Coaches: managing clients
Everything about the Clients page and the client profile in the coach web app.
The Clients list
Clients in the sidebar lists the clients you can access. Coaches with the Coach role see only the clients assigned to them. Owners, admins and lead coaches see everyone.
- Search matches the client’s name.
- Filter by Status (Active, Inactive, Onboarding, Archived), Sex, and Package. The Package filter appears on Pro and Studio workspaces that have packages.
- Last 7 days shows one mark per day: workout completed, partially completed, missed, scheduled, or rest day. Hover a mark to see which.
- The list loads 20 clients at a time as you scroll.
The … menu on each row lets you:
- open the client, or jump straight to Overview, Training, Nutrition or Notes;
- copy the client’s email or phone;
- pin or unpin the client. Pinned clients appear under Pinned Clients in the sidebar;
- set the status to Active, Inactive or Archived.
Adding a client
Clients join through your Client Onboarding page: they fill in your form, check out, then get the app. There is no form for adding a client by hand.
To invite someone:
- Go to Clients and click Invite client.
- Enter the person’s email.
- Choose which published onboarding they should go through.
- Optionally choose a coupon. A 100% coupon makes the checkout free, which is how you add someone you coach for free or already bill elsewhere.
- Click Send invitation.
The person receives an email titled “{workspace} invited you to start coaching” with a Get started button.
You can also share your onboarding link directly, without sending an invitation. See Client onboarding and applications.
Common errors:
| Message | Meaning |
|---|---|
| No published onboarding yet | Create and publish an onboarding first, under Client Onboarding |
| Publish this onboarding before inviting anyone to it | The chosen onboarding is still a draft |
| That coupon is inactive, expired, or used up | Pick another coupon or create a new one |
Owners, admins, lead coaches and coaches can invite. Staff cannot.
Client statuses
| Status | Meaning | Who sets it |
|---|---|---|
| Onboarding | The person has checked out but has not finished setting up | Straton, automatically |
| Active | A current client | The coach |
| Inactive | Not currently being coached | The coach |
| Archived | Removed from your active roster. All data is kept | The coach |
- You cannot set a client to Onboarding yourself. Move them to Active, Inactive or Archived when needed.
- Archiving is how you remove a client. There is no delete button. An archived client stays in the list and keeps their history.
- Archiving does not cancel the client’s subscription. Cancel it from the client’s Payments tab. See Packages, payments and earnings.
- In the list, archived clients may show an “inactive” badge. Use the Status filter to find archived clients.
To permanently erase a client’s data, see Privacy, data and security.
The client profile
Click a client to open their profile. The pencil icon in the header opens Edit client info:
| Field | Rules |
|---|---|
| Name | Required |
| Email, Phone | Optional |
| Birth date | The client must be at least 16 |
| Height | Whole number, in centimetres |
| Sex | Male, Female, or unspecified |
| Pronouns | Up to 30 characters |
| Status | Active, Inactive or Archived |
Tabs
| Tab | What it is for | Availability |
|---|---|---|
| Overview | Summary, active program, next check-in, notes, recent photos, subscription | All plans. The key-numbers strip needs Pro or Studio |
| Programs | Assign programs, calendar, reschedule workouts | All plans |
| Training | The client’s logged workouts | All plans |
| Nutrition | Insights, the client’s plans, foods the client created | All plans |
| Habits | Assign habits, see adherence, log on the client’s behalf | All plans |
| Check-ins | Assign check-in forms and see submissions | All plans |
| Intakes | Assign intake forms and see submissions | All plans |
| Resources | Files and links shared with this client | All plans |
| Metrics | Adherence, body composition, measurements, training, recovery, wellness | Pro and Studio |
| Photos | Progress photos, with side-by-side comparison | All plans |
| Notes | Private notes for the coaching team | All plans |
| Payments | Subscription, payment history, refunds | Pro and Studio |
| Settings | Transfer the client to another coach | Studio. Owner, admin or lead coach |
Overview
- Message opens your conversation with the client.
- From the client shows the note the client left during onboarding, if any.
- Active program shows the current week, or “Self-paced”, “Not started” or “No start date”.
- Next check-in shows when it is due and how often it repeats.
- Subscription shows the package and next billing date (Pro and Studio).
Training
A read-only history of what the client logged in the app. Filter by 30 days, 90 days or all time, by status (Completed, Missed, In progress) and by muscle. Open a log to see every set, the effort rating and rest. Coaches cannot log a workout for a client.
“No workouts in this view” means nothing matches the date range or filters. Widen the range or clear the filters.
Photos
Progress photos come only from the client’s check-ins. Coaches cannot upload them. Use the compare view to put two check-ins side by side. If a client has no photos, check that the check-in form asks for photos and that the client has allowed progress photos in the app.
Notes
- Labels: Note, Goal, Injury.
- Up to 2,000 characters, plain text.
- Notes are private to the coaching team. The client never sees them.
- Deleting a note removes it for everyone on the team.
Settings: transferring a client (Studio)
- Open the client’s Settings tab.
- Click Transfer client.
- Choose the current coach and the destination coach.
- Optionally add a handoff note (up to 500 characters).
- Click Confirm transfer.
The client’s programs, records, payments and message history stay intact. The destination coach gets a notification. The former coach loses the assignment and their pin for that client. The last 50 transfers are listed under Transfer history.
If you see “No other active coach is available”, add another coach to the workspace first.
When a client deletes their account
Clients can ask to delete their account from the app. Coaches cannot do this for them.
- You get a notification: “{name} asked to delete their account”. Their training history, check-ins and photos are permanently removed on the date shown unless they sign back in.
- If they sign back in before that date you get: “{name} kept their account”. Nothing is deleted.
Common questions
Why can’t I see all the workspace’s clients? The Coach role only lists clients assigned to that coach. An owner or admin can change the role or the assignment.
Why is the Metrics, Payments or Settings tab missing? Metrics and Payments need Pro or Studio. Settings (transfers) needs Studio and an owner, admin or lead coach role.
Can I add a client without them paying? Yes. Invite them with a 100% coupon.
Can I delete a client? Archive them. To erase their data permanently, an owner or admin can use the privacy tools described in Privacy, data and security.