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Business Process OutsourcingTop 10 Best Personal Training Scheduling And Billing Software of 2026
Top 10 ranking of Personal Training Scheduling And Billing Software for gyms, comparing Virtuagym, Wix Bookings, Acuity Scheduling on scheduling and invoicing.
How we ranked these tools
Core product claims cross-referenced against official documentation, changelogs, and independent technical reviews.
Analyzed video reviews and hundreds of written evaluations to capture real-world user experiences with each tool.
AI persona simulations modeled how different user types would experience each tool across common use cases and workflows.
Final rankings reviewed and approved by our editorial team with authority to override AI-generated scores based on domain expertise.
Score: Features 40% · Ease 30% · Value 30%
Gitnux may earn a commission through links on this page — this does not influence rankings. Editorial policy
Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
Virtuagym
Session-to-billing linkage that posts charges based on scheduled, attended coaching events.
Built for fits when studios need controlled scheduling-to-billing automation with an API and RBAC..
Wix Bookings
Editor pickStaff and service scheduling rules power the customer booking page and admin calendar from shared configuration.
Built for fits when studios want booking, intake, and admin control inside Wix site workflows..
Acuity Scheduling
Editor pickAcuity Scheduling API enables appointment lifecycle automation through resource creation and webhooks.
Built for fits when studios need scheduling and payment state synchronized through API automation..
Related reading
Comparison Table
This comparison table maps personal training scheduling and billing tools by integration depth, data model, and the automation and API surface exposed for provisioning and workflow changes. It also highlights admin and governance controls, including RBAC, configuration options, and audit log behavior, so teams can assess how each platform handles customer, appointment, and payment data at scale.
Virtuagym
club managementProvides club management workflows for personal training including member and session scheduling plus billing and payments integrations.
Session-to-billing linkage that posts charges based on scheduled, attended coaching events.
Virtuagym’s scheduling center maps instructors to sessions and routes bookings into member records for downstream attendance and billing. Its data model connects session schedules to program participation and invoiceable events, which reduces the need for manual reconciliation. The automation and API surface supports configuration and provisioning patterns that fit recurring studio operations and multi-location deployments.
A practical tradeoff is that deep customization usually requires aligning studio workflows to Virtuagym’s schema rather than building fully bespoke scheduling logic. Virtuagym fits teams that already standardize session types and pricing rules and need consistent throughput for recurring bookings, changes, and charge posting.
- +Unified session scheduling, attendance capture, and invoiceable events in one schema
- +API supports provisioning and data synchronization for external booking and ERP systems
- +RBAC and change visibility support admin governance across staff roles
- +Program and member linkage reduces manual cross-referencing during billing
- –Highly bespoke scheduling rules may require workflow alignment to the existing schema
- –Automation relies on correct data mapping between sessions and finance objects
Studio operations teams
Recurring session schedules drive invoiceable events
Fewer billing exceptions
Integration engineers
Sync bookings and members via API
Lower manual data entry
Show 1 more scenario
Multi-location admins
Govern access across instructors and billing staff
Controlled workflow access
Admins assign RBAC roles and monitor operational edits through audit visibility.
Best for: Fits when studios need controlled scheduling-to-billing automation with an API and RBAC.
Wix Bookings
scheduling-firstSupports appointment scheduling for personal training with automated booking workflows and payments via Wix Payments.
Staff and service scheduling rules power the customer booking page and admin calendar from shared configuration.
Wix Bookings is a fit for personal training schedules that need staff calendars, recurring services, and form-driven intake on the same web property. The data model supports services, staff assignment, time-slot rules, and booking state transitions that drive both the booking UI and operational notifications. Configuration lives inside Wix site settings, which keeps governance simple for website-first teams. Integration depth is strongest when the booking flow must tie into Wix pages, Wix CRM, and external systems via Wix’s automation capabilities.
A key tradeoff is that Wix Bookings relies on Wix site context for provisioning and extensibility, which limits direct control over appointment records from an external system. The fit is strongest for small to mid-size training studios that want visual booking pages, branded intake forms, and centralized admin handling without building a custom scheduling backend. Teams needing high-throughput scheduling writes or fine-grained RBAC over booking records in an external app may hit integration constraints.
