Efficiently manage your entire client roster from one comprehensive interface. View active and archived clients, add new members, and organize your client base using powerful search and tagging tools.
What You Can Do
The Client page serves as your central client management hub:
View all clients - Active and archived clients in one list
Quick client search - Find clients by name or custom tags
Add new clients - Streamlined onboarding with automated welcome emails
Organize efficiently - Sort by multiple criteria and use custom tags
Manage profiles - Edit, transfer, message, or archive clients directly
Adding New Clients
Step-by-Step Process
Click "Add Client" button
Complete required information:
First name
Last name
Email address
Gender
Unit preference (metric or imperial)
Time zone (critical for accurate notifications)
Click "Add"
What Happens Next
System sends automated welcome email to client
Email includes CoachRx app download instructions
Client receives your custom intake form to complete
Client appears in your active client list immediately
Important: Setting the correct time zone ensures push notifications and scheduled messages reach clients at appropriate local times.
Finding and Organizing Clients
Search Methods
Name Search
Use the search bar to enter client's first or last name
Results appear instantly as you type
Case-insensitive search functionality
Tag-Based Filtering
Click tag filters to view specific client groups
Multiple tags can be applied simultaneously
Custom tags you create appear in filter options
Using Tags Effectively
Tags are your most powerful organizational tool for managing large client rosters.
Tag Strategy Examples
Training Schedule Tags
Monday, Wednesday, Friday (for specific training days)
Morning, Evening (for session timing)
Weekend Warriors (for weekend-focused clients)
Client Type Tags
Beginners, Intermediate, Advanced
Remote, In-Person, Hybrid
Weight Loss, Strength, Athletic Performance
Program Tags
12-Week Challenge participants
Corporate wellness clients
Rehabilitation clients
Managing Tags
Go to "Manage Tags" section
Edit existing tags - Change names or descriptions
Create new tags - Add categories relevant to your practice
Apply tags during client creation or edit existing client profiles
Client Profile Actions
From any client's profile view, access these management options:
Available Actions
Edit Profile - Update personal information, preferences, and settings
Modify Intake Form - Change or update initial assessment responses
Transfer Client - Move client to another coach within your organization
Send Message - Direct communication with the client
Archive Client - Remove from active list while preserving data
Important: Please reach out to coachrxsupport@opexfit.com if a client's email needs to be updated.
Profile Customization
Each client profile allows you to:
Update contact information and preferences
Adjust training schedules and availability
Modify program assignments
Track progress and important notes
Client Status Management
Active vs Archived Clients
Active clients appear in your main client list and dashboard metrics
Archived clients are hidden from daily workflow but data is preserved
Easy restoration - Archived clients can be reactivated anytime
When to Archive
Client has completed their program
Extended break from training (travel, injury, life changes)
Transitioning to different coach or service level
Seasonal clients returning later
Best Practices
Organization Strategy
Develop consistent tagging - Use the same tag categories across all clients
Regular list maintenance - Archive inactive clients to reduce clutter
Strategic sorting - Use different sort options for different workflow needs
Workflow Optimization
Program planning - Filter by tags to batch workout design
Communication Efficiency
Tag-based messaging - Send announcements to specific client groups
Profile notes - Keep important client information easily accessible
Transfer preparation - Update profiles before transferring clients
FAQ
Q: How do I view archived clients?
A: Use the filter options at the top of the client list to toggle between active and archived lists
Q: What if a client doesn't receive their welcome email?
A: Check the email address for accuracy, verify it's not in spam folders, and resend the invitation from the client's profile by clicking the three-dots next to the clients name.
Q: Can I transfer clients between coaches in different organizations?
A: Yes, you can transfer clients to coaches outside of your organziation, as long as they are CoachRx users.
Q: What's the maximum number of tags I can create?
A: There's no specified limit, but keep your tag system manageable. Too many tags can become counterproductive.
Q: Do archived clients count toward my subscription limits?
A: No, only active clients count towards your subscription pricing.
Q: Can clients see the tags I've assigned to them?
A: No, tags are for coach organization only and are not visible to clients.
Q: What happens to client data when I archive them?
A: All data is preserved including workout history, progress photos, and communications. Archiving only removes them from your active workflow and disables clients from being able to log in to their app.