Personal Training Booking Guide
We use Acuity Scheduling to manage Personal Training appointments at Train MBS.
This guide explains how to view, book, reschedule and cancel your sessions, as well as how your Personal Training membership works.
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Jump to: Membership · Booking · Rescheduling · 24-Hour Policy · Quick Reference
1. Creating Your Booking Account
You do not need an account to book an initial consultation.
Once you begin regular Personal Training, we recommend creating a booking account so that you can:
view your upcoming sessions
book future appointments
make recurring bookings
reschedule appointments
cancel appointments
keep your PT diary in one place
Please use the same email address you have previously used with Train MBS.
If you have any difficulty getting set up, just let us know. We are happy to spend a few minutes after a session helping you access your account or showing you how the booking system works.
2. Understanding Your PT Membership
Train MBS Personal Training memberships include either 4 or 8 sessions per month.
This is slightly different from buying “one session every week” or “two sessions every week.”
A 4-session monthly membership provides 48 sessions across 12 months, while an 8-session membership provides 96 sessions across 12 months.
Because a calendar year contains 52 weeks — and some months contain five occurrences of your usual training day — there will naturally be weeks where you do not have a session included within that month’s membership.
Your regular weekly time is still useful for creating consistency, but your membership is based on the number of sessions included each month, rather than the number of Mondays, Tuesdays or other weekdays that happen to fall within that month.
This also creates some natural flexibility across the year for holidays, illness and other unavoidable diary changes.
3. Booking Your Sessions
Clients can book and manage the sessions included within their membership.
Our booking diaries will normally be available approximately 60 days in advance.
We recommend booking ahead rather than waiting until the week of your session.
Where possible, sessions should remain at broadly the same agreed day and time each week.
Keeping a regular appointment helps protect consistency for you while allowing us to manage availability fairly across all clients.
If your circumstances change and your usual training time is no longer suitable, please speak to your trainer so that we can review the available options.
4. Recurring Bookings
If you normally train at the same time each week, the easiest option is usually to book several sessions together.
When selecting your appointment, choose:
Select and make recurring
You can then choose the number of weeks you would like to book.
If one of those dates is unavailable because your trainer is away, already booked or otherwise unavailable, Acuity will simply show that date as unavailable. You can still book the remaining sessions.
5. Viewing Your Upcoming Sessions
Rather than searching through old confirmation emails, we recommend checking your booking account whenever you want to confirm your schedule.
Go to:
www.trainmbs.com/manage-pt-bookings
Then:
Choose your trainer → Login → Appointments
Your upcoming sessions will be listed there.
If your trainer has booked a session on your behalf and it does not appear in your account, please let us know so that we can make sure it has been linked correctly.
6. Rescheduling A Session
If there are more than 24 hours remaining before your appointment, you can usually reschedule it yourself.
Log into your booking account, open Appointments, select the session you want to change and choose Reschedule.
Select another available appointment and your booking will update automatically.
If the session was part of a recurring series, changing one appointment will only move that individual session. The rest of your recurring appointments will remain unchanged.
Rescheduling is subject to trainer availability and cannot be guaranteed.
Where possible, please continue to use your regular agreed training time rather than routinely moving between different appointment slots.
7. Cancelling A Session
If there are more than 24 hours remaining before your appointment, you can cancel it through your booking account.
If you already know you cannot attend, please cancel as early as possible — even if you have not yet found a suitable replacement time.
This releases the appointment for another client.
You can then check the booking calendar for another suitable session. If you cannot see an appropriate alternative, please speak to your trainer.
Rescheduling is subject to trainer availability and cannot always be guaranteed.
8. The 24-Hour Policy
Train MBS operates a 24-hour cancellation and rescheduling policy.
Up until 24 hours before your session, you can manage changes through the booking system.
Inside 24 hours:
online cancellation is disabled
online rescheduling is disabled
the session will normally count as used
If you are unable to attend inside 24 hours, please still let your trainer know so that we are not expecting you.
Please do not assume that a session can be moved simply because another appointment time happens to appear available.
Full details can be found in our Terms & Conditions:
9. Keeping Your Regular Training Time
We understand that work, family and life sometimes mean appointments need to move.
Occasional rescheduling is completely fine.
However, clients should continue to use their agreed regular day and time as their main appointment slot.
Rescheduling should not be used in a way that effectively occupies multiple regular times within the diary.
If you find that you are regularly needing a different day or time, please speak to your trainer so that we can review your usual appointment.
10. If Your Usual Time Is Unavailable
Occasionally your normal session may not be available because of trainer holidays, family commitments, professional development or other diary changes.
If this happens:
check the booking calendar for another suitable appointment
book an available alternative if one works for you
speak to your trainer if nothing suitable is available
Alternative appointments are subject to availability and cannot always be guaranteed.
An unavailable slot does not necessarily mean that an additional appointment can be created outside your trainer’s normal working hours.
11. For Existing Train MBS Clients
We are simplifying and standardising the way Personal Training bookings are managed across Train MBS.
Depending on how you already use the booking system, you may notice very little change.
If you already log into Acuity and manage your appointments yourself, you can simply continue doing so.
If you have previously relied more on your trainer to manage your bookings, we may help you:
access or create your booking account
make sure your existing appointments are visible
find the Appointments section
understand recurring bookings
book future sessions yourself
If technology is not your favourite thing, please don’t worry. We are happy to help you get set up.
As we make the process more consistent across Train MBS, we may occasionally make small adjustments to help ensure fair access to regular appointment times.
12. When Should I Contact My Trainer?
You do not normally need to message your trainer simply to:
check your upcoming appointments
book future sessions
cancel outside 24 hours
reschedule outside 24 hours
These can all be handled through your booking account.
Please contact your trainer if:
you are having a genuine technical problem
your normal training time is no longer suitable
your circumstances have changed significantly
something needs discussion rather than simply booking
you need coaching or training support
For general Train MBS administration:
13. Quick Reference
Manage your bookings
www.trainmbs.com/manage-pt-bookings
View your appointments
Choose your trainer → Login → Appointments
Booking window
Approximately 60 days ahead
Membership
4 or 8 sessions per month
Cancel or reschedule
More than 24 hours before your appointment
Inside 24 hours
Online changes are disabled and the session will normally count as used
Terms & Conditions
www.trainmbs.com/terms
Admin support
admin@trainmbs.com
Why We Use This System
A clear booking system gives clients better visibility and control over their appointments while helping our trainers manage their diaries consistently and fairly.
That means less time spent managing routine scheduling, and more time and energy focused on the important part:
Your training and coaching.