- +Service and staff scheduling data stays consistent across site and admin
- +Branded booking pages and intake forms reduce manual coordination
- +Notification workflows track booking state changes automatically
- +Wix integration options support automation without a custom backend
- –Appointment records are not exposed as a standalone scheduling API
- –Cross-system governance and RBAC granularity is limited outside Wix
Small personal training studios
Schedule one-on-one sessions with branded intake
Fewer no-shows and less admin time
Fitness coaches with recurring programs
Manage recurring blocks and reschedules
Cleaner recurring calendar operations
Show 1 more scenario
Client management teams
Coordinate onboarding and session reminders
More consistent client communication
Automation ties booking events to customer messaging flows and follow-ups in Wix-connected tools.
Best for: Fits when studios want booking, intake, and admin control inside Wix site workflows.
Acuity Scheduling
scheduling and paymentsOffers configurable appointment scheduling with customer payments, package booking, and automated reminders.
Acuity Scheduling API enables appointment lifecycle automation through resource creation and webhooks.
Acuity Scheduling supports recurring and one-off appointment scheduling with trainer assignment rules, service durations, and buffer controls. The data model covers clients, appointments, forms, and payment-related state so staff can enforce session policies without custom pages. API access supports creating resources and querying schedules, which reduces manual synchronization effort for apps that manage leads and memberships. Admin controls cover account-level configuration and user roles so operational governance stays centralized.
The main tradeoff is that deeper billing logic can require configuration work and careful mapping of session types to services and fields. Teams that need marketing attribution, CRM sync, or membership billing alignment benefit most when they already operate an external system and use Acuity as the scheduling and payment front door. A common usage situation involves a personal training studio that needs deposit collection, automated reminders, and staff availability enforcement with predictable appointment state.
- +API supports programmatic schedule reads and appointment provisioning
- +Data model covers services, staff availability, and appointment state
- +Automations handle reminders and client updates tied to booking events
- +Form fields enable session intake and policy enforcement
- –Complex billing rules can require careful service and field mapping
- –RBAC and audit visibility may be less granular than enterprise governance needs
- –Automation logic depends on configured events and templates, not custom workflows
Personal training studios
Automated reminders and deposit-then-session flow
Fewer no-shows from consistent reminders
CRM and ops teams
Sync leads and appointments via API
Cleaner pipeline status tracking
Show 2 more scenarios
Multi-trainer teams
Enforce trainer availability and buffers
Reduced scheduling conflicts
Uses staff schedules, durations, and buffers to prevent overlaps across trainers and sessions.
Client experience coordinators
Intake forms tied to session bookings
Less manual intake handling
Collects structured intake per service so staff can prepare before each training session.
Best for: Fits when studios need scheduling and payment state synchronized through API automation.
Calendly
scheduling automationProvides scheduling workflows with plan-based availability, event buffering, and payments via integrated billing add-ons.
Webhooks plus the Public API publish booking state changes for automated client intake and fulfillment.
Calendly is scheduling software for personal training workflows that reduce back-and-forth by routing availability into customer booking pages. Scheduling is modeled around event types, location, and rules such as buffer times, time zones, and assignment of meeting lengths.
Integration depth centers on calendar sync, webhooks, and the public API that supports event types, availability, and booking state transitions. Automation and data control are expressed through configurable questions, redirect rules, and governance via account-level settings that affect page generation and participant identity handling.
- +Public API supports event types, schedules, and booking lifecycle automation
- +Calendar sync keeps availability aligned across connected calendars
- +Webhooks provide booking and cancellation events for downstream systems
- +Extensible booking pages with custom questions and confirmation flows
- +Granular links per event type reduce routing errors
- –No built-in RBAC granularity comparable to enterprise booking operations
- –Billing and invoicing are not native to the core scheduling data model
- –Automation relies on external systems for payment state reconciliation
- –Throughput depends on webhook processing reliability in connected systems
Best for: Fits when personal training schedules need API-driven booking automation without custom booking logic.
Mindbody
fitness billingSupports class and appointment scheduling plus billing workflows for fitness services including recurring packages and memberships.
Mindbody API access to bookings and transactions for provisioning and bidirectional sync.
Mindbody schedules personal training sessions and processes payments around studio services, classes, and packages. Its data model links clients, staff, locations, service offerings, and bookings, which supports recurring schedules and capacity controls across staff calendars.
