---
{
  "title": "Coaches: managing clients",
  "seo": {
    "description": "Everything about the Clients page and the client profile in the coach web app."
  },
  "sidebar": {
    "label": "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:

1. Go to **Clients** and click **Invite client**.
2. Enter the person's email.
3. Choose which published onboarding they should go through.
4. 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.
5. 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](/coaches/client-onboarding).

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](/coaches/packages-payments-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](/policies/privacy-and-data).

## 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)

1. Open the client's **Settings** tab.
2. Click **Transfer client**.
3. Choose the current coach and the destination coach.
4. Optionally add a handoff note (up to 500 characters).
5. 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](/policies/privacy-and-data).