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Business Process OutsourcingTop 10 Best Personal Training Scheduling and Billing Software of 2026
Compare personal training scheduling and billing software tools like Trainerize, Acuity Scheduling, and Vagaro, covering features and billing fit for studios.
How we ranked these tools
Vendors set the topic, but our editors set the inclusion criteria and the evaluation framework before research starts.
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Framework: Features 40% · Ease 30% · Value 30%
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Trainerize is the best pick for coaches who need mobile client programming plus smooth routine scheduling and payments in one workspace, since its branded client apps bundle coaching plans with automated messaging and progress insights; Acuity Scheduling fits teams that want configurable booking and billing synchronization via appointment lifecycle events.
Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
Trainerize
Integrated coaching plans combine workouts, nutrition targets, habits, automated messages, and progress data within branded client apps.
Best for: Fits when coaches need mobile programming, client communication, and routine appointment management in one workspace.
Acuity Scheduling
Editor pickWebhook-delivered appointment lifecycle events for building custom session credit ledgers and billing synchronization.
Best for: Fits when a gym needs configurable booking and reminders with API-driven automation for billing and records.
Vagaro
Editor pickPackage expiration tied to session credit accounting, so unused sessions can be governed automatically during delivery and billing cycles.
Best for: Fits when studios need trainer-controlled availability and package expirations with client self-scheduling.
Comparison Table
Trainerize
vertical specialistPersonal training software for client workouts, scheduling, and payments.
Integrated coaching plans combine workouts, nutrition targets, habits, automated messages, and progress data within branded client apps.
Independent trainers, boutique studios, and remote coaching teams can use Trainerize to deliver individualized programs through branded mobile apps and web access. The workout builder supports exercise demonstrations, prescribed sets, repetitions, rest periods, and progression targets. Automated reminders, check-ins, nutrition targets, and habit tasks keep routine coaching activity inside the same client portal.
The tradeoff is narrower operational depth than dedicated gym management systems for multi-location administration, resource room booking, payroll rules, or complex staff permissions. Trainerize fits a coach managing recurring online clients or a studio pairing appointment delivery with structured digital programming. Its scheduling tools cover routine appointments, but high-volume facilities may need a separate calendar system for advanced resource allocation.
- +Combines workout, nutrition, habit, messaging, and progress workflows
- +Branded mobile apps support remote and in-person coaching
- +Automated check-ins and reminders reduce repetitive trainer communication
- +Connects client health data through major fitness integrations
- –Administrative scheduling is less specialized than dedicated gym management software
- –Complex multi-location permissions and resource allocation may require another system
- –Advanced plan design requires careful template and automation setup
Independent personal trainers
Remote coaching with recurring appointments
Centralized client delivery
Boutique fitness studios
Hybrid coaching programs
Consistent hybrid service
Show 2 more scenarios
Online fitness coaches
Branded digital memberships
Scalable remote delivery
Coaches deliver individualized plans through branded apps while collecting progress updates and connected health data.
Small training teams
Shared client programming
More consistent programming
Multiple trainers reuse program templates, coordinate client messaging, and monitor adherence across assigned accounts.
Best for: Fits when coaches need mobile programming, client communication, and routine appointment management in one workspace.
Acuity Scheduling
SMBAppointment scheduling with built-in payment collection and intake forms.
Webhook-delivered appointment lifecycle events for building custom session credit ledgers and billing synchronization.
Acuity Scheduling handles online session booking with appointment types, buffer times, and trainer availability rules. The system drives client-side workflows through confirmations, rescheduling flows, and an appointment feed suitable for recurring appointment schedules.
Billing is supported through payment collection at booking time and appointment-level session tracking that fits single-session and package-based models when paired with an external package ledger workflow. Automation is largely configuration-led through webhooks and scheduled emails, with calendar sync options for keeping staff and clients aligned.