Automation can be configured through workflows and scheduled notifications tied to booking and payment state. Integration depth depends on Mindbody’s API and partner ecosystem, which exposes booking, customer, and transaction entities for provisioning and system-to-system synchronization.
- +Booking schema ties client, staff, service, and location in one scheduling model
- +Recurring sessions support structured long-term programming without manual repeats
- +Automation rules can trigger notifications based on booking and payment status
- +API exposes customers, appointments, and transactions for external scheduling systems
- –Complex configuration can be required for multi-location staff availability policies
- –RBAC granularity and permission boundaries may limit delegated admin workflows
- –Automation throughput can be constrained by event-volume patterns during peak booking hours
Best for: Fits when studios need scheduling and client billing with deep entity mapping and API-driven integrations.
ClubReady
fitness operationsProvides scheduling, attendance tracking, and billing tooling for fitness studios with configurable member and payment processes.
Booking lifecycle automation that propagates schedule and billing updates across connected systems.
ClubReady fits gyms and training organizations that need staff scheduling plus member billing in one workflow. It manages sessions, coaches, locations, and recurring training artifacts using a defined data model for classes and bookings.
Automation covers reminders, capacity and conflict handling logic, and operational routines tied to bookings. Integration depth centers on an automation and API surface used to connect member records, scheduling events, and billing updates across systems.
- +Clear schema for sessions, staff assignments, and member attendance states
- +Automation rules trigger from booking lifecycle events and status changes
- +API surface supports scheduling and billing data synchronization
- +Admin configuration supports multi-location operations and role separation
- +Audit-friendly operational trails for changes to bookings and membership records
- –API documentation focus can lag behind edge-case booking and billing states
- –Complex capacity rules require careful configuration and testing
- –RBAC granularity is limited for some staff roles needing mixed permissions
- –Automation event mapping can be difficult when custom statuses are introduced
Best for: Fits when mid-size teams need workflow automation with an API-connected scheduling and billing model.
Zen Planner
studio managementDelivers gym studio management with scheduling, classes, and client billing including recurring charges and payments.
Unified member billing engine that maps packages and memberships to scheduled sessions and transactions.
Zen Planner combines personal training scheduling and member billing in one workflow, linking classes, appointments, and invoicing to avoid manual reconciliation. It supports a structured data model for clients, sessions, packages, membership terms, and payments, with configuration-driven rules that keep schedules and billing aligned.
Admin controls cover team access and operational settings that affect who can create, edit, or process financial activity. Extensibility centers on integration options and API surface that enable automation around provisioning, scheduling updates, and payment state changes.
- +Tight coupling between appointment schedules and membership or package billing records
- +Configurable billing rules reduce manual adjustments after schedule changes
- +Team access controls support role-based operational separation for training and finance tasks
- +Automation options support recurring sessions and repeated financial events
- –API and automation depth can feel limited for custom scheduling logic beyond core schemas
- –Bulk operations require careful data hygiene to prevent billing mismatches
- –Audit visibility into complex payment state transitions can require admin navigation
- –Integration setup can involve multiple system mappings and ongoing configuration
Best for: Fits when mid-size training studios need scheduled operations tied to billing with governed admin access.
Practice Better
client schedulingSupports appointment scheduling and payments workflows for coaching and fitness businesses with client management features.
API integration for syncing schedules, attendance, and billing entities to external systems.
Practice Better is a personal training scheduling and billing system with a data model focused on clients, programs, sessions, attendance, and recurring charges. It provides scheduling workflows tied to membership status and session history, so instructors can coordinate availability and records in one place.
Admin tooling supports role-based access for staff and manages operational configuration for locations, services, and billing rules. Integration depth centers on its API and automation surface, which supports data synchronization and custom provisioning patterns.
- +Session and billing records share one data model for consistent histories
- +RBAC-style controls separate trainer, manager, and admin permissions
- +API-backed integration supports automation for scheduling and client updates
- +Operational configuration covers services, locations, and recurring billing rules
- –Automation depth depends on API coverage for every scheduling edge case
- –Complex program mappings can require careful configuration of schemas
- –Admin governance can become cumbersome across multiple locations
- –Audit visibility relies on configured logging rather than per-action defaults
Best for: Fits when training operations need controlled scheduling workflows with API-driven provisioning and governance.
