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Workspace
Clients
Add clients, share their login details, and manage their profiles, tags, coaches and status.
Updated
Clients overview
The Clients page, the first item in the sidebar, lists every client you coach in the current workspace. Click a row to open that client’s profile.
| Column | What it shows |
|---|---|
| Client | The client’s name and email |
| Tag | The client’s tags as coloured chips |
| Status | Active or Archived |
| Last Check-In | How long ago the client last submitted a check-in |
| Last Active | How long ago the client last used the app, or Active now if they used it in the last five minutes |
| Duration | Where the client is in their coaching period, such as week 3 of 12, once you set start and end dates |
| Assigned To | The coaches responsible for the client |
Type in Search by full name or email to find a client; the list updates as you type. The Status button switches between Active and Archived clients, and Clear filters resets the search and the status. The newest clients are listed first, 20 to a page.
Which clients you see depends on your role: the owner and admins see every client in the workspace, standard coaches only the clients assigned to them. See Assigning coaches.
Adding a client
- Open Clients in the sidebar
- Click + Add Client in the top-right corner
- Enter the Client Name and Client Email (both required)
- Optionally tick Set client start and end date? and pick a Start Date and End Date
- Leave Email client the login instructions (you can do this later) ticked to email the client their username and PIN now, or untick it to share them later
- Click Add Client
The dialog closes, a Client created message confirms it, and the client appears at the top of the list. Click their row to set up training, nutrition, check-ins and the rest.
Fitora creates the login details itself: a username made of the client’s first name, a # and five digits (for example ana#48213), and a 4-digit PIN. You never type or choose them.
The email must be unique among the active and archived clients of your workspace. The same person can still be a client in another coach’s workspace.
If you are an admin or a standard coach, a client you add is assigned to you automatically.
Sharing login details
Clients don’t sign up themselves. You create their account and Fitora gives it a username and PIN. There are three ways to get them to your client.
1. Email them when you add the client
Leave Email client the login instructions (you can do this later) ticked in Add Client. Fitora emails the client their username and PIN with a short explanation of how to sign in.
2. Email them later
- On the Clients page, click the three-dot menu at the end of the client’s row
- Select Client Access
- Check the client’s Username and Code (their PIN)
- Click Email Details
The login email can be sent again after two minutes, including right after the email sent when the client was added.
3. Share them yourself
In Client Access, click the copy icon next to Username or Code, or click Copy Details to copy both, and paste them wherever you talk to your client. You can also open Client Access from the key icon next to the tabs of the client’s profile.
How clients log in
Clients use the Fitora app on iPhone or Android. On the sign-in screen they enter their username in Username and the four digits of their PIN in Passcode, then tap Login.
- The username isn’t case-sensitive, and spaces before or after it are ignored.
- After five wrong PINs in a row, sign-in is blocked for 15 minutes, and the app says how long to wait.
- Archived and deleted clients can’t sign in.
The username and PIN stay the same for as long as the client is with you. If a client forgets them, open Client Access and read them out, copy them or email them again.
What the client sees once signed in is covered in Client app.
Editing a client
- On the Clients page, click the three-dot menu on the client’s row
- Select Edit
- Change the Client Name, the Client Email, or the start and end dates
- Click Save Changes
You can edit the same details on the client’s profile under Settings > General > Client Profile. A new email must not belong to another client in your workspace.
The client profile
Click a client’s row to open their profile. The client’s name and photo sit in the top bar, and the tabs below it lead to every area of their coaching. To the right of the tabs, the key icon opens Client Access and the chat icon opens your direct chat with the client in Messages.
| Tab | What you do there |
|---|---|
| Overview | A snapshot of the client on one page, described below |
| Check Ins | The check-ins assigned to the client (+ Add Check-In) and their Submissions, with Compare to put two side by side. See Forms |
| Training | The client’s workouts on a calendar or as programs, plus Statistics, Exercise History and Completed Workouts. See Training |
| Nutrition | The client’s Meal Plans (+ New Meal Plan) and the Nutrition Logger, a week-by-week view of the food they logged. See Nutrition |
| Habits | The client’s habits in Habit and Summary views; + New Habit assigns one. See Habits |
| Photos | Progress photos filtered by All, Front, Side and Back, with Compare and + Upload Photo |
| Metrics | The client’s metrics as charts and values in Metrics and Overview views; + New Metric adds one. See Metrics |
| Resources | Resources shared with this client; + New Resource adds one for this client only. See Resources |
| Settings | Profile details, body profile and timezone, plus archive and delete |
The Overview tab
Every profile opens on Overview, a grid of cards that sums the client up at a glance.
