Case study
Train to Adapt client booking and subscription platform
A client-facing booking, payments and subscription platform for a personal training business, with live Google Calendar availability, credit-based scheduling and a full owner back office for revenue and utilisation reporting.
Category
Client Portal, Booking & Subscriptions
Industry
Fitness & Wellness
Solution
Membership & Client Portals
The brief
The business ran on messages, a paper diary and manual invoicing. Clients could not see availability, pay online or manage their own bookings, and the owner had no visibility over recurring revenue, churn or how much of the schedule was actually being used.
What we delivered
- Marketing site with live pricing across three tiers, monthly packages or per-session top-ups, one or two person options and an automatic monthly promo
- Stripe embedded checkout for subscriptions and one-off sessions, with a customer portal for cards, plan changes and downloadable receipts
- Credit-based booking where purchases grant session credits, bookings consume a credit atomically and in-policy cancellations refund it automatically
- Month and week calendar views showing open slots, slots taken by other clients and time blocked on the trainer's own Google Calendar
- Live availability indicator driven by realtime database subscriptions
- Client self-service for password reset, profile, notification preferences, waitlists for full slots and booking history
- Admin overview of today's and upcoming sessions, with filtered bookings management and admin cancel or reschedule
- Availability builder with recurring weekly windows, configurable slot length and one-off time-off blocks
- Financial reports covering MRR, new and cancelled subscriptions, churn, average lifetime and LTV, revenue by plan, upcoming renewals, session utilisation and CSV export
- Two-way Google Calendar sync, so confirmed bookings appear on the trainer's calendar and anything added there instantly blocks the slot
- Append-only audit log of every administrative action
- Automated email alerts on bookings, cancellations, reschedules, purchases and account changes
Engineering highlights
- 1
Availability is computed from the trainer's schedule minus existing bookings minus live Google Calendar busy ranges, and re-verified server-side at the moment of confirmation rather than only when the slot was displayed.
- 2
Booking, cancelling and rescheduling run inside database functions, so a session credit can never be double-spent or lost mid-flow.
- 3
Security by default: row-level security on every table, role-based admin access held in a dedicated roles table rather than on the user profile, and security-definer functions locked to only the roles that need them.
- 4
Edge-deployed full-stack React with server functions, so pages render fast and no secrets ever reach the browser.
Technical stack
- Front end
- React 19 with TanStack Start and Tailwind CSS
- Database
- Managed Postgres with row-level security and realtime subscriptions
- Payments
- Stripe embedded checkout, subscriptions and customer portal
- Calendar
- Google Calendar API with two-way sync and busy-range blocking
- Resend for transactional and admin notification mail
- Delivery
- AI-assisted development, deployed to a custom domain
ROI model
Recurring revenue plus recovered admin time: packages sell and renew without manual invoicing, and every booking, reschedule and cancellation is handled by the client rather than the owner.
Monthly packages and per-session sales collected online, so cash collection no longer depends on chasing invoices
Administrative time on diary management, invoicing and booking messages returned to billable coaching hours
Session utilisation and churn visible for the first time, so pricing and schedule decisions rest on data
Double-booking eliminated, removing the credibility cost of scheduling errors
Delivered for a monthly fee rather than an agency project budget, with no capital outlay
Inside the platform
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