Add new clients to your CoachRx roster with a streamlined onboarding process. Configure coaching services, set preferences, and organize clients using tags for efficient practice management.
Key Benefits & Features
Quick client setup - Add clients with essential information in minutes
Automated welcome emails - System sends setup instructions automatically
Coaching service customization - Configure exercise, lifestyle, and consultation services per client
Commission tracking - Set individual or default commission rates for payroll
Tag organization - Create custom tags for filtering and workflow management
Time zone accuracy - Ensure notifications reach clients at appropriate times
Touchpoint enablement - Activate communication tracking from the start
Client autonomy options - Grant workout scheduling flexibility when appropriate
Adding a New Client
Step 1: Navigate to Client Page
Click on "Clients" in the main navigation
View your current client list and organization tools
Review client compliance, due dates, and tags at a glance
Step 2: Start Client Creation
Click the "Add Client" button
Client creation form opens with required and optional fields
Step 3: Enter Required Information
Essential Client Details:
First Name - Client's first name
Last Name - Client's last name
Email Address - Valid email for account setup and communications
These three fields are required to create a client account.
Step 4: Configure Coaching Services
Select which services you'll provide:
☑ Exercise Program Design - Workout programming and fitness plans
☑ Lifestyle Coaching - Habit tracking and lifestyle prescriptions
☑ Consultations - Regular check-ins and assessment meetings
Why this matters: These selections determine which metrics appear in your dashboard's "Needs Attention" section and affect compliance tracking.
Configuration Tips:
Turn on all services for comprehensive coaching relationships
Disable unused services to declutter your dashboard
Adjust services later as coaching relationship evolves
Step 5: Enable Touchpoints (Optional)
Toggle "Enable Touchpoints" on for this client
Tracks communication frequency between you and client
Helps maintain consistent engagement
Can be adjusted later in client profile or settings
Step 6: Enable Client Autonomy (Optional)
Toggle "Client Autonomy" on if desired
What this does: Allows clients to reschedule their own workouts in the mobile app
Best for: Responsible clients with unpredictable schedules
Changes made by clients automatically sync to your coach calendar
Can be disabled later if needed
Setting Additional Information
Step 7: Expand Additional Information Section
Click "Additional Information" dropdown to access extended settings:
Unit Preference:
Metric (kilograms, centimeters)
Imperial (pounds, feet/inches)
Match client's preference for ease of use
Sex:
Select male or female
Important for accurate fitness calculations and assessment standards
Time Zone (Critical):
Select client's local time zone
Ensures messages and notifications arrive at appropriate times
Essential for remote coaching across different states or countries
Prevents early morning or late-night notification disturbances
Why time zone matters: If you schedule a message for 9 AM and the time zone is incorrect, your client might receive it at 6 AM or midnight.
Step 8: Set Commission Structure (If Applicable)
For coaches who receive commission:
Locate "Commission" field in additional information
Enter commission percentage or rate
Commission structure populates in:
Products and subscriptions
Payroll calculations
Business Suite reporting
Commission Types:
Default organizational rate
Custom percentage per client
Flat fee per client
Set in coordination with business owner
Post-Creation Client Management
Review New Client in List
Client appears in your active client list immediately
Welcome email sent automatically with:
CoachRx app download instructions
Account setup information
Your custom intake form
Client can begin setup process right away
Add Tags for Organization
Create and apply tags:
Click on client name to access options
Select "Add Tags" or choose from existing tags
Apply relevant tags for workflow management
Tag Strategy Examples:
Training days: Monday, Wednesday, Friday
Program types: Strength, Weight Loss, Athletic Performance
Client status: New, Active, Maintenance
Time slots: Morning, Evening, Weekend
Manage Your Tag System
Click "Manage Tags" in client section
Create new tags - Add categories relevant to your practice
Edit existing tags - Modify names or descriptions
Delete unused tags - Keep your system organized
Tag Usage Benefits:
Filter by training day - "Show me all Monday clients"
Program type grouping - Work on similar programs together
Efficient programming - Batch design for tagged groups
Quick client access - Find specific client groups instantly
Best Practices
Client Setup Strategy
Complete additional information - Set accurate time zones and preferences from the start
Configure coaching services - Be intentional about which services each client receives
Use tags immediately - Tag during creation for instant organization
Enable touchpoints - Start tracking communication from day one
Time Zone Management
Verify before saving - Double-check time zone selection
Ask clients to confirm - Request verification during onboarding
Update as needed - Adjust if client relocates or travels
Test with first message - Ensure notifications arrive at appropriate times
Coaching Services Configuration
Start comprehensive - Enable all services initially, disable later if needed
Match service level - Align services with what client purchased
Adjust based on package - Different packages may include different services
Review regularly - Reassess services as relationships evolve
Tag Organization Systems
Consistent naming - Use clear, standardized tag names
Limit total tags - Too many tags become unmanageable
Review and clean - Periodically remove unused tags
Share with team - Ensure all coaches understand tag system
FAQ
Q: What happens after I add a client?
A: The system automatically sends a welcome email with app download instructions and your intake form. The client can immediately begin setting up their account.
Q: Can I edit client information after creation?
A: Yes, access the client's profile to edit any information including name,, time zone, and coaching. Please note that in order to update a client email address, you will need to reach out to coachrxsupport@opexfit.com to have our team do this for you.