Trainerize
personal training platformProvides personal training client management with session scheduling support and subscription and billing workflows.
Program-driven session and billing workflows that maintain a consistent data model across clients and coaches.
Trainerize schedules personal training programs and collects payments tied to client plans. It centers a structured data model for clients, sessions, coaches, programs, and invoices so configuration drives day-to-day workflows.
Trainerize also supports integrations and an automation and API surface for provisioning, syncing, and extending scheduling and billing behavior. Admin controls and governance options focus on managing coach access, tenant configuration, and operational visibility for changes over time.
- +Structured schema ties clients, programs, sessions, and invoices into one workflow
- +API enables integration depth for scheduling data exchange and provisioning
- +Automation supports rules-driven session and plan handling across coach workloads
- +Admin controls support RBAC-style coach access scoping and operational governance
- –Complex configuration can slow onboarding for teams with many custom rules
- –Automation edge cases may require careful configuration to avoid workflow drift
- –Integration throughput depends on API rate limits and sync strategy choices
Best for: Fits when training teams need client plan scheduling plus billable session tracking with integration control.
Zoho Subscriptions
billing automationManages recurring billing, invoicing, and subscription states with APIs for automation around service schedules.
Subscription lifecycle API supports provisioning, updates, and invoice-triggering operations programmatically.
Zoho Subscriptions fits personal training studios that need subscription billing tied to schedules, memberships, and recurring services. It models customer contracts and recurring charges with configurable plan rules, proration, and invoice generation.
Integration depth relies on Zoho ecosystem connections, including CRM and calendar workflows, plus an API surface for provisioning, updates, and reconciliation. Automation and governance depend on permissioned user roles, audit-style activity visibility, and structured settings that control how billing events flow into downstream systems.
- +Subscription plans map to invoices with configurable recurrence and proration rules
- +Zoho CRM and other Zoho apps integrate through shared customer and contract data
- +API supports subscription lifecycle provisioning and charge adjustments
- +Role-based access controls limit who can change billing configuration
- –Cross-system automation depends on Zoho app setup for best results
- –Automation logic can be constrained by configuration-first workflows
- –Reporting for training-specific KPIs requires external joins and exports
- –Data model for sessions must be bridged if scheduling sits outside Subscriptions
Best for: Fits when training businesses use Zoho tools and need controlled recurring revenue automation.
How to Choose the Right Personal Training Scheduling And Billing Software
This guide covers Virtuagym, Wix Bookings, Acuity Scheduling, Calendly, Mindbody, ClubReady, Zen Planner, Practice Better, Trainerize, and Zoho Subscriptions for personal training scheduling and billing workflows. It focuses on integration depth, the underlying data model, automation and API surface, and admin and governance controls that affect scheduling-to-billing correctness.
Scheduling plus billable event tracking for personal training workflows
Personal Training Scheduling and Billing Software connects trainer availability, client booking, attendance or session status, and invoiceable events so operations can schedule work and then post charges against that scheduled work. It solves problems like manual cross-referencing between appointment systems and finance records, inconsistent session state handling, and delayed billing updates after reschedules. Tools like Virtuagym model the links between members, programs, sessions, and financials in one operational schema, while Acuity Scheduling and Calendly focus on appointment lifecycle automation via API and webhooks that downstream systems use for payment state and client updates.
Evaluation checklist for scheduling-to-billing integration correctness
Integration depth determines whether the scheduling system is a source of truth for downstream billing, accounting, and CRM workflows. Virtuagym, Mindbody, and ClubReady place entity mapping and API-driven synchronization at the center of their operational model.
The evaluation also needs automation and governance controls so appointment changes do not create finance mismatches. Wix Bookings, Acuity Scheduling, and Calendly provide automation tied to scheduling events, but governance depth and RBAC granularity vary across tools.
Session-to-financial linkage through a shared data model
Virtuagym posts charges based on scheduled and attended coaching events by linking session records to invoiceable items in one schema. Zen Planner also maps packages and memberships to scheduled sessions and transactions so schedule changes align with billing records.
API and webhook surface for appointment and booking lifecycle automation
Acuity Scheduling provides a documented API that enables programmatic resource creation for appointments and supports webhook-driven event flows. Calendly publishes booking state changes via webhooks and a public API so external client intake and fulfillment can react to booking, rescheduling, and cancellations.