- +Appointment types support buffers, blackout windows, and capacity rules
- +Calendar sync keeps trainer availability and client views aligned
- +Webhooks expose booking lifecycle events for automation pipelines
- +Client confirmations and reminder emails reduce manual follow-ups
- –Package expiration and credit ledger logic needs external tracking
- –Trainer payroll split and commission structure require custom handling
- –No built-in studio resource room booking workflow
- –Waitlist automation is limited compared with class-focused booking tools
Healthcare and wellness practices
Client books appointment rules and slots
Patients request and staff approve
Fitness instructors and trainers
Reserve availability for classes
Participants reserve available sessions
Show 2 more scenarios
Multi-staff service teams
Route clients by staff availability
Clients match to available staff
Teams define appointment types and staff calendars so booking funnels clients to matching providers and times.
Coaches and training organizations
Schedule repeating treatment or sessions
Recurring sessions stay on track
Organizations set up repeated appointments so ongoing sessions require less manual rebooking.
Best for: Fits when a gym needs configurable booking and reminders with API-driven automation for billing and records.
Vagaro
vertical specialistBooking, scheduling, and payment platform for salon, spa, and fitness professionals.
Package expiration tied to session credit accounting, so unused sessions can be governed automatically during delivery and billing cycles.
Vagaro is used for personal training session booking, recurring appointment scheduling, and built-in billing workflows. The system supports trainer availability calendars, client self-scheduling via a client portal, and package-based session tracking tied to expirations.
It also includes credit-style session accounting and administrative controls for managing cancellations and no-show handling. Scheduling output can be kept in sync through calendar integration and export formats for day-to-day operations.
- +Recurring appointment scheduling reduces manual rebooking for ongoing programs
- +Client portal scheduling supports self-serve session booking with availability rules
- +Package expiration tracking helps avoid stale session usage
- +Session credit ledger supports clearer intake-to-delivery accounting
- –Trainer payroll split and commission structures need careful setup across staff roles
- –No-show and cancellation policies require disciplined configuration to match studio rules
Personal trainers and coaches
Schedule recurring sessions with notes
Coaching stays consistent and documented
Fitness and martial arts studios
Run recurring classes with attendance
Attendance and messaging become centralized
Show 2 more scenarios
Multi-artist studio owners
Coordinate bookings across artist calendars
Fewer conflicts across bookings
Studios manage artist calendars and reminders alongside intake details and deposit workflows.
Salon and spa front desk teams
Book services and handle checkout
Booking-to-checkout coordination improves
Teams let clients book services while schedules, checkout, client histories, and follow-ups stay connected.
Best for: Fits when studios need trainer-controlled availability and package expirations with client self-scheduling.
Mindbody
vertical specialistScheduling and billing platform for fitness studios and personal trainers.
Branded mobile app and Mindbody marketplace distribution connect a gym’s schedule, client communication, and acquisition channels in one ecosystem.
Mindbody supports recurring appointments, class schedules, memberships, packages, staff calendars, and customer communications. Its customer records can include intake forms, waivers, purchase history, attendance, and engagement data. Location-level permissions and reporting help regional operators separate facility activity while retaining centralized oversight.
- +Branded mobile app and marketplace listing extend customer acquisition beyond direct website traffic.
- +Appointment, class, membership, and point-of-sale records share one customer profile.
- +Marketing automations support lead follow-up, retention campaigns, and targeted client messaging.
- +API resources and integrations support external reporting and operational workflows.
- –Broad configuration creates a steeper learning curve for small independent studios.
- –Marketplace exposure ties customer acquisition to Mindbody’s ecosystem rules.
- –Advanced custom workflows may require API work or third-party integration.
Regional gym operators
Coordinate several facility schedules
Centralized operations
Fitness franchise groups
Coordinate branded client engagement
Consistent client outreach
Show 1 more scenario
Wellness studio managers
Unify appointments and sales
Unified customer history
Mindbody combines appointments, memberships, point-of-sale transactions, and client communications in one record.
Best for: Fits when multi-site gyms need consumer acquisition, staff operations, and payments under one system.
Glofox
vertical specialistStudio management software for fitness businesses with scheduling and billing.
Glofox-branded member app unifies session booking, payments, push notifications, and account management.
Glofox fits gyms and studios that need class timetables alongside personal-training appointments, memberships, and payment workflows. Staff can configure trainer availability, manage capacity, process cancellations, and track attendance from a centralized dashboard. The branded member app extends booking, payment, messaging, and account management to clients.
