How many clients you can handle
The number of clients you can handle comes from dividing your weekly hours of client work by what each client costs you per week, counting sessions and also programming, messages and check-ins. With 30 weekly hours, two one-hour sessions per client and two hours of admin, capacity is 7 clients. Admin hours weigh more than sessions do.
The formula
Capacity = Weekly hours ÷ ((Sessions per week × Duration) + Admin hours per client)
What each variable means
- Weekly hours
- Real hours spent on clients, leaving out running the business, selling and studying.
- Sessions per week
- How many times a week you see each client, in person or on a call.
- Admin hours per client
- Building and recalculating the routine, answering messages, reviewing logs and preparing check-ins. This is the variable that decides the answer.
Precomputed values
| Sessions per week | 0.5 h admin | 1 h admin | 2 h admin | 3 h admin |
|---|---|---|---|---|
| 1 session | 20 | 15 | 10 | 7 |
| 2 sessions | 12 | 10 | 7 | 6 |
| 3 sessions | 8 | 7 | 6 | 5 |
In the two-session row, going from three hours of admin to half an hour doubles capacity. Sessions are the floor of the cost; admin is the part that can move.
Run it on your numbers
How to read the result
When capacity comes out below what you already carry, the number is telling you the difference comes out of your own time. The shortest lever is admin hours: dropping them from two to one takes capacity from 7 to 10 clients without touching the session schedule.
Assumptions and limits
- It assumes every client has the same frequency and the same admin load. If you mix online and in person, run each group separately.
- It does not subtract travel between clients. If you move between gyms, add that time to admin hours.
- The result is a ceiling, not a target. Running at 100% of capacity leaves no room for reschedules.