Provisioning and synchronization for external systems and workflows
Virtuagym supports provisioning and data synchronization for external booking and ERP systems so schedule data can be created or mirrored outside the core platform. Mindbody exposes customers, appointments, and transactions so external systems can provision entities and run bidirectional sync.
RBAC and operational governance with audit visibility
Virtuagym reinforces admin governance with role-based access controls and audit visibility over operational changes tied to scheduling and billing workflows. Practice Better and Trainerize also provide role-based controls that separate trainer, manager, and admin responsibilities to reduce accidental financial edits.
Capacity, availability, and rule configuration that matches training operations
Acuity Scheduling includes a data model for services, staff availability, buffers, and appointment state so booking rules can represent real training sessions. ClubReady includes capacity and conflict handling logic tied to booking lifecycle events, but it requires careful configuration and testing for complex capacity rules.
Extensibility for custom intake and policy enforcement
Calendly lets booking pages include custom questions and confirmation flows, and it uses configurable redirect rules for intake steps. Acuity Scheduling uses form fields for session intake and policy enforcement, which supports downstream automation without requiring external custom booking logic.
Decision framework for selecting the scheduling and billing control point
The first decision is where scheduling state becomes the source of truth for billing. Virtuagym, Zen Planner, and Mindbody keep scheduling and invoiceable events tightly coupled in one operational model, while Calendly and Wix Bookings prioritize customer-facing booking workflows that publish state changes to other systems.
Next decide how automation will run. Tools like Acuity Scheduling and Calendly provide a clear API and webhook surface for automation, while ClubReady, Practice Better, and Trainerize require consistent mapping between scheduling entities and billing or subscription artifacts to avoid edge-case drift.
Map the data objects that must stay consistent from booking to charge
List the entities that must align, including client, coach, session, attendance or session completion state, and the specific billing artifact that gets charged. Virtuagym links sessions to billable events and then posts charges for scheduled, attended coaching events, while Zen Planner maps memberships and packages to scheduled sessions and transactions.
Choose the integration pattern: shared schema versus event publishing
If the platform will own the scheduling-to-billing linkage, prioritize Virtuagym and Zen Planner because the platform models scheduled work and invoiceable items together. If booking needs to be externally integrated, prioritize Acuity Scheduling for API-driven appointment lifecycle automation or Calendly for webhook and public API publishing of booking state changes.
Validate automation behavior around reschedules, cancellations, and state transitions
Test whether appointment lifecycle updates trigger the expected billing and client updates when session times change. Calendly publishes booking and cancellation events via webhooks for downstream intake and fulfillment, while Acuity Scheduling ties notifications to configured booking events and appointment state.
Confirm governance controls for training and finance roles
Require RBAC that matches internal workflows so coaches can manage sessions without editing financial configuration and admins can review changes. Virtuagym emphasizes role-based access controls and audit visibility, while Practice Better and Trainerize use role-based controls to separate coach access and admin permissions.
Assess how extensibility handles custom scheduling logic and edge cases
For custom scheduling rules, confirm whether the tool can align to the existing schema without fragile data mapping. Virtuagym supports bespoke scheduling rules but may require workflow alignment to the platform schema, while Acuity Scheduling can require careful service and field mapping when billing rules are complex.
Best-fit users by scheduling-to-billing architecture
Different teams need different control points for scheduling state and billing state transitions. Some teams need a single operational system that posts charges based on attendance and scheduled events, while others need booking-first tools that publish lifecycle changes for external systems. The most successful deployments align the tool’s data model and automation surface with the team’s operational responsibilities and integration strategy across scheduling, attendance, and finance.
Studios that need scheduling-to-billing automation tied to attended coaching events
Virtuagym fits because it posts charges based on scheduled and attended coaching events and models session-to-financial linkage in one schema. Zen Planner also fits when packages and memberships must map to scheduled sessions and transactions.
Teams that want booking state published for downstream automation and client intake
Calendly fits because webhooks and the public API publish booking state changes for automated intake and fulfillment, and it supports custom questions and redirect rules. Acuity Scheduling fits because its documented API supports appointment provisioning and its automations handle reminders and client updates tied to booking events.