- +Branded member app supports booking, payments, notifications, and account management
- +Combines class scheduling with personal-training appointments and membership administration
- +Automates renewals, attendance tracking, lead follow-up, and member communications
- +Multi-location controls centralize schedules, staff access, and operational reporting
- –Advanced coaching documentation and progress tracking are not core strengths
- –Trainer commission and payroll split rules may require external processes
- –Broad configuration can require administrative setup across locations and staff roles
Multi-location gym operators
Centralized schedules across facilities
Consistent operations across sites
Boutique fitness studios
Member self-service booking and payments
Fewer front-desk transactions
Show 2 more scenarios
Gym sales teams
Automated lead follow-up
More consistent lead engagement
Glofox supports lead capture, targeted communications, and membership conversion workflows connected to member records.
Personal training departments
Appointments within gym memberships
Unified service administration
Trainers can offer appointments alongside group sessions while staff manage availability, attendance, and client accounts centrally.
Best for: Fits when gyms need classes, personal training, memberships, payments, and member communications under one system.
Everfit
vertical specialistPersonal training platform with client scheduling, billing, workout programming, and progress tracking.
Package-linked session credit ledger tracking ties each booked appointment to credit usage for clean attribution.
Everfit supports personal trainers with session booking, recurring appointment scheduling, and an integrated billing workflow. Trainers can manage trainer availability in a calendar view and convert bookings into paid session activity tied to session packages.
- +Recurring appointment scheduling reduces repeat work for trainer calendars
- +Session packages link booking activity to a credit ledger approach
- +Client-facing booking flows keep scheduling and billing in one path
- +Cancellation window controls reduce revenue leakage from late changes
- –Trainer availability setup requires careful configuration to avoid calendar mismatches
- –Multi-location scheduling and room booking workflows feel less granular than gym-focused tools
Personal trainers and studios
Book sessions against packages
Credits usage links to sessions
Strength coaches and athletes
Repeat weekly training cycles
Programming stays consistent
Show 2 more scenarios
Remote personal trainers
Review videos and send feedback
Actionable guidance between sessions
Remote coaches review client video and provide feedback within the coaching workflow.
Online fitness coaches
Assign structured workout plans
Programs remain adjustable
Coaches create and assign programs and update them as clients progress inside the same system.
Best for: Fits when small studios need recurring session booking with package-linked billing control.
Fresha
vertical specialistBooking and payment platform for salons, spas, and fitness professionals.
Client-facing booking through Fresha’s scheduling portal with payment-aware session management
Fresha combines scheduling, client management, and payments in one workflow for fitness businesses that need fast session booking. It supports recurring appointment handling, automated package and session tracking, and a client portal for confirmations and updates.
- +One workflow links booking, packages, and payment status
- +Recurring appointment creation supports ongoing training schedules
- +Client portal reduces manual confirmations and appointment updates
- +Calendar sync options help keep trainer and client calendars aligned
- –Admin setup is detailed and requires careful service and package configuration
- –Advanced payroll split and commission modeling can need workflow discipline
Beauty and wellness managers
Align recurring visits across providers
Daily workloads become clearer
Salon and spa operators
Publish services and manage bookings
Front desk coordination reduces
Show 2 more scenarios
Pet grooming businesses
Track recurring grooming and staff
Multi-groomer operations organize better
Grooming teams manage pet and client profiles, assign staff, and run recurring visits with service tracking and checkout.
Studios with configured services
Enable client self-booking for sessions
Calls and confirmations drop
Studios let clients book rooms or sessions against configured services and staff availability.
Best for: Fits when independent trainers or small studios want appointment booking plus payment-linked package tracking in one system.
PushPress
SMBGym management software including personal training scheduling, point-of-sale billing, and member CRM.
Session package credit ledger ties each booked and completed session to remaining credits for predictable expiration handling.
PushPress is designed for personal training studios that need automated session scheduling tied to billing and attendance workflows. The system coordinates trainer availability with recurring appointment setup and supports session packages that track remaining credits through an explicit ledger.