| Card | What it shows |
|---|---|
| Client details (the first card) | Photo, name and email, the client’s tags, Last Check-In, Last Active and Duration, and the questionnaires icon |
| Notes | Your notes about the client, with a lock on the private ones |
| Metrics Avg | The average of each metric the client tracks, with the change from its first to its latest entry as a percentage |
| Training | This week’s seven days with the trained days filled in, a count such as 3/7 trained, and the Last workout; click it to open the workout summary |
| Nutrition | A bar for each day of this week with the calories logged, and the week’s average; click a bar to see that day’s meals |
| Habits | Each assigned habit with a dot for every day of this week, and how many of today’s habits are done |
| Activity Log | A timeline of what the client did and what coaches assigned to them; scroll down for older entries |
| Progress Photos | The latest photos; click one to preview it |
Activity Log
The log records both sides of the coaching:
- What the client did: completed workouts, logged metrics, added progress photos, and submitted check-ins and questionnaires
- What a coach gave them: workouts, programs (including programs imported into their calendar), nutrition plans, check-ins, questionnaires, habits and shared resources
Questionnaires
Click the questionnaires icon at the top right of the client details card. Questionnaires lists the questionnaires assigned to the client, each marked Completed or Pending.
- Click a completed questionnaire to read the answers.
- Hover over a row and click × to remove the questionnaire from the client.
- Click Add Questionnaire, tick questionnaires from your library, and confirm with Add Questionnaire.
Assigned questionnaires stay linked to your library, so you edit them there. A completed questionnaire can be assigned again, but one that is still pending can’t be added twice.
Client notes
Notes keep your observations, reminders and agreements with a client in one place. Each note has a title and a text, and is either private or shared with the client.
- Open the client’s Overview tab
- Click + on the Notes card (or + Add Note when there are no notes yet)
- Type a title (required, up to 255 characters) and the note’s text
- Click the lock icon if the note should stay private
- Click Save
The Notes window lists every note on the left, with a search field and a + button for a new note, and shows the open note on the right. Click a note on the card to open the window straight on that note. The note’s date sits at its top left, and private notes show Private at the top right.
- Lock icon: switches between private (Only visible to you) and shared (Shared with your client). New notes are shared until you lock them.
- Bin icon: deletes the note, or discards an unsaved draft, after you confirm.
- Unsaved changes shows while there is something to save; closing the window or switching notes asks before discarding it.
Shared notes appear in the client app: notes from the last 24 hours show on the Recent Note card of the Home screen, and VIEW ALL opens every shared note. Clients can read notes but not change them. Private notes never reach the client.
Client settings
The Settings tab has two parts, General and Danger. On General, Client Profile saves with Save Changes; everything else saves on its own as you change it.
| General section | What you can change |
|---|---|
| Client Profile | Name, Email, Mobile Number (optional; clear it to remove it) and Client Duration (turn it on and pick the Start – End Date, or turn it off to remove the dates); click Save Changes |
| Body Profile | Sex, Date of Birth (with the age shown under it) and Height in cm |
| Preferences | Timezone, used to work out habit dates and reminder times |
A client must be at least 13 years old, and height is between 50 and 270 cm. A new client starts in the Europe/Skopje timezone.
Clients can change their own name, mobile number, sex, height, date of birth and timezone under Settings in their app.
Danger holds Archive Client (or Unarchive Client) and Delete Client, described below.
Client tags
Tags group clients by program, goal, package or anything else you use. They are shared across the workspace and show as coloured chips in the Tag column and on the client’s Overview.
Creating a tag
- On the Clients page, click the tag icon (Manage tags) next to the Status button
- In Tag Manager, click New Tag
- Type the name in Enter Tag Name (up to 40 characters)
- Click the coloured tag square to the left of the name and pick one of six colours
- Click ✓ or press Enter
Tag names are unique in the workspace, whatever their capitalisation.
Editing or deleting a tag
- Open Tag Manager
- Click the three-dot menu on the tag
- Select Edit to change the name or colour and click ✓, or Delete to remove the tag
Tag Manager shows how many clients carry each tag. Deleting a tag, after you confirm, removes it from all of those clients; the clients themselves are not affected.
Tagging a client
- Open the client’s Overview tab
- Click + next to the tags on the client details card
- Tick the tags the client should have and untick the rest; each change is saved straight away
If the list is empty, create tags first in Tag Manager on the Clients page.
