Personal Training Intake Form
A PT intake with PAR-Q health screening, fitness goals, injury history, medications, activity level, and consent.
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About This Template
What is a personal training intake form?
A personal training intake form is the structured online questionnaire new clients fill out before their first session with a personal trainer, fitness coach, or online coaching service. It captures contact info, biometrics, fitness experience, training goals, injury and medical history, current medications, activity level, and a signed waiver. It's the single source of truth for who the client is, what they want from training, and what risks the trainer needs to manage — and it's the foundation of every coaching relationship that lasts longer than three sessions.
Before digital intake forms, personal trainers used a Word doc emailed to new clients, who would print it, fill it out by hand, scan it, and email it back. Half of clients never returned the doc, the other half returned it incomplete, and the waiver lived in a folder no one could find when an injury actually happened. Trainers hated the back-and-forth because it slowed their onboarding, and clients hated it because it felt like more work than booking the session in the first place. The digital version of PT intake fixes all of this: clients complete a clean mobile-first flow in under six minutes, the trainer reviews the data before the first session, and the signed waiver is a timestamped audit record stored in the cloud.
A well-designed digital personal training intake form has four jobs: capture accurate biometric and goal data so the trainer can program the right first session, run a PAR-Q health screening to flag any pre-training risks, capture a legally defensible liability waiver with audit trail, and feed the trainer's coaching software so they don't have to re-type a single field. This Poper template handles all four. It's pre-configured with 13 fields trainers actually use, ships with the standard PAR-Q screening, and includes a typed digital signature that generates a legally binding e-signature record under the ESIGN Act.
Use this template as-is for an independent personal trainer, gym PT program, online coaching service, nutrition coaching practice, post-rehab fitness, sports performance coaching, senior fitness, or pre/postnatal training — or use the drag-and-drop builder to add custom fields like sleep hours, stress level, sport-specific performance metrics, or referring physician contact. The form is fully brandable, mobile-first, and integrates with Trainerize, TrueCoach, MyPTHub, PT Distinction, Everfit, and 96+ tools.
For You
Why Use This Personal Training Intake Form?
Built and battle-tested by teams who collect real responses every day.
Fill It Out in Under 6 Minutes
Smart step layout lets new clients finish a complete intake in under six minutes — not the multi-page packet most trainers email as a Word doc.
PAR-Q Health Screening Built In
Industry-standard PAR-Q questions flag clients who need physician clearance before training. Keeps clients safe and protects you as the trainer.
Goals Captured in the Client's Words
Free-text and structured fields capture the client's specific goals, motivation, and timeline — so your first session feels personal, not generic.
Injury History Logged Cleanly
Capture past and current injuries, surgeries, and chronic conditions in a structured format you can scan in 30 seconds before the first session.
Liability Waiver Included
Clients type their name to acknowledge the assumption of risk and informed consent. Generates a timestamped audit record for every new client.
E-Signature with Audit Trail
The typed signature is captured with timestamp and IP — legally defensible under the ESIGN Act and exportable as a PDF for your records or insurance.
Every Field, Explained
Every field in this form, explained
Each field was chosen to serve a specific coaching or safety purpose. Here's what each one does — and why it's there.
The client's legal name as it appears on their ID. Required for the waiver, billing, and matching records in your coaching software.
Used for age-appropriate program design, minor consent logic, and as a secondary identifier in your client database.
Primary contact for intake confirmation, session reminders, program delivery, and progress check-ins. The unique key for the client record.
Backup contact and the preferred channel for session reminders, day-of texts, and emergency outreach.
Baseline biometric used for BMI, body composition tracking, and program design — especially for clients with weight or body composition goals.
Starting weight in pounds or kilograms. Critical baseline for tracking progress and for any load-based programming math.
Radio for never trained, beginner, intermediate, advanced. Drives initial program complexity, weight selection, and exercise variety.
Free-text and structured fields capturing weight loss, muscle gain, performance, mobility, stress relief, or general health. Drives program priority.
Standard 7-question health screening from the Canadian Society for Exercise Physiology. Any yes answer flags a recommendation for physician clearance.