Studios running deep entity mapping and bi-directional sync with scheduling and payments
Mindbody fits because its API exposes bookings, customers, and transactions for provisioning and bidirectional synchronization. ClubReady fits for mid-size teams that need an API-connected scheduling and billing model with booking lifecycle automation that propagates updates across connected systems.
Organizations building training operations with multi-role governance and controlled admin workflows
Practice Better fits because it provides role-based controls across trainer, manager, and admin permissions and keeps sessions and billing entities in one data model for consistent histories. Trainerize fits because it uses coach access scoping and program-driven workflows that maintain a consistent schema across clients, coaches, sessions, and invoices.
Businesses standardizing on Zoho for recurring revenue and invoice-triggering workflows
Zoho Subscriptions fits training businesses that need subscription lifecycle provisioning, updates, and invoice-triggering operations through an API. It also fits teams already using Zoho CRM and related Zoho apps for contract and customer data alignment.
Scheduling and billing selection pitfalls that cause finance mismatches
The most common failures come from choosing a tool where the scheduling lifecycle and billing lifecycle do not share the same state model. That mismatch leads to manual reconciliation when appointments are rescheduled or attendance states change. Governance mistakes also appear when RBAC granularity and audit visibility do not match operational responsibilities, which creates accidental billing configuration changes or unclear change history across staff roles.
Treating appointment records as loosely linked to invoiceable events
Avoid setups where booking and billing live in separate state models without deterministic linkage. Virtuagym and Zen Planner avoid this by linking sessions to billable events or mapping memberships and packages to scheduled sessions and transactions.
Building automation on event publishing without verifying throughput and reliability
Avoid relying on downstream webhook processing without validating event delivery behavior under booking spikes. Calendly notes that automation throughput depends on webhook processing reliability in connected systems, while Acuity Scheduling automations depend on configured events and templates.
Choosing a tool with limited RBAC granularity for mixed training and finance roles
Avoid tools where delegated admin workflows cannot separate who can create or edit sessions versus who can process or configure financial activity. Virtuagym emphasizes RBAC and audit visibility, while Wix Bookings limits cross-system governance and RBAC granularity outside Wix workflows.
Underestimating mapping work for complex billing rules
Avoid assuming complex billing logic works with default field mapping. Acuity Scheduling can require careful service and field mapping for complex billing rules, and Virtuagym can require workflow alignment for highly bespoke scheduling rules.
How We Selected and Ranked These Tools
We evaluated Virtuagym, Wix Bookings, Acuity Scheduling, Calendly, Mindbody, ClubReady, Zen Planner, Practice Better, Trainerize, and Zoho Subscriptions using three scored criteria across scheduling workflows, ease of use, and operational value. We applied a weighted average where features carry the most weight at 40%, while ease of use and value each account for 30% of the final score.
This ranking reflects editorial research on the stated capabilities around integration depth, the data model, automation and API surface, and admin governance controls, not hands-on lab testing beyond the provided review details. Virtuagym separated itself from lower-ranked tools by providing session-to-billing linkage that posts charges based on scheduled and attended coaching events, and that capability raised both features and practical operational value through tighter schema-level correctness.
Frequently Asked Questions About Personal Training Scheduling And Billing Software
Which tools provide an API surface for provisioning schedules and syncing booking state transitions?
How do integrations differ when the workflow must link scheduled attendance to posted charges?
What RBAC and audit controls exist for admin governance over scheduling and billing operations?
Which systems work best when scheduling rules and customer self-service must share the same configuration?
What are common data model mismatches during migration from spreadsheets to scheduling and billing software?
How do systems handle rescheduling and cancellations while keeping billing records consistent?
Which tools support extensibility through automation and integration patterns beyond basic calendar sync?
What operational setup steps determine throughput and conflict handling for staff capacity scheduling?
Which platforms provide subscription or recurring revenue modeling tied to schedules rather than one-time invoices?
Conclusion
After evaluating 10 business process outsourcing, Virtuagym stands out as our overall top pick — it scored highest across our combined criteria of features, ease of use, and value, which is why it sits at #1 in the rankings above.
Use the comparison table and detailed reviews above to validate the fit against your own requirements before committing to a tool.
Tools reviewed
Primary sources checked during evaluation.
Referenced in the comparison table and product reviews above.
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