1:1 Personal Training - 5 Essential set up steps.
PT Mate has made it easy to onboard your entire client list and collect essential information effortlessly with in-app business forms and automatic pre exercise questionnaires.
Client Connection & in-app forms & questionnaires
This is your clients page. Her's a direct link https://ptmate.app/clients
Add a new client
On your clients page find the 'add a new client' button option.
Here's a direct link - https://ptmate.app/clients/new
Select your member's profile image
Select the image from the gallery, upload your own image or opt out and select no image.
Note: An image will automatically be selected from the PT Mate image gallery if left.
Add name
Phone
Email
Do you want to send your member an email invite? You can choose to do this now or at a later stage from their profile page.
Show more options -
D.O.B
Height
Training focus]
Note: Your members will add all of their own info in when they connect so you can skip past adding these details.
Once you have added their details - hit the 'add client' button.
If you set the option to send your member an invite, the invite will be sent as soon as you create their member profile.
Import client list
On your clients page find the 'import clients list' button option.
Here's a direct page link - https://ptmate.app/clients/import
Select the 'import your existing client list' button option and find the free CSV file resource that you can download to add your client lists to.
The CSV file has already been formatted for PT Mate to read so you just need to copy and paste your clients' info.
Note: Your clients will add in all of their personal details when they connect so you only need to add their name, email address and phone number.
Manage your members!!
Active/ Inactive Client lists
Whether they're actively training with you or taking a break, you can set their ,e,ner profiles to your active and inactive lists;
With the active clients option you also have the option to send an invite to them to connect.
Inactive clients will not be notified of the import.
Note: You will still be able to send and receive direct messages to your inactive member that are connected through their member app.
Upload client lists
When you've filled the CSV file with your clients details and you're ready to import them, simply select the 'choose file' button and find your 'client imports list'.
For active clients you will also have the option to send out an email invite at the same time you add them to your active clients list (this is optional). Alternatively, you can do this at a later stage from your clients page.
For inactive clients create a separate CSV file. When uploading it turn off the 'ACTIVE CLIENTS' option, then your inactive clients will be uploaded to your inactive clients list where you can store them and still communicate with them through your in app direct messaging and group chat (when they're connected).
Note: Inactive clients won't be able to view your community page if set to inactive.
Once you send the connection invite this is the email your tribe will receive;
The connection invite email will help walk your members through downloading their member app or accessing the member web portal, creating their member accounts then automatically connecting with your business.
The email also has your connection pin details incase they require them to connect.
Note: You can update your member app connection pin in your Admin page > Settings tab.
Here's a direct link - https://ptmate.app/admin/settings
In-app pre exercise questionnaires and forms.
Create in-app pre exercise questionnaires so as soon as your members connect they'll automatically receive their onboarding questionnaire to fill out.
You're notified once they've completed it and can access them from your business web portal.
Create consent forms, training agreements, business policy and T&Cs. Payment forms, etc, the list goes on.
From your admin page in the forms & documents tab is where you can create your business forms and questionnaires.
Under the forms & documents tab find 'Create a form'.
Here's a direct page link - https://ptmate.app/admin/documents
Create your pre-exercise questionnaire
Name your form
Pre exercise questionnaire ON/OFF
'ON' - will prompt form to be sent automatically when your clients connect.
'OFF' - no form will be sent when client list is uploaded.
Clients can edit their response ON/OFF
'ON' - Allows your clients to edit their form responses.
'OFF' - Locks answers so they cannot be changed. Great for Agreements!
ADD:
Section header: Title
Info paragraph: This is static text. Add in the information you would like your clients to read through.
Free text question: Ask questions your clients can answer in sentence form.
YES/NO question: Write yes / no questions with options to provide more details.
Selection question: Write questions with a selection of answer options.
Single answer or multiple answers.
Rating question: Ask questions with a rating (1-10 button option).
'Create form' to save to your forms list.
Manage to edit, update, send duplicate or view responses.
Send to my clients, duplicate, edit and delete forms.
Prefer hard copy documents for your business?
Upload your PDF documents and store them in your business web portal.
Set up your billing
PT Mate has Stripe integrated into the platform helping to keep more aspects of your business in one place. Set up session pack products or recurring direct debit membership products and take full control of your billing. Also with the option to email invoices to clients to pay directly through their PT Mate members app and member web portal.
Connect your existing stripe account
Create your direct debit products ready to set your clients up with recurring payments and create your pack products with the option to allow your clients to purchase through their members app or members web portal.
Adding your clients card details is simple too!
You can add them in from the billing tab of their client profile's profile.
Better yet have your clients add them in themselves through the member platform in their Account Settings.
To set up your billing you're going to need a Stripe Account.