- +Recurring appointment workflows reduce manual rebooking for ongoing clients
- +Session package credit ledger keeps remaining sessions and usage consistent
- +Client portal scheduling ties availability to specific trainers and time slots
- +Calendar sync and export support reduces friction for external calendar use
- –Advanced scheduling rules need setup discipline to avoid credit mismatches
- –Multi-location scheduling complexity can increase admin workload
- –Trainer payroll split workflows require careful configuration per compensation rules
- –SOAP note charting depth can be limiting compared with clinical-focused tools
Studio managers and coaches
Coordinate private sessions and rosters
Coverage stays organized
Gym owners and billing admins
Recover failed or overdue payments
Manual dunning tasks reduce
Show 2 more scenarios
Fitness business administrators
Track memberships and dues
Billing records stay aligned
Administrators track member records and recurring charges and update holds and account status.
Gym and studio operators
Run recurring group class schedules
Roster updates become fewer
Operators manage class capacity, reservations, waitlists, and attendance in a single workflow.
Best for: Fits when personal trainers need recurring scheduling and package credit tracking tied to attendance and billing.
PT Distinction
vertical specialistPersonal training platform for client management, programming, and billing.
Cancellation window configuration that drives downstream invoice and session package handling.
PT Distinction targets gyms and training studios that need scheduled sessions and payment-ready workflows tied to individual clients. It centers around managing recurring appointment booking, handling session attendance rules, and turning booked work into invoices and session package tracking.
- +Recurring appointment scheduling tied to client booking history
- +Cancellation window controls help standardize billing outcomes
- +Session package tracking aligns usage with scheduled attendance
- +Calendar sync supports trainer availability visibility
- –No-show policy enforcement needs careful rule setup and staff follow-through
- –Admin workflows feel slower when managing large client groups
Small personal training studios
Administer scheduled small-group sessions
Group session admin is centralized
Training studios selling packages
Monitor credits and package periods
Session accounting becomes clearer
Show 2 more scenarios
Online personal trainers
Deliver remote programs with completion
Program history stays connected
Coaches assign structured workout programs so clients can view sessions, record completion, and communicate.
Injury-aware trainers
Adjust exercise prescriptions per client
Exercise modifications become traceable
Coaches adapt programs to restrictions and document changes tied to each client history.
Best for: Fits when mid-size studios need appointment scheduling plus package-based session billing consistency.
Exercise.com
vertical specialistAll-in-one platform for personal trainers offering scheduling, billing, workout delivery, and client management.
Session credit ledger ties each booking to a package balance, expiration rules, and adjustment events.
Exercise.com combines staff scheduling, recurring appointment management, and session package billing in one workflow for gyms and coaching businesses. The system tracks a session credit ledger so packages, credits, and expirations stay consistent across booking, rescheduling, and cancellations.
- +Session credit ledger keeps package balance accurate across schedule changes
- +PARQ intake and waiver e-signature link directly to client intake
- +Waitlist automation reduces manual rebooking when openings appear
- +Calendar sync plus iCalendar export keeps client calendars current
- –Multi-step setup is required to align bookings, packages, and cancellation windows
- –Studio management for multi-location scheduling needs careful rule configuration
Personal trainers
Create and share workout sessions
Coaching history stays shared
Gyms and studios selling packages
Track sessions against instructor packages
Session usage becomes visible
Show 2 more scenarios
Coaching teams and athletic programs
Schedule repeatable multi-week blocks
Programs deliver consistently
Teams assemble repeatable sessions, schedule them across training periods, and monitor completion for individuals or groups.
Online fitness businesses
Deliver branded training beyond sessions
Engagement extends past the gym
Businesses provide workouts, reminders, communication, and member interactions through branded digital experiences.
Best for: Fits when fitness organizations need recurring bookings tied to package ledgers and intake forms.
Conclusion
After evaluating 10 personal training scheduling and billing software, Trainerize 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.
How to Choose the Right Personal Training Scheduling and Billing Software
Personal training scheduling and billing software connects session booking, recurring appointment workflows, and money movement into one operational flow for gyms and trainers. This guide covers Glofox, Wix Bookings, and Acuity Scheduling alongside other tools that handle packages, session credits, and client communications.
The evaluation also tracks how each platform handles automation and configuration paths for booking changes, package expiration outcomes, and invoice-ready records. Glofox is positioned as the top option for unified member-facing booking and payments, while Wix Bookings and Acuity Scheduling are assessed for their scheduling control and integration approach.
