With PT Mate you have different options when connecting your fitness community.

Get everyone connected at once with client import and email invite, create individual member profiles also with an email invite or use your unique connection link or virtual business card that your tribe can access to connect directly with your fitness business.

From you Account details page under the affiliate program tab you can access your unique url and QR code that you can embed into your website or add to your social media.

Through your business app you can access your virtual business card that has your unique QR code for new members to scan from their phone and connect with you.

With our in-app forms you can create all of your onboarding questionnaires for your tribe to access and fill in as soon as they connect. Create onboarding questionnaires and documents.

You have the option to add your members one by one or add all of your members to a CSV file and upload all of your members at once.

This is your members page. Her's a direct link https://ptmate.app/clients

On your members page find the 'add a new member' button option.

Here's a direct link - https://ptmate.app/clients/new

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.

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.

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.

On your members page find the 'import members list' button option.

Here's a direct page link - https://ptmate.app/clients/import

Select the 'import your existing member list' button option and find the free CSV file resource that you can download to add your members lists to.
The CSV file has already been formatted for PT Mate to read so you just need to copy and paste your members' info.

Note: Your members will add in all of their personal details when they connect so you only need to add their name, email address and phone number.

Active/ Inactive Member lists

Whether they're actively training with you or taking a break, you can set their member profiles to your active and inactive lists;

With the active member option you also have the option to send an invite to them to connect.

https://ptmate.app/clients/import

Inactive members 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.

When you've filled the CSV file with your members details and you're ready to import them, simply select the 'choose file' button and find your 'member imports list'.

Note: Inactive members 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

Set up your family accounts, take control of bookings and billing with options for dependent accounts for the kiddies too!

On the member profile of the family member that you'd like to hold the main family account, find their 'Details' tab.

On their 'details' page in the bottom right hand corner the 'CONVERT TO FAMILY ACCOUNT' option. Tap the button option to convert account.

You have two options to connect accounts.

Note: Dependent accounts are accounts that don't have access to the member app. The main family account holder will manage all bookings for all dependent accounts.

Drop down the 'select client' box, find your client's name then hit the 'link selected client' button to link the accounts.

Do you have different member groups? Different locations, Different membership tiers, specific fitness challenge groups, etc?

Through your members page in your member groups tab you can create different member groups to help manage your business.

https://ptmate.app/clients/groups/new

Note: You can apply your different members groups to your session templates, too!

From your recurring templates page when you select Class > Exclusive. You can create exclusive sessions and select member groups or specific Packs and Memberships.

Take a look;

From your Class templates, select 'Exclusive'.

Tap the 'Select Member Groups' button option and select the group you want to assign to session.

Hit the 'Confirm Selection' button and the group will be saved to have access to the session.

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

'ON' - will prompt form to be sent automatically when your clients connect.

'OFF' - no form will be sent when client list is uploaded.

'ON' - Allows your clients to edit their form responses.

'OFF' - Locks answers so they cannot be changed. Great for Agreements!

ADD:

'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.

With our powerful booking system and program builder, you have everything you need to set your schedule, create and assign programs and track member attendance, health progress and training performance. Get instant insights of your members, your schedule and run income reports.

PT Mate has been designed and built by fitness industry professionals so we get what you need for your fitness empire!

From your calendar page in your business web portal you can add new sessions and events from your calendar page

https://ptmate.app/calendar

Or create recurring session templates from your recurring templates page.

https://ptmate.app/calendar/recurring-templates

https://ptmate.app/calendar/new-recurring-session

SESSION ACCESS

PUBLIC | EXCLUSIVE | PRIVATE

https://ptmate.app/calendar/new-recurring-group

SESSION ACCESS

PUBLIC | EXCLUSIVE | PRIVATE

SESSION ACCESS

PUBLIC | EXCLUSIVE | PRIVATE

INTERNAL | BOOKABLE

https://ptmate.app/calendar/new-recurring-event

Events only viewable to you, great for non work related events or staff meetings.

INTERNAL | BOOKABLE

Bookings such as health assessments, sauna or massage bookings, etc.

CLIENTS WHO CAN BOOK IN

Any client (public) Sessions are open for all clients to book into

Groups (exclusive) Select the client groups that can book into the sessions

Individuals (private) Select the clients that can book into the sessions.

Notify your tribe your way!

With PT Mate your members are kept up to speed with their bookings with push notifications and email booking confirmations, cancellations and session reminders.

Push notifications are a capability that you and your fitness community can enable through both the PT Mate business and member app in your device settings.

Email notifications can be enabled through your admin page, settings tab.

https://ptmate.app/admin/settings

For more information about in-app email head to your admin page, email tab - here's a direct link https://ptmate.app/admin/emails

Create programs that you can save to your program list.

With PT Mate you have different options when building your programs.

From your Programming page on your business web portal and business app

Or from your calendar page by selecting the session you want to add a program to.

Set up program block

Select block timer

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

Interval timer: 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 timer: 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 timer: 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 timer: 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 timer: 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.

Movements setting options:

Add movements

Type a movement name to add

Creating custom movements

Create custom movements while 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 with 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.

https://ptmate.app/programming/movements

Using the link above you can open your new movement and edit the details for that movement. You can add an image, description and you're able to select the muscle groups targeted.

