Virtual training - 5 Essential set up steps.
Client onboarding
To run an online business the technology you use plays a huge part in your success!
PT Mate's onboarding process has been optimized to help you get your clients connected fast and efficiently with in-app forms and questionnaires that automatically send when new clients connect, saving you the need to chase them up. Get notified through your business platform when they've completed their forms. All through your business and member web portals and mobile apps making it perfect for an online fitness community.
Client Connection
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.
Create programs
You can build your programs and attach them yo sessions that you can run and update while running sessions.
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.
New Program
Name - By default it will display the date program was created.
Description - Let your tribe know the training focus
Video url - add a video to your program
Block title
Block modality
Monostructural
Strength - Isolated
Strength - Compound
Mobility/ Stretching
Warm up/ Activation
Cool Down
Metabolic Conditioning
Workout
Stamina Builder
Skill
Strength Stamina
Stabilization
Accessories
Custom name
Options for log results/ don't log results
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
Select number of sets/ super sets
Set optional rest period timer
Block presets - optional
Add block notes
Start typing to add a movement - choose from the constantly growing list of PT Mate movements OR add your own.
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.
Set number of rounds
Select mode
Separate interval for each movement
One interval per round
Add block note (optional)
Log results (on / off)
Add movements
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.
Set number of rounds
Add block note (optional)
Log results (on / off)
Add movements
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.
Start time (Count down timer)
Add block note (optional)
Log results (on / off)
Add movements
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.
Set number of rounds
Mode
EMOM per movement
EMOM per round
Time per movement/ round
Add block note (optional)
Log results (on / off)
Add movements
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.
Cut off time (Count up timer)
Set number or target rounds
Add block note (optional)
Log results (on / off)
Add movements
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:
Notes - movement notes
Swap - switch for another movement
Duplicate movement
Delete movement
Program options
Add block
Re-order blocks
Grab and drag your program blocks to re- order them.
Create program to save.
Presets for reps - Available for;
No time
Intervals
AMRAP
For Time
Add movements
Type a movement name to add
Select from movement list
A pop up will appear to add movement
Add movement name
Equipment type
How to track movement
Repetitions, Distance, Calories, Time.
Add video link (Optional)
Create movement to save to your movement library.
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.
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.
Saved programs
Edit program - Update current program.
Print program - Print or download as a PDF
Attach to a session - pop up to select session to attach to
Send to my clients - Send to one of multiple clients at one time.
Duplicate this program - Duplicate to save original.
Program will have the same same as the original program followed by "(Copy)".
Run a session
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
Progress tracking
By entering in training results PT Mate tracks all results in your clients progress tab.
Progress Graph
Select the movement from the movement drop down
Note: All movements that your client has completed will displayed in the list.
Across the progress graph will display weights and reps
A calendar displaying the dates the movements were performed
Click into date to see results
Heaviest weight achieved with date completed
Calculated 1 rep max (1RM) - based on heaviest weight
Last time completed
Average weight
Average reps/block
Energy / Morale Scale
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
Community page
Keep your tribe together! With PT Mate's in-platform community page you can share posts and images that your tribe can react and reply on. Perfect to share business updates, upcoming events or challenges, or simply to celebrate members of your online fitness community.
Enable your community page from your Admin page, in the settings tab.
On your Activity page open the Community tab.
To create a post - hit the 'Create a new post' button and write your post.
Note: You can expand the text box by pinching the bottom right corner of the text box with your cursor.
Add an image. Select the 'choose file' button to access your pictures. Once selected hit the 'Create a post' option to share post.
Allow your members to post.
Open your Admin page and select the settings tab. Under the 'Community' drop down, enable the 'client posts' option - Allow clients to create new posts.
This will allow your fitness community to create posts that you and the rest of your tribe can interact with.
Group chat & direct messaging
Communicate with your tribe.
Send direct messages to individual clients or create client group chats that allows you to communicate with select groups of your clients base. Great for different training groups!!
From your business web portal in the top right corner, find the message box icon. Tap to open. You'll see a list of your clients.
Group Chat
On your business web portal and through your PT Mate business app stay connected to your fitness community with group messaging.
From your business web portal you can access your messages from the top right corner of any page.
From your business app you can find your members list and group chats in your clients screen under the messaging tab using the + icon in the top right corner of the screen to can create a new group chat.
To create a chat group - Open your messaging icon and select 'New group chat'. Add a name for the chat then add your staff and members. 'Create chat' to save.
Once your group chat is created your members and staff in the chat will be able to view and reply to all messages.
A push notification will also pop up when new messages come through to your business app so you won't miss a thing!
For direct messages - you can hover over a message to have a 'SAVE TO NOTES' button appear. Hit that button option and the message will save to that client's notes section in their Details tab in their client profile.
Health logs
Keep a tab on your clients health progress!
You and your clients can create new health logs with option for progress photos, body weight, fat percentage and lots of other trackable health markers.
To create a new health log - open a client's profile and find the 'Health' tab.
Select the 'New health log' button option.
Business platform health logs
Member platform health logs
When creating your clients health logs there is an option for progress photos
Note: Once you have multiple logs created, the progress photos will display so you can compare them with one another.
An overview of their weight, body fat %, resting heart rate, blood pressure, options for your own custom measurement you'd like to track, any extra log notes or information and their segmental circumferences. Once complete, hit the 'CREATE LOG ENTRY' to save.
Once the health log is saved the information will save to their health page to give you all of the health information you need to be able to help your tribe exactly how they need.
Billing
We understand you need to get paid! So we have integrated Stripe into the platform to allow you to take control of your business income and track the growth of your business all from within the one system!
Take a look!
Create your direct debit membership 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.
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)
Note: Credits are reset each billing cycle.Price per debit
Session type - (1:1 group / both)
Limit session - assign a number of session credits to billing cycle.
Make available This will allow your tribe to access the membership product from their members app and member web portal to set up anytime.
Note: Once memberships are set up we are handing the control back to you to manage and cancel. Thus keeping your in control of hoe your business flows.
'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, etc.
Invoice footer information, e.g; bank account details, or instructions on your 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 the invoice directly to their member app to access and you can choose to send via email.