Onboard a new client: from invitation to first check-in

Steps

Inviting the client and confirming they joined is the essential part. The health questionnaire, the assessment, the program, the meal plan and the charge are optional: do the ones you use, in the order that suits you.

To onboard a new client:

1. In the sidebar, select Clients and then New Client.
2. Select the Invite client tab, leave Email selected, enter the client's email and select Create invitation. The client receives the invitation by email and, until they respond, the invitation stays in the Invitations tab.
3. When the client accepts, you get a notification that opens their profile, with the status Active. If the access period starts on another day, the status stays Scheduled until then.
4. In the profile, on the Overview tab, in the Health questionnaire section, select Request. The section shows Awaiting Client until the client completes it in the app.
5. On the Assessments tab, select New Assessment and record the initial assessment. The assessment appears in the tab's list.
6. On the Workouts tab, on the Program card, select Assign, choose the program and select Confirm. The program now appears on the card.
7. On the Nutrition tab, select Assign, choose the meal plan and select Confirm. The plan now appears on the tab. The details are in Assign a meal plan to a client from their profile.
8. On the Payments tab, in the Plan section, select Give plan to give them a plan from your catalog or a custom one (Give a client a recurring plan or a pack).
9. When the client completes their first check-in, open the Progress tab of the profile: the check-in appears under Latest Records.

In the end, the client finds what you prepared in the app, and you follow their check-ins in their profile. To see what the client sees, use Preview the client app with the Test Student.

To charge an amount only once instead of giving them a plan, use New charge, in the History section of the Payments tab (Create a one-off charge for a client).

By default, the health questionnaire includes the seven general PAR-Q questions. To remove them or change the form, select Customize in the Health questionnaire section. If you fill it in with the client present, select Fill Out instead of Request.

You do not need to send the check-in: the account already comes with a check-in questionnaire that applies to all clients, and the new client receives it without you doing anything. If you changed who does the check-in in Questionnaires, make sure the new client is included.

If the client has not accepted the invitation yet

The email invitation expires after 7 days, unless you choose another deadline in Invitation expires in. While it is pending, it stays in the Invitations tab. To help the client join, send them Open your professional's invitation and create your account. If the email did not arrive, see The invitation or notification email does not arrive.

To prepare everything before they accept, create the profile instead of only inviting them: in Create client, enter the Name and the Contact email, turn on Invite to the app and select Create and invite. The profile opens right away and you can do the steps from the health questionnaire onward. When the client accepts, the profile moves to their account with the program, the meal plan, the health questionnaire, the assessments and the payments you prepared.

If you choose a future start in Access period, the client becomes Scheduled: you can already prepare everything, and the program counts from the day access opens.

People who join through Link or QR code wait for your approval in the Requests tab and only get a profile after you select Accept. There are two exceptions: with a future start in the invitation, they join right away as Scheduled; with a package chosen in Package to join, they join when the payment is confirmed (Require a package payment before a client joins).

Questions

Can I onboard a client who does not have an account yet?

Yes. In Create client, enter only the Name and select Create client. The profile is ready for you to create plans and record progress, and the client list shows No app access. To give them the app later, select Invite to the app at the top of the profile.

I already have clients on another platform. Do I have to invite them one by one?

No. The MyFitnessClient team does the migration for you, from any platform and at no cost: contact us through any channel, such as Support or Instagram. If you have the contacts in a spreadsheet, in Create client select Got a list of clients? to import them from a file, without sending emails. See also Switch to MyFitnessClient.

Do I have to do every step?

No. Only the invitation and the acceptance are needed for the client to join. You can do the rest later, at any time, in the matching tab of the profile.

Can I send a welcome questionnaire to each new client?

Yes. In a questionnaire, create an automatic send with the moment “When a new client joins”. It goes out when the connection with the client becomes active, not on invite: a scheduled client receives it on the day access opens, a client created without an account receives it when they accept the app invitation, and each client receives it only once. If it does not go out, see Clients stopped receiving automatic questionnaires.