All session update to start 5 minutes before the session start time. When starting a session a list of your members will pop up. All members selected green will be confirmed for the session. It's at this action that will deduct your tribe's session credits.

Note: For group session a member check-in will display to allow members to check into the session as they arrive to train.

'OPEN CLIENT SELF CHICK-IN'

All checked in members will be in the list on the right.

Once attendance is confirmed for sessions with a program attached the program and a morale scale will appear.

This is a great tool to collect a number from 1 - 10 (10% - 100%) at the beginning and the end of the session. It's for client morale. You can track as your tribe progressively feel better the longer they train with you! Your morale scale in your members profiles.

To jump past it, tap 'skip' in the top right corner of the pop up to move on without using the scale.

When creating session programs you're asked to select a timer style for each block. As you run through each block the timer you selected will pop up to allow you to run it.

At the end of each block you have the option to enter the training results for each member. you can do this at any stage throughout or after the program is complete or your members can enter their own training results into the session from their members app or member web portal.

Note: All results will be updated to the program and saved to your members progress log in their client profiles.

Once the program is complete another morale scale will appear for your to collect your tribe's end of session morale number.

Note: All member progress is tracked in your tribe's Progress tab in their member profiles. Learn more about morale scales below! ꜜ

By entering in training results PT Mate tracks all results in your clients progress tab.

Note: All movements that your client has completed will displayed in the list.

Use this to collect member morale at the beginning and end of your training sessions with them to grasp the improvements to their morale from their session.

Blue - Start of session

Average before session

Green - End of session

Average after session

To connect your staff - each role has access to different aspects of your business, necessary to the position they're assigned to.

To connect your staff - From your Admin page, select the 'Staff' tab. You have two options.

Option 1: Add a staff member

Enter in staff details;

Hit the 'ADD STAFF MEMBER' to save.

Note: When your staff create their account is when they'll add all details.

Once you're created their staff account your will be able to view them from your staff page. They'll receive an email with the log in email address and temporary password. They'll follow the link provided in the email which will allow them to update their new password, update their details and connect with your business.

Option 2: Send invite

Simply enter the email address of your staff member, select the role you want assigned to them, then send invite.

Once you hit the 'Send invite' button your staff member will receive a connection email that will walk them through creating their account and connecting with your business. They'll follow the link in their email which will direct them to a staff sign up page connected to your training space. They'll need to enter their email address and create a password, tick to agree to the T&Cs and Privacy Policy then create their account.

To assign your staff to sessions there are 2 options.

Option 1: Assign trainer to an individual session

From your calendar page on your business web portal open the individual session you'd like to assign your trainer to.

Edit the session then scroll down to find the option 'Trainer assigned to session', use the drop down box and select the trainer. Save changes to update the session. Once updated the assigned trainer will be bale to view session from their work calendar.

https://ptmate.app/calendar

Note: This will only update the individual session.

Option 2: Assign trainer to recurring sessions

From your recurring templates in your calendar page of your business web portal, open the session template that you want to assign your trainer to. Open and edit the session template. Scroll down to find the option 'Trainer assigned to session', use the drop down box and select the trainer. Save changes to update the session template. Once updated the assigned trainer will be able to view all sessions in their work calendar.

https://ptmate.app/calendar/recurring-templates

Note: You can edit individual sessions and it will update only the one session. All other sessions will remain set to the trainer in the recurring template.

From your rostering tab in your calendar page on your business web portal you can view

all sessions.

To roster your staff to sessions simply select all sessions you want to assign to a trainer. Once you have selected the sessions you will see a drop down box appear giving you the option to select the trainer you want to assign.

Select the 'ASSIGN' button to save and update trainer to the sessions.

Note: Trainers have their own calendar colour to help identify different sessions. The sessions will update to their colour.

Create reports for your members, your calendar and all things billing to help you monitor and track all aspects of your business and business growth effortlessly.

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!

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.

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.

From your Expenses tab in your Billing & Finance page select the 'log an expense' option. This will bring up a new 'log an expense' page.

Enter the name of the expense, select or create a category for the expense, type in the amount paid, any tax or GST paid then enter the date of the purchase. Hit 'LOG EXPENSE' to save to your expenses list.

https://ptmate.app/billing/expenses

From your expenses overview page use the filter in the top right hand corner or the page to set a time frame to see at a glance, e.g; last 30 days, this week, last 7 days, this month or last 60 days.

From your Billing & Finance page in your business web portal find the 'REPORTS' tab.

On this page you can generate all billing reports.

Using the calendar drop down set the time period for the report, then the drop down box under the 'Type' title select the expenses option, under 'Expense category' choose the category, then hit 'Create report' to generate your report.

You can see a summary of the report for;

From the Billing & Finance page in the Insights tab you can view payment graphs to help you see the flow of your business. Set time frames using the drop down selection calendar and compare your business growth.

https://ptmate.app/billing/insights

From your members details page in their members profiles you can add notes that only you can see.

By selecting the option to set a note to 'important' allows those notes to pop up in their member booking page. Perfect for trainer communications or reminders of injuries or illnesses.

https://ptmate.app/clients

To set a note as 'important' means that when your member books into a session there will be a small notepad icon.

Tapping on the icon you will have a pop out appear.

This information allows you and your stuff to leave notes to communication different information about your members to one another. Your members cannot see notes from their member apps.