An onboarding template is a reusable intake questionnaire that a gym builds once and sends to many members. The template holds the questions. The member's answers are stored separately, on the member's onboarding record.

Coaches use onboarding to collect goals, health information, body measurements, progress photos, and signed waivers before coaching starts. Each question can have an extraction rule (a mapping from an answer to a profile field). When the member submits, the system copies those answers into the member's metrics, photos, goals, and signed documents.

Templates belong to a chain, so every gym in the chain shares the same library. Each member has one onboarding record at a time.

Three staff paths create the onboarding record first. The member link goes straight to the form. Only questions with a save to target reach the profile.

A template has three levels: the template, its sections, and the questions in each section. The member form shows the sections in order, and the questions in order inside each section.

A section groups related questions, for example "Goals", "Health", or "Consent". Each section has a title, an optional description and a sort order. You can show or hide a section in the editor and move it up or down.

Each question has these fields:

The editor makes the question ID from the label. For example, "Your weight (kg)" becomes your_weight_kg. If the ID already exists, the editor adds _2, _3, and so on. You can change the ID under More settings.

A question can depend on an earlier answer. Each rule names an earlier question, an operator, and a value. The operators are is, is not, is one of, is none of, is more than, and is less than. If a question has more than one rule, you choose Match: All rules or Any rule. A hidden question is not required, and the server does not validate it.

You can add a translation for each language that the gym supports. A translation can change the template name and description, the section titles and descriptions, and the question labels, help text, placeholders, and choice labels. The question ID and the choice values do not change. If a text has no translation, the member sees the base language text.

You create templates in the Dashboard, under Onboarding & journeys > Onboarding templates. You must be an owner or a box manager to create, change, publish, archive, clone, or delete a template. Other staff can only read templates.

If a question has a Save to target that its answer type cannot feed, the save fails with extraction target incompatible. The editor shows only the targets that fit the answer type, so this error comes only from old or imported templates.

On a translation tab, you can change only text. To add or remove questions or choices, go back to the base language tab.

A template moves through three statuses.

Each publish adds 1 to the version number. Each create, update, publish, archive, and clone adds a row to the version history on the template page.

You can delete only a draft.

You can still edit a published template. The changes apply at once to members who open the form after the save. Each save replaces all sections and questions. If you change a question ID, answers that members already gave stay under the old ID.

The copy is a draft at version 1, with the name "<name> (copy)". It keeps all sections, questions, and translations.

Staff can assign a template in three ways: from the client onboarding list, from a coaching engagement, or with a journey. Only a published template can be assigned. Each member has one onboarding record per chain, so a new assignment replaces the template on that record.

The record gets the status In progress and a start date. This path sends no message to the member. Tell the member to open the app, or send the member link yourself. The list shows Start onboarding only for a member without a started onboarding. For other members, it shows View onboarding.

The Onboarding tab of an engagement shows a different action for each status.

The link goes out as a push message, an in-app message, and an email. Each channel follows the member's notification preferences. The email uses the gym logo and is in English, Danish, German, Norwegian, or Swedish, based on the gym's primary language. Other languages get English. The title is "Complete your onboarding".

Each published template has a member link: https://<gym domain>/onboarding/<link name>.

You can also copy the link from the Member link field on the template page. Any member who logs in on the members website can open the link and submit the form. The member does not need an assignment first. On submit, the system creates or updates the member's record with this template.

An onboarding can also start from a journey, from the member, or from staff who fill it in for the member.

A journey template is a plan of stages for a coaching engagement. A stage can start an onboarding template. A journey can have only one onboarding stage.

If the stage is due on the start date, the system sends the onboarding invite at once. If the stage is due later, a daily job sends the invite on that date. The invite is the same as Send onboarding link.

If the member already completed the onboarding, the stage is marked Completed at once and no new invite goes out. When the member submits the form, the system completes the onboarding stage.

A gate is a condition that a stage waits for. In a journey stage, you can set Wait for to Onboarding complete. Such a stage, for example a training program, starts only after the member submits the onboarding. Use this to hold back the program until you have the intake answers. If you select Skip gates when you apply the journey, the stage starts without waiting.

A member can open the member link without an assignment, as described in "Share the member link". This is the self-service trigger.

This is the same submit as the member's, with the same validation and the same profile updates. For a completed onboarding, click Edit answers, change the answers, and click Save.

The member fills in the form on the members website or in the mobile app. Both use the same template, the same validation, and the same submit.

The form is one page. At the top are the template name, the description, and "From <template author>". Each section is a card with its title and description, and the questions of the section in order. A section without visible questions is not shown.

The texts are in the member's language if the template has a translation for it. Otherwise they are in the base language.

When the member switches the unit, the form converts the value. The system always stores weight in kg and height in cm. A photo must be a JPEG, PNG, WebP, or GIF file of 10 MB or less.

The form checks required answers, number limits, and choices before it sends. The server checks the same rules again. Answers to hidden questions are not sent.

If the submit succeeds, the member sees "All done — thank you!" and "Your responses have been submitted. Your coach will follow up soon."

The members website does not save a draft. If the member leaves the page before Submit, the answers are lost. If the server rejects a submit, it stores the sent answers and sets the status to In progress.

If the link name is wrong, or the template is a draft or archived, the member sees "Form not available" and "This onboarding form doesn't exist or is no longer published."

The save to setting of a question copies its answer into the member's profile when the member submits. Without a save to target, the answer stays only on the onboarding record.

The system cannot write to other profile fields, for example the name, phone number, birthday, or address. Multi select, Date, Yes/No, and Signature answers cannot be saved to the profile. They stay on the onboarding record.

The list shows only the targets that fit the answer type.

The metric date is the submit date. The note is "Captured from onboarding: <question label>".

To record a starting weight, add a Body weight question with save to set to Client metric. You do not need to set more fields.

The photo date is the submit date. The photo source is Onboarding, and the uploader is the member. For a full set of starting photos, add one Photo question per view angle.

The system fills the goal as follows:

The coach must open the goal and set the real target value and target date. For example, a Body weight answer of 82 gives a goal with a start value of 82 and a target value of 82.

The system creates the record only if the member ticks the checkbox. The record holds the document name, the template, the question ID, the sign time. The record stays even if you later delete the onboarding answers.

The page shows every answer, also answers without a Save to target. From a coaching engagement, click View answers on the Onboarding tab.

If a member or a staff member submits the same onboarding again, the system creates new rows again. It does not update the earlier rows. For example, Edit answers followed by save gives a second weight metric and a second goal. You can delete an extra photo in the photo detail dialog. The Progress tab has no delete action for metrics and goals yet.

If the member did not get the link, make sure that the member allows push or email for coaching messages. Then click Resend reminder, or send the member link yourself.

If a metric or goal is missing after a submit, make sure that the question has a Save to target and that the member answered it. A hidden question sends no answer.

If a journey stage does not start, make sure that the member completed the onboarding. Stages that wait for Onboarding complete start only after the submit.