The Vault is your own file library in Coachway. Welcome guides, PDFs, recipe books, audio, videos, exported meal plans - anything you want your clients to be able to open in the app.
You upload a file one time. From there you can share it with any client, again and again, without uploading it a second time.
Adding a file to your vault
Go to Vault and click Upload Resource
Choose Upload File to upload from your computer, or External Link to link to something that lives elsewhere
Give it a Resource Name and pick a Resource Type (Document, Image, Audio and so on)
Add a Description if you want your client to know what the file contains before they open it
Set your Sharing Options, then click Upload Resource
Under Sharing Options you will find Available to all clients. Tick it and the file goes into your public library, so every client can find it without you sharing it one by one. Leave it unticked and the file stays yours until you share it with someone.
Descriptions
Every resource can have a description of up to 5,000 characters. Your client sees it in their file list and again when they open the file, so it is the place to explain what the file is and what they should do with it.
You can add a description when you upload a file, or add one later: open the resource and click Edit Resource.
Descriptions are optional, but a file called "Guide 3" with no description gets opened a lot less often than one that says what is inside.
Sharing a file straight from the chat
You no longer need to download a file and upload it again to send it to a client.
Open the conversation with your client
Click the vault icon in the message field
Share from vault opens with everything in your vault. Search by name, or filter by resource type and tags
Click a resource to preview it before you send
The file automatically land in the client's own vault once you send it in the chat.
Click Share with [client]
What your client sees
In the app, the client opens Lessons & documents from their profile.
Their files are shown as a clean list with thumbnails, with a floating search bar at the bottom where they can search by name or description and filter by type.
When they tap a file, it opens a sheet showing the description and buttons to open it, download it, or share it.
A file you send in the chat arrives as its own card with the thumbnail, file type, size and description, not as a plain attachment. They tap the card to open, download or share from the same sheet.
The red badge on their profile clears by itself as soon as they open the file, so the badge always reflects what they have actually looked at.
Checking whether your client has opened a file
Open the client's profile and go to the Vault tab. Each file shows:
Name and Type
Assigned At: when the file was shared with this client
Status: Seen with the date and time they opened it, or Not seen
Uploaded and file size
So if a client says they never got the welcome guide, you can check before you resend it.
Good to know
Files stay available to the client for as long as they are shared. If a client downloaded a copy, that copy stays on their device.
Automations can also deliver files to a client's vault. See Automating Your Client Onboarding.
You can export a meal plan or workout as a PDF and upload it to a client's vault so they have it offline.
Uploading from a client’s vault shows in the main vault and this is expected. Every file lives in your vault library. Private files are only available to the clients you assign them to (other clients can’t see them). You cannot upload a document that exists only on one client with no coach-side entry.