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Adding Your First Client

What's a gym without members? A personal trainer without clients? 

To make sure you have clients to coach and manage in your portal, you will need to add your members into the system. 

To do this, go to the Clients & Staff module (if you don't see the icon at the top of your bar, click on the nine little squares next to your name to access your system modules).

 

 

 

Click on Add New Client. There are many fields to personalize your client's profile but the three mandatory options are:

  • First Name
  • Last Name
  • Email Address

The rest of the data should be easy to add, but at the bottom of the first header, you'll find two options that can be of great use to you.

 

 

Invoice text: There is a default invoice text that's displayed on each invoice. You can edit this, or create a new (personal) invoice text. This template can be used for all your clients.

Business: If your client is sponsored by a company and the invoices will need to be made out to the business, you can enter business information in the client's profile. Once you've done this, you can decide to invoice the business instead of the client.

Next to personal and address data, you have the ability to add payment details. Please note that IBAN & BIC code are European terms. If you are not situated in Europe, you can use it as the Account Number and BSB code. 


After adding the client to the system, you are redirected to their client data. 

Here, you will have the ability to activate them manually or send an invitation to their email.

 

         

 

Read about how to personalize the email here.

Activating your client manually means that you will be the one to create a password for them.
Reasons to do manual activations include:

  • You are activating the client's profile together with the client.
  • You want to set up the client's profile before they have access to it
  • The client doesn't want to use their profile but you activate them to create a workout plan for them.

After the client has been activated (registered themselves or activated manually by you) they will receive a personal profile

 

You are now also able to create and add tags to your clients to help you group them into various categories.

 

The next tab, Coaching, is where you can assign yourself as a coach to the client. Once you've done this, you will be able to see coaching statistics like their workout plan, nutrition plan, and challenges. You can also see all the bookings the client has made in the schedule, as well as their last check-ins to your club.

 

 

Under the Products tab, you'll be able to assign a membership, check out the client's contract and see an overview of their credits and products.

 

Under the Invoices tab, you will find an overview of all invoices for that specific client. You can open the invoices here, email or print them or adjust them accordingly. For an overview of all your invoices, you can go to the Financial module. 

 

On the Files tab, you are able to upload files regarding your clients for storage. For example, you can store their contract or intake form, doctor's notes and progress pictures.

 

On the left column, underneath the client's profile picture. You have additional options.

                                   

  • Go to this profile: Visit the client's personal profile
  • Send message: Send your client a personal message. They will receive an email about this
  • New task: Create a task regarding this client
  • Edit details: Edit the client's details
  • Unsubscribe: delete the client out of your client list
  • Connect card: Connect a check-in card to the client

 

Those are all the options in a client's profile!

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