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Team
Invite coaches into your workspace, give each one a role and decide which clients they coach.
Updated
Team overview
Invite other coaches into your workspace so they can help you coach your clients, build your library and keep up with the day-to-day work. The Team page is where the workspace owner invites coaches, sets their roles, assigns their clients and removes access.
Open Team in the sidebar, under Manage. Only the owner sees it. The table lists every coach who has joined and every invitation still waiting for an answer:
| Column | What it shows |
|---|---|
| Name | The coach’s photo, name and email |
| Role | Admin or Standard |
| Status | ACCEPTED once the coach has joined, PENDING while the invitation waits |
| # Clients | How many clients are assigned to the coach |
The owner is not a row in the table: this is the team you manage. The three-dot menu at the end of a row holds Manage Clients, Edit Role and Remove Access for a coach who has joined, and Cancel Invitation for a pending invitation.
Team members come with the Studio plan.
Understanding roles
Everyone who coaches in a workspace has one of three roles. The role decides which clients a coach sees and what they may change.
| Role | Who has it | What they can do |
|---|---|---|
| Owner | The coach the workspace was set up for. Every workspace has exactly one | Everything: every client and task, the library, challenges, communities and group chats, plus the Team page. The owner’s role can’t be changed and the owner can’t be removed |
| Admin | Coaches you invite as admin or promote to admin | Sees and works with every client, adds new clients, assigns clients to other coaches, and adds, edits and deletes library items. Creates and manages challenges and communities |
| Standard | Coaches you invite as standard or change to standard | Sees and works only with the clients assigned to them. Can’t add, edit or delete anything in your library |
When you pick a role in the invite or edit dialog, the list under the picker shows what that role can do.
Who can do what
| Area | Owner | Admin | Standard |
|---|---|---|---|
| Clients and their check-ins | All | All | Only assigned clients |
| Library: add, edit, delete | Yes | Yes | No |
| Challenges | Creates and manages all | Creates and manages all | Only those they were added to |
| Communities | Creates and manages all | Creates and manages all | Only those they are a member of |
| Tasks | Sees every task, assigns to anyone | Only tasks assigned to them | Only tasks assigned to them |
| Group chats | Starts them | Can’t start them | Can’t start them |
| Team page | Yes | No | No |
Start new coaches as Standard and promote them to Admin once they need every client or the library. You can change a role at any time.
Inviting a coach
You invite a coach by email. They join with a Fitora coach account that uses the same email address.
- Open Team in the sidebar
- Click + Invite Team in the top-right corner
- Fill in Coach Name, Coach Email and Coach Role (Standard or Admin). The list under the role shows what it allows
- Click Email Invite
The coach receives an email inviting them to join your workspace, and their row appears in the table as PENDING until they answer.
You can’t invite someone who already coaches in your workspace, or someone who already has an invitation waiting. The app tells you when that is the case.
How the invited coach accepts
- The coach opens the invitation email and clicks Accept invite, which opens the Fitora sign-in page
- They sign in to the coach web app with the exact email address you invited
- A banner at the top says You’ve been invited to join a coach workspace!; they click Review Invitation
- They click Accept, or Decline to turn the invitation down
- Fitora confirms that they joined your workspace. They click Switch Now to open it, or switch later from the top-left corner of the sidebar
The invitation can’t be accepted from the email itself. It waits for the coach and appears as soon as they sign in with the invited email address.
Cancelling an invitation
- On the Team page, click the three-dot menu on the PENDING row
- Click Cancel Invitation
- Confirm with Cancel invitation
The coach no longer sees the invitation and can’t join with it. You can send a new invitation to the same email at any time. An invitation the coach declines also disappears from the table.
Changing a coach’s role
- On the Team page, click the three-dot menu on the coach’s row
- Click Edit Role
- Choose Standard or Admin under Coach Role
- Click Update Role
The change is saved straight away. A coach moved from admin to standard can then open only the clients assigned to them, so check their assignments first.
Only the admin and standard roles can be given. Nobody can be made an owner, and the owner’s role never changes.
