Winning Strength Blueprint | Professional Personal Training and Coaching Software

How Tom Cut Admin Time by 80% While Growing to 150 Active Clients

From drowning in spreadsheets and missed payments to running a streamlined coaching empire

20+ hrs

Weekly admin

BEFORE

4 hrs

Weekly admin

AFTER

Max clients

BEFORE

150

Active clients

AFTER

The Breaking Point

By 2020, Tom had built what looked like a successful strength coaching business. But behind the scenes, he was drowning.

The Daily Chaos:

• 3-4 hours daily managing spreadsheets across 45 clients
• Chasing missed payments through WhatsApp and email
• Creating every program from scratch - 2+ hours per client
• Lost bookings due to manual scheduling mishaps
• Client progress scattered across photos, texts, and notes

The final straw? Tom lost £1,200 in a single month from missed payment reminders and double-booked sessions. He was working 70+ hour weeks but earning less than minimum wage per hour when admin time was factored in.

"I became a strength coach to help people transform their lives. Instead, I was spending most of my day as a part-time accountant, part-time secretary. I seriously considered going back to a regular job."

The Transformation

In early 2020, Tom joined forces with Andy to create Winning Strength Blueprint. Within two weeks of implementation, his entire business workflow had transformed.

Before WSB:

→ Excel sheets for 45 clients
→ WhatsApp for everything
→ Manual payment tracking
→ 2 hours per program creation
→ Constant client chasing
→ £1,200+ monthly revenue leaks

After WSB:

→ Single dashboard for 150 clients
→ Integrated client communication
→ Automated payment reminders
→ 15 minutes per program (templates)
→ Clients check in automatically
→ Zero missed payments

The Implementation

Tom migrated his first 10 clients in one afternoon. The template system meant he could recreate programs that previously took hours in just minutes. Within a month, all 45 clients were on the platform.

"The moment I realised WSB would send automatic payment reminders and handle booking confirmations, I knew I'd found the solution. That alone saved me 10+ hours per week."

The Results

233%

Client growth

(45 → 150 clients)

80%

Time savings

(20+ hrs → 4 hrs weekly)

£18k

Annual revenue recovered

(From missed payments)

18 Months Later

Business Growth:

150 active clients (was capped at 45)
95% client retention rate (up from 70%)
Zero missed payments in 12 months
Hired 2 assistant coaches to help scale
Launched group programs using WSB's team features

Life Quality:

Works 45 hours/week (down from 70+)
Takes actual weekends off
Focuses on coaching, not admin
Stress levels dramatically reduced
Reinvested saved time in business development

Tom's Current Workflow

Monday morning (30 minutes):

Tom opens WSB's dashboard to see the week ahead. Automated check-ins from clients are already organised by priority. Payment reminders have been sent automatically. New bookings are confirmed.

Program creation (15 minutes per client):

Using program templates and automation, Tom adapts existing programs for new clients. Exercise videos and form cues are pre-loaded. Progression tracks are automated.

Client communication (2 hours total per week):

All client updates, workout videos, and questions come through WSB. Tom reviews and responds from one dashboard. No more hunting through WhatsApp or email threads.