Coaching in the app

Signing in

Sign-in takes a code from your email, then a code from an authenticator app.

1. Enter your email, tap Send code, and enter the 6-digit code. It expires in an hour.
2. On Two-factor sign-in, the first time, scan the QR code with your authenticator app or type the key shown.
3. Enter the app's current 6 digits and tap Verify. This step is asked each time you sign in.

Who sees what

• Staff see no client data until the authenticator step is done.
• The owner sees every client. Other staff see only clients assigned to them.
• Clients agree to the consent documents before any health question. The PAR-Q+ medication question is yes or no only.
• Notification emails say only that something is waiting, never the message or flag details.

Roster

The Roster is your home screen. A Safety flags banner appears when any flag is open, and turns solid red when one is urgent. Below it, Unread messages, Huddles to reply, the next call, and the Huddle rate.

Each client row shows a status, how you train them (Away, Home, or Home & Away) and when an active client last trained. Badges mark open flags, a pending Clearance, and Quiet after 7 or more days without a workout.

Invited, not started

Invited, but hasn't started onboarding.

Onboarding

Partway through consent, PAR-Q+, intake and waiver.

Active

Finished onboarding. The app sets this on its own.

Paused, Lead, Alumni, Churned

Can appear on a row. The app has no button to set them.

Inviting clients

Accounts are invite-only.

1. On the Roster, tap Invite.
2. Fill in Full name, Email and How you’ll train them.
3. Under Plan, keep They’ll join in the app, or pick a paid plan if they paid you another way.
4. Tap Send invite. They get an email with a sign-in code.

If the email fails, the account still exists. They can sign in with that address to get a fresh code.

Applications from the homepage

The homepage form takes a first name and an email, nothing else. Each application emails the owner. Reply to that email to write back. Applications don't appear in the app, so invite the people you take on.

Screening and clearance

During onboarding each client answers 7 PAR-Q+ questions (see the client guide). Any “yes” puts them in the clearance queue.

1. Open the client. Needs clearance lists the “yes” answers.
2. Follow up with them.
3. Add a note, such as who cleared them and when, and tap Mark cleared.

Client profile

Tap a client on the Roster. Open flags, privacy requests and clearance show above three tabs.

• Coaching: the program and recent sessions, their last four Huddles, and Body and habits (7-day bodyweight average, protein days out of 7, waist, habit and meal plan).
• About: User manual (your private notes), their Intake, and Calls.
• Account: Plan and billing, Plans and docs (links the client sees in the app), and Consents with version and date.

Plan and billing

With no plan, grant one with a button such as Grant VIP. A plan you granted ends with End plan. A card subscription is billed through Stripe: it ends in Stripe, or the client cancels under Settings, then Manage billing.

Privacy requests

Each request shows its due date. For a copy of data, a correction or a withdrawal, do the work and tap Mark done. Deletion needs the owner: type the client's name and tap Delete all their data. It can't be undone. Proof of consent is kept, unlinked, for the legal retention period.

Programs and sessions

Programs are written in a Google Sheet and pasted in.

1. On the profile, tap Import from Google Sheets.
2. Copy the rows, header included, paste, and tap Check rows.
3. Fix listed rows in the sheet and paste again. Under Which exercise is this? match or add any unknown name. The app remembers it.
4. Check the Preview, set Week 1 starts (YYYY-MM-DD), and tap Assign program.

Week, Day, Session, Exercise, Sets and Reps are required. Variant, Block, Rest, Tempo and Notes are optional. A new program replaces the current one and keeps past logs. If one is running, you can instead update only the pasted sessions.

Load suggestions

The workout screen suggests weight and reps from the last logged session and the Progression column: add weight once every set tops the range, or add each time and back off after misses, or work from last time's best set at today's target effort. Jumps are capped at 10%.

Logging a session with a client

For in-person sessions, tap Log a session with them. Log sets, tap Finish workout, answer effort and pain, and tap Save session. Your sessions stay separate from the client's and show “In person”. Tap an exercise in Recent sessions for its best set and estimated 1RM trend.

Huddles

The Huddle is the client's weekly check-in, due Monday at noon in their time zone. They get an email Sunday at 9am and a reminder Monday at 8am if it isn't in.

1. Tap Huddles to reply. Flagged ones come first, then the oldest.
2. Handle any flags under Handle these first.
3. Read From the logs (sessions, effort, pain, bodyweight, protein, PRs) and Their answers.
4. Write a reply and tap Send reply. It posts to their messages.

Huddle rate

The share of due Huddles sent over the last 4 finished weeks, active clients only. The target is 80%. It shows Too early for a rate until there are 3 client-weeks to count.

Safety flags

A keyword screen reads Huddles, session notes and client messages, not yours. A “Yes” to pain after a session also raises one. The client sees fixed safety guidance at once.

An urgent flag emails the owner and coaches, at most once per client every 30 minutes. Tap Acknowledge when you've seen a flag. After you follow up, write what you did and tap Resolve. The note is required.

Messages

Each client has one thread with you. The Inbox puts the longest wait first.

• Tap the name at the top of a thread to open the profile.
• Quick replies sit above the message box. {first_name} becomes the client's first name. Save as quick reply adds one.
• Attach a photo strips location data on the device before upload.

A client message unread for 30 minutes emails the owner and coaches, at most once every 2 hours.

Calendar and calls

The Calendar shows the next 3 weeks, time off, and past calls under Did these happen?. Open one to mark it Done or No-show.

Under Hours, set Weekly hours, Time off and Booking rules (notice, gap, how far ahead, start times). Only the owner can change Video rooms and call types.

Clients book open times inside your hours, outside the notice period. The kickoff can be booked once, and a call type can require a plan. To book for a client, tap Book on their About tab and pick a time. Those limits don't apply to you.

Booking, moving and cancelling email you both a calendar invite. The client gets a reminder a day ahead, and both of you 15 minutes before. The client's join button opens 10 minutes before the start.

Meal plans and habits

Meal plans are templates you write once and assign per client.

1. On the Roster, open Meal plans and tap New.
2. Add a Name and Track, fill in the sections, and tap Save. Edits reach every client who has it.
3. On a client's Coaching tab, tap Assign a meal plan.

Archive hides a plan from the picker. Clients who have it keep it.

Habit of the week is one line, up to 200 characters, shown on the client's Home.