Personal Training Scheduling and Billing Software for booking, package billing, and invoicing workflows
Personal training scheduling and billing software manages recurring appointment creation, trainer availability logic, and billing artifacts tied to each booked session. These systems typically combine client self-scheduling with admin controls for cancellation windows, no-show handling, and package or session credit usage so billing reflects what actually happened in the calendar.
Glofox unifies session booking, payments, and member communications through a branded member app that supports account management and booking in one experience. Acuity Scheduling focuses on appointment lifecycle events and calendar alignment, which supports API-driven automation for billing synchronization, but it pushes package expiration and session credit ledger logic into external tracking workflows.
Scheduling, billing, and automation controls that prevent mismatches
The best personal training scheduling and billing software connects booking outcomes to billing artifacts so cancellations, no-shows, and reschedules do not create orphaned invoices or incorrect package balances. These systems also need an automation surface that either enforces session ledger rules inside the platform or emits enough events for external invoicing workflows.
Branded member booking plus payments in one workflow
Glofox keeps session booking and payments inside its branded member app, plus account management in the same experience. Mindbody also ties appointment, class, membership, and point-of-sale records to a shared customer profile, but it adds broader ecosystem configuration.
Session credit ledger that stays consistent across schedule changes
Exercise.com uses a session credit ledger that records each booking against package balance and expiration rules. PushPress also ties a session package credit ledger to completed attendance, which supports predictable remaining credits but requires careful scheduling-rule setup.
API and automation surface for appointment lifecycle to billing synchronization
Acuity Scheduling provides webhook-delivered appointment lifecycle events that can power custom session credit ledgers and billing sync. Trainerize reduces external work by combining coaching plans, messaging, and progress data inside branded client apps, but it is less specialized for dedicated gym management governance.
Automated package expiration tied to session credit accounting
Vagaro links package expiration to session credit accounting so unused sessions can be governed automatically during delivery and billing cycles. Glofox handles member operations under one roof with its member app, but coaching documentation and progress tracking are not its core strength.
Cancellation window configuration that drives downstream billing outcomes
PT Distinction lets cancellation window configuration standardize billing outcomes tied to recurring booking behavior. Vagaro supports client portal scheduling with availability rules, but no-show and cancellation policies require disciplined configuration to match studio rules.
Intake and waiver workflow connected to scheduling and payments
Exercise.com links PARQ intake and waiver e-signature directly to client intake, then ties the client to session credit ledger tracking. Fresha supports payment-aware session management through its client-facing booking portal, but admin configuration must be handled carefully for services and packages.
A decision path for selecting scheduling and billing logic that matches operating reality
Most tools can schedule sessions, but the differentiator is whether the platform enforces the same rules that trainers and front desk staff follow when cancellations, no-shows, and package expirations occur. The right choice also depends on whether billing needs to be built inside the system or can be driven by exported events and custom ledgers.
Pick ledger enforcement versus ledger integration
Choose Exercise.com or PushPress when package credits and expirations must remain consistent as appointments are created, moved, and completed. Choose Acuity Scheduling when appointment lifecycle events need to feed a custom billing synchronization workflow that uses webhook automation.
Match member-facing booking and payments to expected client behavior
Choose Glofox when branded member booking and payments must be handled in one app flow with account management. Choose Fresha when a scheduling portal should link booking, packages, and payment status in one operational workflow.
Decide who owns policy discipline and rule configuration
Choose PT Distinction when cancellation window configuration should drive standardized billing outcomes, then staff follow through on policy application for the no-show workflow. Choose Vagaro when recurring appointment scheduling should reduce manual rebooking, then staff must configure no-show and cancellation rules to match studio practices.
Evaluate multi-location and resource complexity early
Choose Mindbody when multi-site gyms need a consumer acquisition layer plus shared customer records across appointments, classes, memberships, and point-of-sale. Choose Trainerize when multi-location permissions and resource allocation can be handled by another system, since admin scheduling is less specialized for complex gym governance.
Confirm whether external tracking is acceptable for credits and expiration
Choose Acuity Scheduling when credit ledger logic can live outside the scheduling system by using webhook-delivered lifecycle events. Choose Glofox when member operations, scheduling, and payments must stay unified so session outcomes map cleanly to billing without building external credit tracking.