Head to https://dashboard.stripe.com/ and create your account. Once created, send us a message through the in-platform chat and we can provide you a connection link to allow you to connect your Stripe account to PT Mate.
Already have a Stripe account?
Reach out using the chat box in the bottom right hand corner of your business web portal and let us know.
Once connected and verified you can begin creating your business products and direct debit membership products.
Pack product
Product name
Session type (1:1 / group)
Number of sessions assigned to product
Price
Product description
Expiry on session credits with time frame options
Option to 'Make available for client purchase' so your tribe can purchase their session packs through their member app and web portal.
Membership product
Membership/ direct debit name
Billing cycle - weekly/ Fortnightly (bi-weekly)/ monthly (calendar month)
Price per debit
Session type - (1:1 group / both)
Limit session - assign a number of session credits to billing cycle.
Note: Credits are reset each billing cycle.
'Other' product
Product name
Price
Product description
Option to 'Make available for client purchase' so your tribe can purchase their session packs through their member app and web portal.
Send an invoice
You have options! You can manage all of your billing from within PT Mate also with the option to send out invoices to your clients to pay through their member app and member web portal. Invoices are also sent via email (optional) to allow your tribe to pay your most preferred method.
Set up in your business settings
ABN / ITIN (Australian Business Number / Individual Taxpayer Identification Number (USA))
Additional information, i.e; business or tax codes or NDIS number.
Invoice footer information, e.g; bank account details, or other directions on the preferred method of payment.
Select client
Product type
Select product
Option to add GST
Due date
'Sent to' option where you can type in the email address
Note: You will send it directly to their member app too access or via email.
Direct messaging
In platform direct messaging that helps to keep all of your work related conversations in one place.
With your business web portal you can also save messages to your clients notes and set important notes to show in your calendar bookings.
How it works;
From your business web portal
You can access your in platform messaging from any page making easy work of communicating with your clients while completing other tasks!!
In the top right hand corner of your business web portal find the message box icon. Tap the message box icon and it will open your messaging pop out. A list of your connected clients will be displayed. Scroll to find your client. Once you have sent or received a message you can use your cursor to hover over the message to save it to your client's notes - found in their clients profile under their details tab.
Note: Messages clear after 30 days. Be sure to save the messages your want to keep so you don't lose important communications!
From your business app
You can access your in-app messaging from your clients tab under the messaging option. Scroll through your list of connected clients, open their direct message thread and type your message.
The camera icon in the bottom left allows you to take a photo or to select a photo from your photo library to send to your clients.
Important notes
To set notes to 'important' simply open the note, you will see under the note the option to set it to important.
By switching notes to 'important' all members with important notes set will display them when they book into group sessions for you and your coaches to be able to have access to to read when running sessions.
Programming, progress tracking and health logs
The more aspects of PT Mate you utilize for your business, the more PT Mate automates your business for you.
Using PT Mate's program builder will make it effortless to track your clients training progress and record all personal bests. Making it really easy to stay up to date with your clients training performance and achievements.
Run your training sessions using PT Mate. As you progress through your client's program with them you can record their results. Once the session is complete and you end the session, all of the training results will be saves to your clients progress tab in their client profile.
Your programming is the meat and potatoes of your business, so we've made our program builder in depth and adaptable to the way you structure your training sessions.
We have a couple of different ways your can use our program builder.
Take a look;
You can build programs from your calendar sessions.
With the option to save them to your programs list.
Or from your Programming tab in your business web portal (also available on your business app).
Program Builder
Programming is one of the core functionalities of PT Mate. Our Program Builder makes it easy to create programs tailored to your needs, to use both in your sessions and to send to your clients.
Blocks & Timers
Programs are divided into meaningful blocks. You can assign a different purpose (Warm Up, Metabolic Conditioning, etc.) and add a timer to each block. PT Mate will take care of running the block and display the correct timer within the app:
No time: No work time, with the option to set a rest timer. Great for general warm ups, body building, or accessories.
Default 'no time' editor
Simplified 'no time' editor
This editor will allow you to view and run the program without tracking specific results of the movements programmed.
Note: Individual weights & results won't be tracked in the simplified editor.
Intervals: Work time and rest time, either per movement or per round. Great for building fitness and strength stamina.
Default 'interval' editor
Our traditional program editor gives you the option to time individual movements also with the option to time each round with work and rest periods.
Simplified 'interval' editor
Using this editor you can set your interval timer per work time and rest time.
This simplified version gives you intervals for rounds.
Note: Individual weights and results won't be tracked.
Tabata: 8 sets of 20 seconds work and 10 seconds rest. You can define several rounds of tabata if you like. i.e; 1 round = 4 minutes (8 sets of work/rest) 2 rounds = 8 minutes (16 sets of work/rest), etc.
