Coaching Playbook

This section is opinionated. The other sections of the docs explain what the app does — this one explains how to actually run a coaching practice with it. Treat it as a starting point and adjust to your own style.

Onboarding a new client

A loose 2-week cadence that gets new clients moving quickly:

Day 0 — Invite Send the invite from Clients → Invite. They get a magic link and create their account. While you wait, jot down what you know about them in a note via the client detail’s Notes tab.

Day 1 — Intake When they accept, open their detail page and walk through their profile: starting weight, target weight, primary goal, dietary restrictions, health conditions, activity level. Anything missing — request it via a quick check-in.

Day 2-3 — First plan Build their first meal plan in Nutrition → Meal Plans. Use Calculate from Client to seed the macro targets, then tweak. Pick a starting template (3-Meal Day or 4-Meal + Snack are gentle starts) and add foods.

If they’re training, build or assign an exercise program too. For most clients, start with 2-3 days/week and ramp up.

Day 4-7 — Observe Don’t change anything. Watch their logs. The first week is calibration, not optimization.

Day 8 — First check-in They submit, you review. Adjust macros only if you’re seeing a pattern — one bad day isn’t a pattern.

Weekly cadence

The default rhythm:

1. Sunday or Monday — Set client check-in days. Most coaches run a single check-in day across all clients to batch the work.
2. Check-in day — Review the queue. For each submission:
   • Read the weekly summary first
   • Glance at adherence; adjust macros if compliance is high but progress has stalled, or if compliance is collapsing
   • Look at photos and weight trend together — neither alone tells the full story
   • Write a response. Specific is better than encouraging.
3. Mid-week — Skim the dashboard’s action queue. Anyone in the Attention bucket who’s missed days, ping them.

When to adjust the macros

Three rules of thumb:

• High compliance, no progress — adjust the targets (deficit deeper or surplus higher). The plan isn’t broken; the math is.
• Low compliance — don’t change targets. Solve the adherence problem first. Smaller meal counts, simpler foods, or a different plan structure (try Intermittent Fasting) help more than tweaking numbers.
• Steady progress — leave it alone. Don’t mess with what’s working.

Use check-in adjustments for the small tweaks (±50-100 cal, swap protein/carb mix). Use the meal plan builder for structural changes (new template, different meal count, phase change).

When to use PT Mode vs. self-logged programs

• PT Mode — in-person sessions, assessments, technique work, anything where you’re physically present. The client reviews and submits afterward.
• Self-logged — the program runs on its own, the client logs from their portal, you review through the client detail’s Logs tab.

Most clients use both: assigned program with self-logging Monday/Wednesday, PT Mode for Friday’s session. Don’t try to PT-Mode every workout — it’s slower and the client’s portal already does most of the lifting.

Reading compliance

The compliance % on the client detail page is a 30-day rolling number. A few patterns:

• Compliance high, weight not moving — adjust macros down (loss) or up (gain). Math problem.
• Compliance low, weight not moving — adherence problem. Talk to them. The plan is fine; their context isn’t.
• Compliance high, weight moving fast — this can be too much. Aim for 0.5-1% body weight per week for fat loss; faster than that is often water + lean mass.
• Compliance dropped suddenly — life happened. Check in personally rather than tightening targets.

For brand-new clients, compliance is calibrated to days-since-joining. A client three days in won’t show 10% just because they missed week one.

Using CoachGPT recommendations

If your workspace has CoachGPT enabled, the check-in review modal can generate structured recommendations. They’re useful as:

• A second pair of eyes — when you’re not sure what’s driving a stall, run the recommendation and see what it pulls out
• A starting point — copy what’s useful into your response, ignore what isn’t
• A consistency check — if you find yourself disagreeing with the model, that’s worth asking why

They are not a replacement for reading the check-in yourself. The model doesn’t know your client. Use it accordingly.

CoachGPT is rate-limited per workspace — see Reference → AI Credits.

Deactivate, don’t delete

When a client stops working with you, deactivate their account rather than delete it. The data is theirs, they may come back, and deactivation preserves their history while revoking access. Delete is a one-way door.

The exception: GDPR / data-deletion requests, or test accounts that should be cleaned out.

Building your library

Treat templates as long-term assets:

• Meal plans — build 5-10 templates that cover your common situations (cut, maintenance, lean bulk, IF, performance). Sharing them across your team if you have one means everyone benefits.
• Exercise programs — same idea. A solid 4-day upper/lower template is worth more than custom-building each client’s program.
• Custom exercises — add the ones you actually program. Don’t try to recreate the whole exercise database.
• Resources — articles, PDFs, videos. The library compounds; what you assemble in year one stays useful in year five.

The first three months feel slow because you’re building the library. Year two, you reach for templates more than you build new ones, and the work shifts to coaching rather than data entry.

What this section won’t give you

This is workflow guidance, not a coaching curriculum. The app doesn’t have an opinion on what to program, how to periodize, or what macros to give a 200-pound male trying to gain. Those are your call. The app’s job is to make executing your call fast.