Past and current injuries, surgeries, and ongoing pain points. Critical for exercise selection and load progression to avoid aggravating conditions.
Prescription and OTC medications the client takes regularly. Some medications affect heart rate, blood pressure, and recovery — important context for the coach.
Radio for sedentary, lightly active, moderately active, very active, or athlete. Used for program intensity calibration and caloric needs estimation.
Typed full-name signature for the liability waiver and informed consent. Captured with timestamp and IP, forming a legally defensible e-signature record.
How It Works
From template to live form in three quick steps.
Fill Out the Form
Try the form yourself — every field is interactive. See how respondents will experience it.
Import to Poper
Click 'Use This Template' to load it into your Poper dashboard. Customize fields, styling, and logic.
Embed Anywhere
Add it to your website, landing page, or share as a standalone link. Responses stream straight into Poper.
Best Practices
Personal training intake form best practices
Nine field-tested tips from personal trainers and online coaches who have onboarded thousands of clients. Apply what fits your coaching style.
Send the intake link the moment a session is booked
Don't wait for the first session to email the form. Send it the moment a consultation or trial session is booked, with a reminder 24 hours before. Clients who arrive with the intake done train better in session one.
Break the form into 4–5 short steps
A 13-field one-page form feels intimidating on mobile. Turn it into a step-by-step layout with 2–4 fields per step. Completion rates climb significantly when clients see a progress bar instead of a long scroll.
Use the PAR-Q exactly as written
Don't paraphrase the PAR-Q questions — use the official wording from the Canadian Society for Exercise Physiology. The official wording is what gives the screening its legal and clinical validity in the fitness industry.
Capture goals in the client's own words
Include a free-text field for goals alongside the structured checklist. The client's own words tell you what really matters — and that's the language you'll use to motivate them in every check-in for months to come.
Flag high-risk PAR-Q responses for review
If a client answers yes to any PAR-Q question, route the submission to a review queue and require a physician clearance file before training begins. This protects the client and your business from preventable incidents.
Capture progress photos and measurements at intake
Add a multi-file upload for front, side, and back progress photos plus number fields for weight, waist, hip, chest, and arm measurements. This baseline data is gold for tracking transformation and creating before/after content.
Customize the waiver to your jurisdiction
Have an attorney review your waiver language for the state or country you operate in. Poper provides the e-signature technology, but the legal language is on you to localize for your jurisdiction and insurance carrier.
Auto-email the welcome packet after submission
Trigger a welcome email immediately after intake submission with the consultation booking link, what to wear, what to bring, parking info, your intro video, and the coaching agreement PDF. Clients feel taken care of before session one.
Pre-fill returning clients to speed up reactivation
When a former client returns, send them a unique pre-filled link with last engagement's data. They confirm in 60 seconds and re-sign the waiver — making reactivation feel effortless and increasing return-client conversion.
For Teams & Businesses
Built for Professional Use
Import this form into Poper, brand it, and embed it anywhere. Responses flow straight into your tools.
Client Pipeline in One Dashboard
Track new client intakes, pending consultations, and active clients in one place. Spot which marketing channels drive the highest-quality leads.
Conditional Logic by Goal or Risk
Weight loss clients see nutrition follow-up, muscle gain sees program preference, post-rehab sees physician clearance. One form, every client type.
Sync to Trainerize, TrueCoach, MyPTHub
Push new clients into Trainerize, TrueCoach, MyPTHub, PT Distinction, Everfit, and 96+ tools. No CSV exports, no copy-paste client lists.
Group and Couples Coaching Support
Capture multiple clients in a single intake using conditional add-fields — perfect for couples coaching, sibling sessions, and small group programs.
Branded to Your Practice
Swap in your coaching brand logo, hex colors, hero photo, and font. Looks like part of your coaching site — not a generic template from another tool.
Welcome Sequence Automation
Trigger a welcome email with intake confirmation, first session details, prep instructions, and a link to schedule the consultation in one click.
Perfect for:
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FAQs
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