The gym console
As a gym owner you get a second view on top of your normal coaching app: a console to manage your trainers, move clients between them, and set one brand for the whole gym. Your own clients you still coach exactly like any trainer.
Two views, one login
A gym admin is a trainer whose account also owns a gym. You have the full trainer dashboard for your own clients (that's the Trainer guide), plus the Gym Admin console for running the team.
- Log in to the trainer app as usual (email + password).
- In the top-right header, tap the 🏢 building icon (just left of the gear). It only appears for gym owners.
- You land on the Gym Admin page. Tap ← Back any time to return to your coaching dashboard.
- Tap ❔ Guide (top-right of the console) for the built-in reference.
Your gym at a glance
The top of the console is four numbers — how many trainer seats you're using, your total and active clients, and how many trained in the last two weeks.
| Tile | What it means |
|---|---|
| Trainer Seats | Coaches in use / your plan's seat limit. |
| Clients | Every client across all your trainers. |
| Active | Clients who aren't paused or inactive. |
| Trained 14d | Clients who logged a workout in the last 14 days, with an engagement %. |
Your trainer roster
Below the tiles is one row per coach — their name, email, how many clients they carry, and the actions you can take.
Each row shows the coach's name and email, their client count, and status tags:
- Admin — this coach is also a gym admin.
- Frozen — their access is paused (the row is dimmed).
- You — your own row.
Every coach's row except your own has a Reassign and a Freeze / Unfreeze button. Your own row has no actions — that's how the app keeps you from freezing yourself. Rows are listed oldest coach first.
Add a trainer
Add coaches one at a time, or paste a whole list. Each coach uses one seat and signs in with the email you enter.
Sam Coach, sam@example.com
Add one coach
- Under Add a Trainer, enter the Coach name and their login Coach email.
- Tap + Add Trainer. (Both fields are required.)
- You'll see "<name> added to your gym." and the roster updates.
Add many at once
- Under Bulk add, paste one coach per line as Name, email.
- Tap Add all. You'll get an "Added X of N" summary.
Freeze & unfreeze a coach
Freezing pauses a coach's access without deleting anything — their clients and history are kept. Use it when someone's on leave or leaving.
- In the Trainer Roster, find the coach's row.
- Tap Freeze (or Unfreeze to restore).
- Freezing shows a confirm — read it and tap Freeze. Unfreezing takes effect right away with no confirm.
You can't freeze yourself — your own row shows no Freeze button.
Seats & your plan
Your plan sets how many coaches your gym can have. When every seat is in use, the add form is replaced with an upgrade note.
- The Trainer Seats tile always shows used / limit; the bulk box shows "N seats left".
- When seats are full, you can't add trainers — the form is replaced by an upgrade note.
- Only the platform administrator can raise your seat limit or change your plan.
Reassign clients to another coach
Move a coach's clients — with their full history — to another coach in your gym. Clients keep their portal link and everything they've done; only the coach changes.
- On a coach's roster row, tap Reassign.
- Choose the destination coach in Move to (only active coaches other than the source appear).
- Keep Select all, or uncheck any clients you want to leave with the current coach.
- Tap Move clients and confirm the count. Done.
Gym branding
Set one look — name, logo, accent color, and typeface — for the whole gym. It appears on every trainer's dashboard and every client's portal, so your brand stays consistent even if a client's coach changes.
- Scroll to Gym Branding in the console.
- Set your Gym / studio name.
- Add a Logo — tap Upload image (or Remove to clear it). It's resized for you.
- Pick your Brand accent with the color picker — tap the swatch and choose your exact color; the hex value shows beside it.
- Pick a Typeface — twelve to choose from (Modernist, Headliner, Storyteller, Circuit, Chalkboard, Sunrise, Varsity, Ironclad, Arcade, Journal, Atrium, Sculpt), each chip shown in its own font.
- Use Preview mode (☾/☀) and the live phone to check both looks, then tap Save Branding.
The gym library
Resources, forms and boards the whole gym shares, plus everything your coaches have offered to it.
Gym resources
A file, a link or an article that reaches every client in the gym, whichever coach they train with. A handbook, a parking map, your cancellation policy. There is no picking: a gym resource is for everybody, which is what makes it a gym resource.
Your coaches see it under From your gym in their own Resources screen, and their clients see it in the same list as everything else, marked as coming from the gym.
Gym resources have their own categories, separate from any coach’s. Tap Categories under the list to name and order them. Deleting one leaves the resources in place, without a heading.
Gym forms
A form any coach can send to their own clients. The answers come back to that coach, in their own thread with the client, because the person who sent it is the person who needs to read it.
Gym boards
One room for the whole gym. You create it; every coach opens it from their own Clients tab and invites their own clients. A coach never sees another coach’s roster, and every client still has to accept before they can read a single post.
Shared by your coaches
When a coach turns on Offer to my gym, the item appears here with their name on it. Add to the gym takes a copy.
Gym automations
Rules that run for every coach in the gym, in that coach’s own name.
Set one for everybody
The builder is the same one your coaches use: a trigger, an optional wait, then one action. The difference is who it runs for. A rule you set here is evaluated for every active coach in the gym, against their own clients, and the message arrives in that coach’s thread as though they sent it, marked Sent automatically.
Use it for the things that should be true of the whole gym: a welcome when somebody opens their link, a reminder when a check-in is overdue.
What your coaches see
Your rules appear in each coach’s own Automations screen under From your gym, marked Set by your gym. They can read them, so they always know what is being sent in their name. They cannot edit them, switch them off or delete them, and they never see how often one has fired.
Each coach can still add their own rules alongside yours, and you do not see those here.
Help & team setup
Where to find the built-in reference, the fastest way to stand up a new team, and which tasks need the platform admin.
In-app help
- ❔ Guide (top-right of the console) opens the built-in Gym Admin reference.
- To report an issue, use your normal trainer Settings → Support → Report an Issue (the gear, not the gym icon).
Quick team setup
- Add each coach by name + email (single or bulk).
- Have each coach sign in once so their login links.
- Set your gym accent, typeface, name, and logo, then Save Branding.
- Assign or reassign clients to the right coaches.