaire as medical clearance.
  • Selling remote sessions without checking space or equipment access.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Prepare a consultation agenda from the goals and barriers, follow up on restrictions, and send a proposed schedule and transparent package terms for separate acceptance.

Works in both layouts

Browse classic templatesBrowse card templates

Forms that overlap this one

These pages cover the same subject ground as the personal trainer intake form, matched on the words people actually search for.

Privacy & compliance

This form collects health information. Keep access limited to the people who need it, turn on encrypted answers for the clinical questions, and set a retention window so records don't sit in the dashboard forever.

Frequently asked questions

Is this a readiness screening instrument?

No. It is a coaching intake and does not replace any validated screening process or professional evaluation your practice requires.

Does it include a liability waiver?

No. General Liability Waiver Form is a separate starting point for professionally reviewed activity-specific wording.

Can I use it for online clients?

Yes. The remote-session field asks about available space and equipment so the consultation can address practical limitations.

What about group class reservations?

Fitness Class Booking Form is better suited to choosing a place in a scheduled class than individualized coaching intake.

Is the Personal Trainer Intake Form template free to use?

Yes. You can preview and test Personal Trainer Intake Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Personal Trainer Intake Form template ask for?

It asks 21 questions across 2 pages, 12 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Personal Trainer Intake Form form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this fitness, wellness & coaching form work?

3 conditional rules ship with the template: Features conditional validation: if “Any movement concerns or existing exercise restrictions?” is Yes, “Movement concerns and restrictions to review” becomes mandatory before the form can be sent. Features conditional validation: if “Preferred session format” is Online, “Available space and equipment for remote sessions” becomes mandatory before the form can be sent. Features conditional validation: if “Have you worked with a trainer before?” is Yes, “What worked and what you would change” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.

Where do responses to the Personal Trainer Intake Form form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Personal Trainer Intake Form form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Is the signature on this form legally usable?

The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.

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