Let’s be honest—being a personal trainer is one of the most fulfilling jobs out there. I mean you literally help people transform their lives. But like all of us, every now and then, you run into a client who makes you question everything. The kind who has you instantly going from cueing a perfect squat to wondering if you should’ve become the world’s barista instead. Whether they cancel last minute, argue over every workout, or drain your energy with a negative attitude, learning how to deal with difficult clients is part of the job.
But, the good news? With clear boundaries, solid systems, and a little support from tools like ABC Trainerize, you can handle tough client relationships without losing your cool. Or your passion for coaching.
Ready to get started? Let’s dive in!
Spot the Red Flags Early: Know the Client Types
Now, before you’re able to manage a difficult client, you’ve got to recognize the type of challenge you’re dealing with. And, not all tough clients are the same. That’s why knowing what you’re up against helps you respond with the right strategy. Rather than the alternative which is getting caught off guard and frazzled.
So, let’s break down four of the usual suspects.
#1: The Uncommitted Client 🕒
First up, the uncommitted client. You know the type. They miss sessions. They “forget” to do their workouts. Their food logs are blank. And you’re constantly left wondering if you’re more invested in their goals than they are.
So how do you handle it when they keep ghosting your program? Here’s how that convo might go:
You: “Hey, I noticed you’ve missed the last two sessions and haven’t logged your meals this week. Is everything okay?”
Client: “Yeah, I’ve just been super busy. I’ll get back on it next week.”
You: “I get that life gets busy, but if we’re not consistent, it’s hard to make progress. Let’s talk about how we can make this work better for your schedule.”
The key is to keep your cool, stay professional and not take their excuses personally.
Pro tip: Use ABC Trainerize habit tracking and automated reminders to help clients stay on track without you constantly checking in manually.
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#2: The Know-It-All 🤔
Next we have the know-it-all. This client questions your every move. They read one article and now they’re convinced they know better than you.
And yes, it can be triggering—especially when you’ve spent years studying your craft. But, staying calm and confident (instead of getting defensive) is key to keeping the relationship productive and professional.
Here’s how you might handle it:
Client: “I read that squats are bad for your knees. I don’t want to do them.”
You: “I totally get wanting to protect your joints. There’s a lot of conflicting info out there. I’ll make sure your form is spot on, and if you feel any discomfort, we’ll swap in an alternative that targets the same muscles.”
The key is to stay calm, confident, and factual.
Pro tip: Use video demonstrations in ABC Trainerize to reinforce your coaching with science-backed visuals and alternative exercise options.
You’ve got this.
#3: The Negative Nelly 😬
Next, let’s talk about the negative nelly. For this client, progress is never fast enough. They focus on what’s going wrong instead of what’s going right. And, every check-in is an excuse for complaint.
Now, with this client t’s easy to get pulled into their spiral. Especially if you genuinely care (and let’s be honest, you do). But, your job isn’t to match their energy; it’s to shift it. So keep the tone solution-focused, and use real data to bring their wins into the spotlight.
Here’s how that might look:
Client: “I only lost one pound this week. This isn’t working.”
You: “Actually, that one pound is a great sign. Sustainable fat loss often happens slowly, and it means you’re doing it in a healthy way. Let’s also look at your strength gains—you’ve gone up 10 lbs in your deadlifts!”
The key with this client is to bring them back to the postive.
Pro tip: Using progress photos and measurements in the ABC Trainerize app helps you shift the focus away from the scale and celebrate non-scale victories.
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#4: The Overly Demanding 😵
Now, we have the overly demanding client. This client expects you to reply instantly to every message, adjust their meal plan at 11 p.m., and basically become their personal concierge.
And, let’s be real.. This type of interaction often feels overwhelming fast. But, the key here is remembering that you set the tone. And you don’t need to match their urgency. Instead, protect your time by leading with clear boundaries and consistent communication.
Here’s how you might respond when things start to feel like too much:
Client: “Hey, can you change my entire meal plan again? I just decided I’m going gluten-free.”
You (next morning): “Hey! I saw your message and can absolutely make those adjustments. Just a heads up—I’ll typically reply to messages within 24 hours during business hours.”
The key here is to set clear communication expectations from day one.
Prop Tip: Use Trainerize in-app messaging to streamline your response flow—while keeping your boundaries intact.
