Why use a client intake form
Before the first session, you need to know who you're working with: your client's goals, experience, any aches or pains, and health limitations. An intake form saves time at the first meeting, helps you plan safe training, and shows your client that you take your work seriously.
Client intake form generator
Print the paper form, or let the client fill in the digital one on a phone and sign with a finger.
Form sections
Client Intake Form
Data protection (GDPR)
Your data is processed by the trainer named at the top of this form. It is used only for training and payment records and is never sold or passed on.
Legal basis: our training agreement (GDPR Art. 6(1)(b)), a legal obligation for payment records (Art. 6(1)(c)) and your explicit consent for health data (Art. 9(2)(a)).
Data is kept while we work together and for 3 months afterwards; payment records as long as accounting law requires. You have the right to access, correct, erase, restrict and transfer your data and to object. You can withdraw your consent at any time. You can complain to the data protection authority in your country.
I consent to the processing of my health data so that training can be adapted safely.☐ Yes ☐ No
I consent to photos or videos from my sessions being posted on my trainer's social media.☐ Yes ☐ No
I would like to receive news and offers from my trainer.☐ Yes ☐ No
Contact details
Full name
Date of birth
Sex☐ female ☐ male ☐ prefer not to say
Phone
Email
Emergency contact (name, relationship, phone)
Goals and motivation
Main goal☐ weight loss ☐ muscle gain ☐ strength ☐ fitness ☐ healthy back and posture ☐ sports performance ☐ other
What exactly do you want to achieve, and by when?
Why is this important to you right now?
What has kept you from exercising regularly so far?
How committed are you?☐ somewhat ☐ quite ☐ fully
Health (PAR-Q+)
Has your doctor ever said that you have a heart condition or high blood pressure?☐ Yes ☐ No
Do you feel pain in your chest at rest, during your daily activities of living, or when you do physical activity?☐ Yes ☐ No
Do you lose balance because of dizziness or have you lost consciousness in the last 12 months? (Do not count dizziness associated with over-breathing during vigorous exercise.)☐ Yes ☐ No
Have you ever been diagnosed with another chronic medical condition (e.g. diabetes, asthma, thyroid disease)?☐ Yes ☐ No
Are you currently taking prescribed medications for a chronic medical condition?☐ Yes ☐ No
Do you currently have, or have you had within the past 12 months, a bone, joint or soft tissue (muscle, ligament or tendon) problem that could be made worse by becoming more physically active?☐ Yes ☐ No
Has your doctor ever said that you should only do medically supervised physical activity?☐ Yes ☐ No
Are you pregnant, or have you given birth in the past year?☐ Yes ☐ No
If you answered yes to any question, please give details:
Medical history
Where do you have pain or limitations?☐ neck ☐ shoulders ☐ upper back ☐ lower back ☐ hips ☐ knees ☐ ankles ☐ wrists or elbows ☐ none
Injuries or surgeries (what and when):
Medications and supplements you take:
Did a parent or sibling have heart disease, a stroke or diabetes before age 60?☐ Yes ☐ No
Lifestyle
Work☐ mostly sitting ☐ active ☐ physically demanding
Sleep per night☐ less than 6 h ☐ 6–7 h ☐ 7–8 h ☐ more than 8 h
Stress level☐ low ☐ moderate ☐ high
Daily activity☐ under 5,000 steps ☐ 5,000–10,000 ☐ over 10,000
Eating habits☐ irregular ☐ average ☐ balanced
Alcohol☐ never ☐ occasionally ☐ weekly ☐ daily
Do you smoke?☐ Yes ☐ No
Training and availability
Strength training experience☐ none ☐ beginner ☐ intermediate ☐ advanced
What sports or physical activities do you do now?
What do you enjoy about exercise, and what don't you enjoy?
When can you train?☐ Mon ☐ Tue ☐ Wed ☐ Thu ☐ Fri ☐ Sat ☐ Sun
Preferred time☐ morning ☐ midday ☐ afternoon ☐ evening
How many times a week?☐ 1× ☐ 2× ☐ 3× ☐ 4× or more
Training policy
You can cancel or reschedule a session free of charge up to 24 hours before it starts. If you cancel later or don't show up, the session counts as completed – it is deducted from your session package or charged at the full price.
If you arrive late, the session still ends at the scheduled time. If your trainer cancels, the replacement session is free.
Sessions are paid in advance. How long a session package is valid is agreed with your trainer.
At your own risk
I take part in training voluntarily and at my own risk. I understand that exercise, especially with weights, carries a risk of injury or health problems.
I will follow my trainer's instructions and say right away if I feel pain, dizziness or nausea. My trainer is not a doctor, and their advice does not replace medical care.
I am responsible for my own belongings. My trainer is liable for damage caused by breaching their duties, as provided by law.
Consent
I confirm that the information above is true and that I will inform my trainer of any change in my health. I understand that exercise involves some risk, and I will speak up right away if I feel pain or discomfort during a session. I consent to the information in this form being used to plan my training.
I consent to progress photos (for my trainer's use only).☐ Yes ☐ No
Date and signature
Created for free at trainzeno.com
Clients can also fill out the form at home – just send them the link. They’ll send the completed PDF back by text or email.
What an intake form should include
This form follows what trainer certification bodies recommend when onboarding a new client: a short PAR-Q+ health screening, medical history, lifestyle, training experience and goals.
- Contact details – name, phone, email and an emergency contact.
- Goals and motivation – what the client wants to achieve, by when, and why now. The answer to "why" will help you keep them motivated later on.
- Health (PAR-Q+) – seven questions about the heart, blood pressure, chest pain, dizziness, chronic conditions, medication and the musculoskeletal system. If the client answers no to all of them, they're cleared to start exercising. If they answer yes to any, it's wise for them to check with a doctor before starting training.
- Medical history – where they have pain, past injuries, surgeries, medication and family history.
- Lifestyle – work, sleep, stress, daily activity, diet, alcohol and smoking. These affect recovery and how quickly results show up.
- Training and availability – experience, what they enjoy and when they can train. You'll see right away which time slots to offer.
- Policies and GDPR – cancellation rules (for example 24 hours' notice), training at the client's own risk and information on how their data is processed under GDPR. Health data requires the client's explicit consent. An “at your own risk” signature does not protect you from liability for your own mistakes.
- Consent and signature – confirmation that the information is accurate, acknowledgment of the risks of exercise, and consent to data processing.
Go through the form with your client in person before the first assessment or test. Update the health section every 12 months or whenever there's a significant change in their health.
Health information is sensitive
Health information is a special category of personal data. Collect only what you really need, store it securely and don't share it. Keep completed paper forms locked away, not in your gym bag. This template is not legal advice – if in doubt, check with a data privacy professional.
Goals, health and notes for every clientIn Trainzeno, every client has an Info tab – goal, limitations, notes, birthday and contact details, one tap away.
Download the app →FAQ
When should a client fill out the intake form?
Ideally before the first session – send it as a PDF, or print it and have the client fill it out at the start of your first meeting.
What if a client answers yes to a health question?
It doesn't mean they can't exercise. But it's wise for them to talk to their doctor before starting training or before increasing the intensity.
How often should the form be updated?
Once a year, or after any major change – an injury, surgery, pregnancy or a new medical condition.
