Creating an Automated Data Tracking System to Keep Clients On Track

Introduction

Shaun Townsend, Operations Manager at Lockeroom in Sydney, faced a common issue in fitness: collecting consistent client lifestyle data. With 14 trainers across two gyms, manual tracking of bodyweight, steps, and recovery was slowing progress.

“Getting data off people is probably the biggest challenge,” Townsend said. When Lockeroom adopted TeamBuildr’s AMS—integrated with Apple Health—data collection became seamless, providing real-time insights without constant follow-up.

Combined with TeamBuildr’s programming and weight room tools, the platform created an efficient, all-in-one system. The result: a streamlined, scalable approach that bridges the gap between gym training and lifestyle coaching.

Challenges

Running a high-performing gym with diverse clientele, requires sophisticated data management. Lockeroom faced a core challenge: collecting consistent, reliable lifestyle data from clients. Before TeamBuildr's AMS integration, the gym relied on manual reporting systems that created multiple friction points.


Manual methods—texts, verbal check-ins, scattered notes—led to delays, missed patterns, and reduced coaching effectiveness. “Information might be in a text or hidden in a message somewhere and that became very challenging,” said Operations Manager Shaun Townsend.

The team tried a third-party solution called Heads Up, but it was costly, required a separate app, and often logged users out, leading to lost data. “It was very expensive, and each user had to get another app,” Townsend explained.

These gaps created friction in Lockeroom’s semi-private training model, where real-time insights into bodyweight, steps, and recovery are essential for personalized coaching. Townsend emphasized the importance of simplicity: “Usually, one of those three pillars is significantly at risk, referring to sleep, steps, and bodyweight.” Without a better solution, the team struggled to deliver consistent, impactful lifestyle support beyond the gym.

Solution

TeamBuildr’s AMS platform gave Lockeroom the seamless solution it needed to integrate lifestyle data into its training programs. With automated syncing through Apple Health, coaches gained immediate access to client metrics like steps, weight, and sleep—without the delays of manual check-ins.

“TeamBuildr made updates with steps and bodyweight syncing, which are like the meat and potatoes of the metrics we use,” said Operations Manager Shaun Townsend. The automatic synchronization meant coaches could access current client data without lengthy communication chains or delayed responses.

The implementation built upon Lockeroom's existing use of TeamBuildr's Weight Room View module, which had been central to their operations for years. “Being able to see four clients at once in Weight Room View is core for our business,” Townsend said. “The ability to have four training plans up on one of the iPads set up in the gym is essential. We couldn't run what we want to do without it.” Integrating AMS into this setup gave trainers a holistic view of both gym performance and lifestyle habits.

The Wearables Dashboard added another layer of insight, allowing coaches to visualize trends and make real-time adjustments. “TeamBuildr has grown and developed the Wearables Dashboard, and that’s enough for them to take over something that’s big in the fitness coaching space right now,” Townsend said. Instead of burdening clients with complicated tracking, the system focused on key metrics aligned to each individual’s goals. “It’s helpful if they can see their weight going down in TeamBuildr as their daily step count goes up,” he added.

Best of all, implementation was easy. The AMS tools lived within the TeamBuildr interface the staff already knew, minimizing training time and maximizing impact. For Lockeroom, it wasn’t just about better data—it was about smarter coaching. “For cost-effectiveness, TeamBuildr blows its competition out of the park,” said Townsend. “Having lifestyle tracking features on the same platform as the other services is a win.”

Results

The impact of TeamBuildr's AMS integration has been significant across multiple areas of Lockeroom's operations. Instead of waiting for manual updates, coaches now lead with real-time feedback, improving responsiveness and client engagement. “If there’s any friction in getting information, it causes delays that lead to clients falling off track,” Townsend added. Client engagement has improved as a result of this enhanced responsiveness.

The integrated coaching and sports science platform that TeamBuildr provides has also strengthened Lockeroom's competitive position in Sydney’s commercial fitness market. “For anyone who's got strength-based and functional movement clients, TeamBuildr’s AMS is absolutely perfect,” Townsend said. “It's got everything you need.”

The completion percentage feature has become a core KPI for Lockeroom’s coaches. “We can see how much of a program a client does over a specific time with a simple number,” Townsend said. “It's fast and easy to pull up when you do a group session, and you can see the group average at the bottom.”

Looking forward, Townsend sees potential for ongoing expansion. “We haven't done enough with that,” he said regarding sleep and recovery metrics. “But this gives us the avenue to explore more.” The framework provided by TeamBuildr's AMS creates opportunities for Lockeroom to deepen its lifestyle coaching offerings as the platform continues to evolve.

“Seeing the changes in TeamBuildr is what gives us the most optimism,” Townsend said, highlighting the ongoing development and support that has made TeamBuildr a long-term solution for Lockeroom's evolving needs. The platform's evolution from strength and conditioning software to a comprehensive coaching tool has positioned Lockeroom at the forefront of integrated fitness coaching.