How to Deal With Difficult Clients Like a Coaching Boss
Now that you’ve got a handle on the types of tricky clients you might face, let’s talk strategy. Because identifying the challenge is one thing. But, handling it like a coaching boss? That’s where the magic (and your professionalism) really kicks in.
#1: Set Clear Boundaries From Day One
Before you dive into macros, workouts, or mindset coaching, set the foundation: expectations. And, the best time to establish boundaries is at the very beginning of the relationship. Before any issues pop up. So, be sure to set clear guidelines protect your time, support your client’s success, and set the tone for a professional (and respectful) coaching experience. Be sure to cover topics like:
- Session cancellations
- Response times
- Rescheduling
- Progress check-ins
Example Dialogue to set the tone:
“When we start together, I send out a quick guide with how to get the most out of our coaching—like how to message me, when to check in, and what to expect week to week.”
Pro tip: Use custom onboarding sequences to deliver all of this without repeating yourself every time.
#2: Communicate Like a Human
Next, once boundaries are set, it’s all about how you show up in conversation. Because, difficult clients often bring big emotions to the table. And how you respond can either escalate or de-escalate the situation. Remember, you are still able to be the expert and lead with warmth.
The key is striking that sweet spot between empathy and authority. For example:
Client: “I feel like nothing is working.”
You: “I hear you—and I’m glad you’re being honest with me. Let’s walk through your logs and see what’s actually happening. Sometimes, small wins don’t show up immediately, but they’re there.”
Pro tip: Let clients know they’re heard. Then, gently redirect them with data and encouragement. ABC Trainerize dashboards help you spot patterns so you can coach with clarity.
#3: Customize the Experience
Once you’ve nailed communication, it’s time to adapt your coaching style. Because let’s face it—what motivates one client might totally shut down another. And, difficult clients aren’t always difficult—sometimes, they just need a different approach. That’s where personalization becomes your superpower.
Example Approach:
- Adjust check-in frequency based on the client’s needs
- Add mindset coaching or journaling habits
- Use video messages for clients who need extra motivation
Pro tip: ABC Trainerize lets you tailor workouts, habits, and nutrition plans to each client so they feel seen, supported, and successful.
#4: Make Accountability Simple
Even the most motivated clients can lose steam—especially the ones who are already struggling. That’s why your systems matter just as much as your fitness coaching. So, instead of relying on willpower (or turning into a professional nag), build in structure that keeps clients on track automatically. Consider things like:
- Weekly goal setting
- Habit tracking
- Push notifications
- Scheduled progress photo reminders
Here’s how to set the tone:
“I’ll check in on Thursdays, but feel free to message me if anything urgent comes up. Just keep logging everything in the app—workouts, meals, how you’re feeling. That way, I can see the full picture.”
Pro tip: ABC Trainerize automates these touchpoints so you stay consistent—even when your schedule gets hectic.
Know When It’s Time to Move On
Finally, even with the best strategies and intentions, not every client relationship is meant to last. And that’s okay. Sometimes, the most professional move you can make is knowing when to call it.
And, keep in mind that you might be doing everything right. But, if the dynamic is draining your energy or pulling you out of alignment with how you want to coach, it’s worth re-evaluating.
Signs it might be time to part ways:
- The client consistently disrespects your time or boundaries
- Your energy dips every time you see their name pop up
- You dread their sessions or check-ins
It’s never easy, but it can be graceful. Here’s how you might approach that convo:
“I really appreciate the time we’ve worked together, but I don’t think I’m the best fit to support your goals right now. I’d be happy to refer you to someone who might be a better match.”
Pro tip: You’re allowed to protect your peace. You’re building a business that reflects your values, your energy, and your mission—not one that leaves you feeling burnt out and resentful.
Final Thoughts: Growth Comes from the Tough Ones
Lastly, every difficult client teaches you something—about communication, confidence, compassion, and your own boundaries. And when you’ve got the right systems in place, those challenges become easier to manage.
ABC Trainerize gives you the structure, support, and automation you need to stay focused on what you do best: coaching. Whether it’s habit tracking, custom workouts, nutrition planning, or communication. And, ABC Trainerize helps you keep every client on track (even the tricky ones).
Because when you’ve got the right tools, every client—yes, even that one—can be a success story
Ready to start building a thriving coaching business? Sign up for a 30-day free trail of ABC Trainerize and get started today!