Who benefits from specific scheduling and billing execution styles
Teams should select tools based on how billing truth is produced when a client cancels, reschedules, or misses a session. The right platform also depends on whether member experience is meant to be inside a branded client app or inside a broader booking and acquisition ecosystem.
Gyms that want one branded member experience for booking, payments, and account management
Glofox fits studios that need members to book and pay inside a branded app while staff manage memberships in the same system.
Independent trainers and small studios that want client booking with payment-aware package tracking
Fresha supports a client-facing booking portal where booking can reflect payment status, then recurring appointment creation supports ongoing training schedules.
Fitness organizations that must tie every booking to a package credit ledger and intake documents
Exercise.com ties session credit ledger tracking to package balance and expiration rules while linking PARQ intake and waiver e-signature into the onboarding workflow.
Studios building custom billing pipelines driven by appointment lifecycle automation
Acuity Scheduling emits webhook-delivered appointment lifecycle events that can be used to create billing artifacts and ledgers outside the scheduling layer.
Mid-size studios standardizing outcomes through cancellation windows
PT Distinction focuses on cancellation window configuration that standardizes billing outcomes tied to recurring appointment behavior and client booking history.
Common failure modes when deploying scheduling and billing software
Many failures come from splitting policy logic across tools so booking outcomes do not match invoice generation. Other failures come from assuming policy configuration is automatic when it still depends on staff discipline or custom workflow building.
Scheduling rules are configured, but credit and expiration outcomes are tracked outside the system
Acuity Scheduling can drive automation with webhook lifecycle events, but package expiration and credit ledger logic must be handled externally to keep billing artifacts aligned.
Cancellation and no-show policies are left as generic defaults that do not match studio practice
Vagaro requires careful configuration of no-show and cancellation policies so delivery and billing cycles follow the same studio rules used at the front desk.
Trainer commission and payroll split rules are treated as a minor detail during rollout
Glofox can unify member app operations, but trainer commission and payroll split rules may require external processes, which can create reconciliation overhead if ignored.
Multi-location and permissions complexity is deferred until after the first client rollout
Trainerize supports coaching and scheduling for appointment management, but complex multi-location permissions and resource allocation may require another system when deployment scales quickly.
How We Selected and Ranked These Tools
We evaluated ten scheduling and billing tools across automation surface, configuration paths for booking changes, ledger alignment, and governance controls that reduce billing mismatches. Features carried the most weight at 40% because these platforms must connect appointment outcomes to invoice-ready records and package or credit balances.
Ease and value each carried 30% because rule setup complexity, admin throughput, and operational fit determine whether teams actually use the scheduling and billing logic consistently. Glofox separated itself by unifying session booking, payments, and member communications in a branded member app while also combining class scheduling with personal-training appointments and membership administration in one workflow.
Frequently Asked Questions About Personal Training Scheduling and Billing Software
How do Virtuagym, Wix Bookings, and Acuity Scheduling handle appointment invoicing when sessions repeat?
Which tools provide webhook or event-driven automation for syncing scheduling and billing records?
When should a studio choose a session credit ledger approach like Exercise.com over simpler invoicing workflows?
Where do cancellation windows and no-show enforcement differ across PT Distinction, Vagaro, and PushPress?
How does calendar sync work for multi-trainer availability and how do integrations differ?
Which platform best supports a branded client portal for booking confirmations and payment-ready updates?
What tradeoff appears when choosing a platform with built-in package expiration logic like Vagaro or Exercise.com instead of external billing rules?
How do tools support onboarding workflows such as PARQ intake form and waiver e-signature?
When data migration is required, what breaks if existing clients and packages do not match the software’s data model?
Which tools offer admin controls that map directly to scheduling policy configuration, and what governance risk remains?
Tools reviewed
Primary sources checked during evaluation.
Referenced in the comparison table and product reviews above.
Funding and competing interests
This study was co-funded by several of the vendors assessed in it. No single vendor funded it. Funders could propose the market studied.
They had no role in selecting vendors, setting or weighting criteria, analysing data or drawing conclusions, and they received the same factual-accuracy check as every other vendor assessed.
Market definition, inclusion rules and criteria weights were fixed by an editor before research began and did not change afterwards. Editorial process →
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