Default 'tabata' editor
Add the movement(s) you want to track then set the number of rounds you want for this block. Once the block ends you can add the number of reps for each movement.
Simplified 'tabata' editor
With our simplified program editor you can write in the work flow for the block and set your tabata timer accordingly.
Note: Individual weights & results won't be tracked in this simplified editor.
AMRAP: The timer will run down from your start time down to 0. Great for fitness testing and metabolic conditioning.
Default 'AMRAP' editor
With the traditional program editor you can set your count down time and add in the movements you would like you track. With this editor you can log the rounds and reps achieved.
Simplified 'AMRAP' editor
The simple editor will allow you to use the programming block as more of a whiteboard.
With our simplified program editor you have the ability to track both the timers and all movements programmed with the combination of both program editor. Mix and match the way you use these programming tools!
EMOM: Every minute on the minute. You can select each 'minute' to be 60 seconds or any time interval. Great for stamina strength and building cardiovascular fitness.
Default 'EMOM' editor
Using the traditional editor gives you options to run an interval per movement or all movements in the same interval timer.
Simplified 'EMOM' editor
Using the simplified editor you can set the EMOM timer to run per time frame you set and using the whiteboard space you can write in your program.
Note: Individual weights and results won't be tracked using this program editor.
For time: Define a time cap and target rounds. Once completed, you'll be prompted to enter the completion time. Great for metabolic conditioning, stamina fitness and endurance.
Default 'for time' editor
Using the traditional program editor you have the option to set your timer which will start at 0 and count up to the time cap set.
Simplified 'for time' editor
Using the simplified program editor you have the capacity to set the time cap of the block then you can use the whiteboard to write in the instructions for the block.
Note: You will be able to track the end time of the block but not the specifics of the workout, i.e; weights used, etc.
Add movements to your blocks on your default program editor.
Available movements
PT Mate offers a constantly growing list of movements to add to your blocks, covering most training types. Each movement allows you to either set reps, distance or weight.
Create custom movements
You can also create your own custom movements while you're programming. The movement will be added to your list and you can use it immediately in your program.
Type in the movement you want to add
If the movement isn't already in our list of movements you can add them in yourself.
Define the movement name, the equipment used, how you want to track the movement and you also have the option to add an instructional video link.
Note: Be sure to open your movement list later to access more options when creating a new movement.
Using the link above you can open your new movement and edit the details for that movement. You can add an image, a description and you're able to select the muscle groups targeted.
Back to building your program ツ
▾
Adding movements -
You can either directly search for the movements you want to add
Or select from a list, filtered by exercise modality and equipment.
Configure your block and movements
Once you've added your movements, you can set reps, weights, rounds, etc. For multiple rounds you can set both individually, e.g. 21-15-9.
PT Mate will take care of displaying it correctly when running the session,
And logging your results.
Fitness Assessments
Run fitness assessments with benchmark programs. By recording their results it automatically updates and saves to their health and progress logs for easy access to client performance.
Programs are at the centre of your training. Benchmark Programs allow you to track your clients' progress over time by logging and comparing their results in both your sessions and training sessions your clients do in their own time.
Use your programs in sessions
Attach your programs to your sessions, or create a specific program for your session. This allows you to run your sessions directly through PT Mate and log your clients' results.
Note: You are unable to modify Benchmark Programs in your sessions as it won't allow you to track your clients' progress adequately.
Tracking your clients' progress
Both you and your clients can track progress and compare different session results over time.
You can do so in the Progress tab in your clients profiles, and your clients can access the information on the training tab in their Member App.
Health logs
Create health logs to keep track of different aspects of your client's health.
Track body weight, body fat %, resting heart rate, blood pressure, progress images and segmental circumferences.
With a combination of your health logs and performance tracking you will have a well rounded understanding of your clients progress and health.
Business reporting
Create reports for your clients, your calendar and billing to help you monitor and track all aspects of your business and business growth effortlessly.
Client reports
From your 'clients' page in your business web portal, open your client reports tab.
To create a report select the reporting specifications and create report.
Client type: Active / Inactive
Client group or client name
Sessions from / until
CREATE REPORT | PRINT | EXPORT TO CSV
Once you have created your report you will have the options to print and export as a CSV file, helping you to stay ahead of all things client info!
Calendar reports
From your 'calendar' page, open your calendar reports. Select the specifications of the report then tap 'create report' to generate your report.
Once generated you are given the option to print and save as a PDF.
Billing reports
From your 'Billing & Finance' page find the 'reports' tab. Set the billing report specifications and create report.
Once you have generated your report you will have the option to print and save as PDF or export as a CSV file.
Do you have any questions or need help to get set up?
Let us know when works best for you and one of our customer service team can give you a free call to answer your questions.