Onboarding a New Client

First Steps covers setting up the app for the first time. This page covers what happens each time you bring a new client on — the coaching workflow from intake to their first check-in.

This is a process you'll repeat for every new client, and doing it well sets the tone for the entire coaching relationship.

Step 1: Review the intake form

When a client completes their intake form, the system creates a to-do on your home page (deadline based on your Intake plan due hours setting). Open the client's dashboard and go to the Forms tab to see their responses.

What to look for:

• Goals and motivation — What do they actually want? Weight loss, muscle gain, performance, general health? Their words matter — they tell you how to frame your coaching.
• Training history — Are they a complete beginner, returning after a break, or experienced? This determines your workout plan complexity.
• Current nutrition habits — Are they already tracking macros, or is this new to them? This affects how detailed your first meal plan should be.
• Injuries and medical conditions — Anything that affects exercise selection or dietary restrictions. Note these immediately.
• Schedule and lifestyle — How many days can they train? When? Do they travel? Do they have gym access? These are practical constraints on your programming.
• Previous coaching experience — Have they been coached before? What worked? What didn't? This tells you what approach to take.

tip

Create a note for anything that stands out — especially injuries, strong preferences, and lifestyle constraints. These are the details you'll need to reference for months to come.

Step 2: Set initial goals

Go to the Overview tab and add 2-3 initial goals. Don't overload a new client with targets.

Recommended starting goals based on common client types:

Weight loss client:

• Weight goal (primary target)
• Average steps (builds daily activity habit)
• Days worked out (establishes training consistency)

Muscle gain client:

• Weight goal (gradual increase)
• Exercise weight goal on a key lift (e.g., bench press, squat)
• Days worked out

General health / beginner:

• Average steps (most impactful habit for beginners)
• Average sleep (often the first thing to improve)
• Days worked out (start with a manageable number)

Use the description field on each goal to explain why it matters:

We're targeting 10,000 steps because daily activity is the biggest lever for fat loss outside of nutrition. More important than any single workout.

The client sees this on their portal, so it's direct communication.

Step 3: Build the first meal plan

Go to the Meal Plans tab and create their first plan.

For clients new to tracking macros:

• Start with a simple plan — 3-4 meals, familiar foods
• Use coach notes to explain the structure: "This plan is a starting template. You don't need to hit every number perfectly — aim for the protein target first, then total calories."
• Keep food choices straightforward — exotic ingredients increase friction
• Set macro targets based on their intake data and goals

For experienced clients:

• Match the complexity they're used to
• If they share their current diet in the intake, duplicate the structure and adjust macros
• Use meal notes for timing guidance if relevant

Document your reasoning: Create a note on the client explaining why you chose these specific macro targets:

Starting macros: 2,200 cal, 160g protein, 220g carbs, 73g fat. Based on estimated TDEE of 2,500 minus 300 cal deficit. Protein set at 2g/kg bodyweight. Will assess adherence and weight trend after 2-3 weeks before adjusting.

Activate the plan when you're satisfied.

Step 4: Build the first workout plan

Go to the Workout Plans tab and create their first plan.

Match complexity to experience level:

Experience	Approach
Complete beginner	3 days/week, full body sessions, simple exercises, higher reps (10-15) to build movement quality
Some experience	3-4 days/week, upper/lower or push/pull split, moderate complexity
Experienced	Match or slightly simplify their current programme, focus on what needs to change

For beginners specifically:

• Add exercise notes with form cues on key movements: "Drive through your heels, keep your chest up"
• Include YouTube demo links on exercises — this is where they add the most value
• Set conservative weight notes: "Start light — focus on form for the first 2 weeks"
• Use session notes for general guidance: "Rest as needed between sets. If unsure about form, use a lighter weight."

Document your reasoning:

Starting with 3-day full body to build consistency. Client has no training history — prioritising movement quality and habit formation over volume. Will transition to a 4-day upper/lower split after 4-6 weeks once movement patterns are established.

Activate the plan when ready.

Step 5: Write the welcome message

The first response you write sets expectations for the entire coaching relationship. You can write this as a response to their intake check-in, or as their first check-in response once they submit one.

What to cover:

• Acknowledge their goals — Show them you read and understood their intake
• Explain what you've built — Brief overview of their meal plan and workout plan, and why you chose this approach
• Set expectations for the first 2-4 weeks — What should they focus on? What should they not worry about yet?
• Explain the check-in process — When to submit, what to include, how you'll respond
• Invite questions — Make it clear they can ask anything

Example structure:

Hey [Name], welcome! I've reviewed your intake and put together your first meal plan and training programme. Here's the overview...

For the first 2 weeks, I want you to focus on two things: hitting your protein target and getting all three training sessions in. Don't stress about perfect macros — just get into the rhythm.

You'll submit your first check-in on [day]. Include your weight, measurements if you can, and photos (front, side, back). In the feedback section, tell me how the plan felt — what was easy, what was hard, any questions.

Let's go!

Step 6: The first check-in

The first check-in is a milestone — it closes the onboarding loop and starts the coaching cycle.

What to pay attention to:

• Adherence signals — Did they follow the plan? If not, where did they struggle? This tells you if the plan is realistic for their lifestyle.
• Subjective feedback — How did they find it? Were workouts too easy, too hard, confusing? Did they enjoy the food?
• Baseline data — The first check-in's measurements and photos become the baseline for all future comparisons. Make sure the data is there.

Your first check-in response should:

• Acknowledge what went well — even if adherence was 50%, find something positive
• Address any struggles practically — adjust the plan if needed, or reassure them that the first week is always the hardest
• Reinforce the process — remind them what to focus on for week 2
• Set a realistic tone — "Progress isn't linear, and the first couple of weeks are about finding your rhythm"

Create a note after the first check-in:

First check-in complete. Adherence was good on training (3/3 sessions) but meal plan was tough — skipped breakfast twice. Consider simplifying breakfast or making it grab-and-go. Client responded well to encouragement.

This note becomes context for every future coaching decision with this client.

Onboarding checklist

Here's the full sequence at a glance:

1. Review intake form — note injuries, preferences, constraints
2. Set 2-3 initial goals — keep it focused
3. Build meal plan — match complexity to experience, document reasoning
4. Build workout plan — match complexity to experience, add exercise notes for beginners
5. Activate both plans
6. Write welcome message — set expectations, explain the process
7. Review first check-in — assess adherence, adjust if needed, reinforce the process
8. Create a note documenting initial observations and any early adjustments

After the first check-in cycle is complete, you're in the regular coaching loop: weekly check-ins, periodic plan adjustments, and ongoing goal tracking.