Assigning clients to coaches
Assigning a client to a coach makes that coach responsible for them. For a standard coach, assignment decides which clients they can see at all. Admins see every client anyway, but assignment still decides who is responsible. Owners and admins can assign coaches to any client.
A client with no assigned coach is the owner’s responsibility. That is why the owner is never offered as a coach to assign: they already answer for every unassigned client.
From the Team page
- On the Team page, click the three-dot menu on the coach’s row
- Click Manage Clients
- Tick the clients this coach is responsible for, or untick one to unassign it. Each tick saves at once
- Click Close
The list shows every active client of the workspace. The # Clients column updates when you close the dialog.
From the client list
- Open Clients in the sidebar
- Click the three-dot menu on the client’s row
- Click Assign Coach
- Tick one or more coaches, or untick one to unassign. Each tick saves at once
- Click Close
The Assigned To column of the client list shows each client’s coaches. See Clients.
A client can have several coaches, for example one for training and one for nutrition.
When a coach other than the owner adds a new client, that client is assigned to them automatically.
Messages and notifications in a team
Messages
Every direct chat is between one coach and one client, and each coach sees only the chats they are part of. When a client with more than one coach starts a new chat in the client app, they are asked Who do you want to message? and pick one of their coaches. A client with no assigned coach messages the owner. See Messages.
Client activity
Notifications about what a client does, such as a finished workout, a submitted check-in or questionnaire, new measurements or progress photos, go to the coaches responsible for that client: their assigned coaches, or the owner while nobody is assigned.
The owner is notified about unassigned clients only. Assigning a client to a coach therefore moves that client’s activity notifications from the owner to the coach.
Challenges and tasks
Challenge notifications go only to the coaches who are in that challenge; see Challenges. The owner can assign tasks to any coach, and every other coach sees the tasks assigned to them; see Tasks.
Removing a coach
- On the Team page, click the three-dot menu on the coach’s row
- Click Remove Access
- Confirm with Remove access
When you remove a coach:
- They lose access to your workspace straight away
- All their client assignments are cleared; clients left without a coach become the owner’s responsibility
- Tasks assigned to them become Unassigned
- They are removed from every challenge in your workspace
- Their Fitora account and any other workspace they belong to are not affected
To bring a removed coach back, invite them again with the same email address.
The owner can’t be removed from their own workspace.
Working across workspaces
Each workspace is separate. Its clients, its library (programs, meal plans, forms, habits, metrics and resources) and its challenges belong to the workspace, and every coach in it works with the same library, within what their role allows.
- A coach can belong to several workspaces, for example their own and yours, and switches between them from the top-left corner of the sidebar
- What a coach sees depends on the workspace they are in: its clients, its chats and its tasks
- A coach’s own workspace stays completely separate from any workspace they join, and you never see its clients
- Removing a coach from your workspace takes away only their access to yours
Frequently asked questions
- Can a workspace have more than one owner?
- No. Every workspace has exactly one owner, the coach it was set up for. The owner’s role can’t be changed and the owner can’t be removed.
- Can a standard coach see clients who are not assigned to them?
- No. A standard coach sees and works only with the clients assigned to them. Admins and the owner see every client.
- Does an invited coach need a Fitora account?
- Yes, a Fitora coach account with the same email address you invited. The invitation waits and appears as soon as they sign in with that email.
- Can a coach be part of more than one workspace?
- Yes. A coach can join several workspaces and switch between them from the top-left corner of the sidebar in the coach web app.
- Can a client have more than one coach?
- Yes. Assign as many coaches as you like from Assign Coach on the client list or from Manage Clients on the Team page.
- Who is notified about a client’s workouts and check-ins?
- The coaches assigned to that client. While nobody is assigned, the workspace owner is notified instead.
- Can clients see their coaches?
- Clients with more than one coach choose which coach to message when they start a new chat in the client app. A client with no assigned coach messages the owner.
- Will removing a coach delete their Fitora account?
- No. It only removes their access to your workspace. You can invite them again later with the same email address.
- Which plan includes team members?
- Team members come with the Studio plan.
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