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Adding Clients

There are two ways to add clients to Assistant Coach: one at a time through the add-client flow, or in bulk via CSV import. Both are accessible from the Clients directory (navigate to Clients in the sidebar).

Adding a client manually​

Click the + Add client button in the top-right corner of your Clients directory.

Step 1: Basic information​

Enter the client's details:

  • Name (required) — Their full name as you'd like it displayed.
  • Email (required) — This is their unique identifier in the system. Each client needs a distinct email address, and it's how they'll log into their client app.

Click Add client to proceed.

Step 2: Choose a starting stage​

After creating the client, you'll choose how they begin:

Intake The client sees only the intake form on their client app. This is the recommended path for new clients. Once they submit their intake form, they automatically move to the "Active" stage with full client app access.

If you've set an active intake form (see Form Templates), it will be auto-assigned to this client.

Active The client skips intake and immediately gets full client app access — check-ins, goals, meal plans, workout plans, everything. Use this when you already have the information you need, such as when migrating existing clients from another platform.

If you've set an active check-in form, it will be auto-assigned.

Skip for now Keeps the client in a "Setup" stage. They won't see anything on their client app yet. You can move them to Intake or Active later from their dashboard.

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The stage you choose here determines what the client sees on their client app right away. You can always change it later.

Importing clients via CSV​

For adding multiple clients at once, use the Import CSV feature.

Prepare your file​

  • Required columns: name and email
  • Maximum rows: 250 per file
  • Maximum file size: 5 MB
  • Format: CSV (comma-separated values)

You can download the template here: Client Import Template (CSV) — or from the import modal in the app.

Upload and import​

  1. Click Import CSV in the Clients directory.
  2. Either drag and drop your file or click Choose File.
  3. Click Import to upload and process the file.

Understanding the results​

After import, you'll see a detailed breakdown:

  • Created — Successfully added clients.
  • Skipped — Clients whose email already exists in your roster.
  • Failed — Rows with validation errors (missing name, invalid email format, etc.).
  • Duplicates in file — If the same email appears multiple times in your CSV, only the last occurrence is imported.

For any failed rows, you can download an error report as a CSV to see exactly what went wrong and fix the issues.

All imported clients start in the "Active" stage. Importing does not contact them. When you are ready for a client to use their client app, click Send setup email on their card or copy their invite link from their page. You can change their stage from their individual dashboard if needed.

After adding a client​

Once a client is in your roster, you'll want to:

  1. Set their check-in day — Pick which day of the week they'll submit check-ins. See their dashboard's Overview tab.
  2. Assign forms — If you didn't choose Intake or Active during creation (which auto-assigns forms), you can manually assign forms from their dashboard's Forms tab.
  3. Build their first plans — Create a meal plan and workout plan once you have their intake data.

See who's joined — and nudge them​

Adding a client creates their space on your side, but the two-way part — check-ins, workout logs, photos — starts when they set up their own login. Your Clients directory shows you exactly where each person stands:

  • "Not invited yet" — you haven't sent them an invite. Their card has a Send setup email button that does it in one tap.
  • "Hasn't joined yet" — they've been invited but haven't set up their account. This is your cue to follow up: resend from their card, or copy their invite link from their page.
  • No badge — they're in. Nothing to do.

When someone is stuck on "Hasn't joined yet", open their page — the buttons at the top let you:

  • Resend Setup Email — sends a fresh invite to their inbox.
  • Copy Invite Link — puts their personal setup link on your clipboard so you can send it wherever you actually talk to them: WhatsApp, text, Instagram DM. For most clients this lands far better than email.

A couple of things worth knowing:

  • Each new link or resent email replaces the previous one, so the old link stops working. Always share the latest.
  • Links expire after 2 weeks. If a client comes back later, just copy a fresh one.
  • The moment your client finishes joining, the badge disappears and you'll get a notification.
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When a client hasn't joined after a couple of days, don't re-send the same email — copy the invite link and drop it into the chat you already have with them, with a line like "here's your login for the app we'll use for check-ins."

Finding clients​

Your Clients directory includes a search bar that filters by name or email in real-time. Each client card shows:

  • Their name and email
  • Next check-in date
  • Check-in adherence rate (rolling 5-week average)
  • A quick link to view their latest check-in
  • Their lifecycle stage badge (shown for Setup and Intake stages)
  • A join-status badge ("Not invited yet" / "Hasn't joined yet") until they've set up their login