When you add a client, you can attach a payment product right away. The client then gets one email: an invite to the app, with your offer to accept and pay as part of the setup.
Before you start
Set up a payment product. See Create and edit a payment product.
Have the client's correct email address ready.
Adding a client takes four steps: Details, Templates, Membership and Overview.
1. Details
Go to Clients and click Add client.
Enter the client's name and email. Phone is optional.
Check the country and language. The language decides what the client sees in the app and in emails.
Set the coaching period. If you're on a team, choose which coach the client belongs to.
Click Next.
The coaching period is for your own overview. It doesn't decide how many times the client pays. You set that in Membership.
2. Templates
Forms: the onboarding form the client fills in when they start, and the check-in form for every check-in.
Check-in reminders: choose Daily, Weekly or Monthly and the day. The summary underneath shows exactly when the reminder is sent, e.g. "every week on Monday at 09:00".
Welcome email: sent with the app invite when you create the client.
Automations: add any you want this client to have.
3. Membership
Choose the product. The price, start fee and terms are taken from the product, and you can change them for this client:
Starts: the date the client's payments start.
Pays: how many months they pay (for Set months products) and which day of the month they're charged.
Price: the monthly price for this client.
Start fee: change the amount or the date, or remove it with the ×.
Commitment: change the number of months, or remove it with the ×.
Changes here only apply to this client. The product stays the same for everyone else. The currency and payment type always come from the product.
Sales rep records who closed the deal. It doesn't change who coaches the client or the price. If you leave all the switches off, the lead's sales rep is used.
4. Overview
Check everything in one place:
the client's email, forms and welcome email
the price, start date, billing day, start fee and commitment
First charge: what the client pays first, and when
Terms, as they'll see them: the exact text the client accepts
If something is wrong, click Edit on that section. When it all looks right, click Create client.
Nothing is sent to the client until you click Create client.
Example: a price just for this client
Your product costs DKK 900 a month with a DKK 200 start fee. You agree on DKK 1,000 a month with a new client, starting 6 October and charged on the first of the month.
In Membership you change the price to 1,000. The overview then shows a first charge of DKK 1,038.71 on 6 October: DKK 838.71 for the rest of October plus the DKK 200 start fee. From 1 November the client pays DKK 1,000 a month. The product is still DKK 900 for everyone else.
Add a client without a payment
If the client pays outside Coachway, gets coaching for free, or you have not agreed on a price yet, choose No product in Membership. You will see "No product, payment skipped", and the client only gets the app invite.
You can add a payment later: open the client, go to the Payment tab and click Add payment plan.
Two things to know:
Activation: if your account activates clients on their first payment, a client without a payment won't become active by themselves. Activate them manually, or change the setting under Settings → Activation.
Your Coachway bill: any client with app access for more than 48 hours counts as a client, whether they pay through Coachway or not.
If the client can't find the invite
You can copy the invite link and send it another way, e.g. by text or chat:
Open the client and go to the Settings tab.
Go to Access.
Click Copy link and send it to the client.
The link is personal to that client, so only send it to them.
What happens next
The client opens the invite, creates their account, reviews your offer and adds their payment details. See What your client sees, from invite to payment.
You can follow along in the client's Payment tab. The offer shows Offer Pending until the client accepts it.