Assigning coaches
When your workspace has a team, you decide which coaches are responsible for each client. A client can have several coaches.
- On the Clients page, click the three-dot menu on the client’s row
- Select Assign Coach
- Tick each coach who should work with the client and untick the rest; each change is saved as you click
- Click Close
Assigned coaches appear in the Assigned To column.
| Role | Which clients they see |
|---|---|
| Owner | Every client in the workspace |
| Admin | Every client in the workspace |
| Standard | Only the clients assigned to them |
The owner is not listed in Assign Coach: they already answer for every client, including clients with no coach ticked.
The owner invites coaches from the Team page; see Team. Team members are part of the Studio plan.
Archiving and unarchiving clients
Archive a client who has finished coaching with you. They can no longer use the client app, but their whole history stays in your workspace and you can bring them back at any time.
What happens when you archive
- The client loses access to the app straight away and can’t sign in again
- They move from Active to Archived in the client list
- Their profile and everything they logged are kept
- Archived clients don’t count towards the active clients your plan is priced on
How to archive
- On the Clients page, click the three-dot menu on the client’s row (or open Settings > Danger on their profile)
- Select Archive
- Confirm with Archive
How to unarchive
- On the Clients page, click Status: Active and choose Archived
- Click the three-dot menu on the client’s row
- Select Unarchive and confirm
The client can sign in again with the same username and PIN.
Deleting a client
Delete a client only when you no longer need anything of theirs. Deleting is permanent and can’t be undone: the client loses access to the app straight away and disappears from both the Active and the Archived list, and overnight Fitora removes them and their data for good.
What is deleted
- Their profile, login and everything they logged: workouts, nutrition, habits, check-ins, forms, metrics, photos and files
- Your notes about them, and the programs and meal plans you gave them
- Your direct chat with them, with every message in it, and their messages in group chats
- Their community posts with all the comments under them, and their comments on other posts with the replies under those
- Their reactions, likes and poll votes
- Their place in challenges; finished challenges are ranked again without them
- Notifications about what they did
How to delete
- Click the three-dot menu on the client’s row, or open Settings > Danger on their profile
- Select Delete (in Danger, click Delete under Delete Client)
- Confirm with Delete
To keep a client’s history but remove their access, archive them instead.
Once a client is deleted, their email is free again, so you can add the same person as a new client.
Coaching dates
Give a client a start and end date to see at a glance where they are in their coaching period. Set the dates when you add the client (Set client start and end date?), in Edit, under Settings > General, or from the client’s Overview: click the badge next to Duration, or Set Duration when there are no dates yet.
- Open the client’s Overview tab
- Click the badge next to Duration, or Set Duration
- Tick Set client start and end date?
- Pick the Start Date and End Date
- Click Set Duration
| The badge shows | When |
|---|---|
| Starts in 5 days | Before the start date |
| week 3 of 12 | During the period, while 30 or more days are left |
| 12 days left | In the last 30 days; after the end date it shows 0 days left |
The dates are a visual indicator only. Nothing happens automatically when the end date passes: the client keeps their access until you archive them. To remove the dates, untick Set client start and end date? and save.
Frequently asked questions
- How do clients log in?
- With the username and 4-digit PIN Fitora creates when you add them. They enter both in the Fitora app on iPhone or Android. You can email the details when you add the client, or later from Client Access.
- My client forgot their PIN. What do I do?
- Open the three-dot menu on their row and choose Client Access. There you can read out, copy or email their username and PIN. They don’t change, so the client uses the same ones.
- Why can’t my client sign in?
- After five wrong PINs in a row, sign-in is blocked for 15 minutes and the app shows how long to wait. Check the PIN in Client Access. Archived clients can’t sign in until you unarchive them.
- What happens when I archive a client?
- They lose access to the app straight away, move to the Archived list, and keep their history. Unarchive them to restore access with the same login details.
- Can I restore a deleted client?
- No. Deleting is permanent. If you may need the client’s history again, archive them instead.
- Do archived clients count towards my plan?
- No. Plans are priced by active clients, and archived clients don’t count.
- Fitora says I already have a client with this email. What should I do?
- Each client in a workspace needs their own email. Switch Status to Archived: if the person is there, unarchive them instead of adding them again, or delete the archived client first.
- What does the duration badge do when the end date passes?
- Nothing. It is a visual indicator only and never archives the client or limits their access.
- Why can’t I see some clients?
- Standard coaches only see the clients assigned to them. Ask the owner or an admin to assign you with Assign Coach.
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Still stuck?
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