From “manual setup” to a scalable system

Vegard’s original workflow was the kind that works when you’re small but becomes painful the moment you try to scale. Each new client meant remembering and executing a long checklist: create the user, load the plan, assign questionnaires, send instructions, and make sure nothing gets missed. And because his pervious platform didn’t integrate properly with the tools he wanted to run his business with, there wasn’t a clean way to make onboarding consistent.

As the business grew, coaching stopped being “just coaching.” There were more moving parts: community spaces, content hubs, landing pages, and other tools that supported the experience. Vegard described the problem clearly: when the coaching platform isn’t the only thing in your stack, manual onboarding becomes a stress multiplier, because it’s easy to forget a step, easy to break the process, and hard to delegate.

“Onboarding adds a lot of extra stress. You have to remember so many different things.”

What changed with HubFit was not just “faster onboarding.” It became no onboarding. Vegard built a Stripe-to-HubFit flow that triggers a multi-step sequence, automatically creating the user, assigning the right forms, sending the right messages, and giving the client access instantly. On a sales call, he now does one thing: sends a payment link. After payment, the HubFit's onboarding flows handles everything.

“I literally just send them a Stripe link. They pay and everything gets set up.”

Better team management

The second breaking point was team scaling. Vegard didn’t want a setup where each coach operates inside a completely separate system, rebuilding the same exercises, programs, and processes from scratch. That model creates duplication, inconsistency, and chaos as soon as you have multiple coaches delivering under one brand.

With HubFit, he found the structure he wanted: he can build the “system” once, and his team can focus on what matters, responding to clients and managing check-ins, without needing their own fully independent setup.

“On your platform I could just add everything for them and they could just focus on answering clients and check-ins.”

That shift reduced the day-to-day complexity and made onboarding new coaches far easier. It also gave Vegard more control over quality, because the business runs through shared processes instead of personal systems per coach.

“It’s a lot more control here, and a lot less time spent per client.”

Check-ins that clients don’t hate (and coaches actually use)

Vegard’s weekly and monthly check-ins are central to how VM Coaching delivers results. But in his previous setup, check-ins were rigid: same questions every week, limited flexibility, and changes required contacting support. Clients quickly felt like they were repeating themselves and the process became less useful over time.

With HubFit, the main change wasn’t just “forms exist.” It was the freedom to customize and rotate check-ins. VM Coaching can run different styles of weekly check-ins (like quick wins and weight updates), and also a deeper monthly check-in, and they can vary the questions, themes, and structure so clients stay engaged and the feedback stays actionable.

“Clients hated having the same check-in every week because it’s so repetitive.”

He also highlighted how HubFit’s check-in workflow improvements have made execution smoother for his team. Draft-saving, quick navigation, comparing check-ins side-by-side and a cleaner review flow mean responses are faster and easier, without sacrificing quality.

“I spend one to two minutes per client on a proper check-in now.”

Customisation that makes coaching feel personal

One of the most practical wins for VM Coaching is how easy it is to tailor the client experience. Instead of being forced into “one form fits all,” Vegard can add questions depending on the client’s goal. That might sound small but in a results-based coaching business, personalization is a huge part of retention and outcomes.

“If a client wants bigger biceps, I could just add the measurement question in biceps.”

The habit tracking layer also mattered. HubFit gave his clients tracking tools he didn’t have before, like sleep, water, and steps, plus integrations like Apple Health. This helped his coaching feel more complete without forcing clients into extra apps.

“The habits function… is really nice to track sleep and water and steps.”

Running a coaching business without multiple tools

As VM Coaching grew, Vegard saw a common issue among online coaches: delivering a great client experience often meant relying on multiple tools at once. Training lived in one place, nutrition in another, check-ins somewhere else, and communication happened on external apps like WhatsApp or Messenger. Over time, this created friction for both coaches and clients, increased costs, and made the overall experience harder to manage.

HubFit allowed Vegard to bring training, nutrition, habits, forms, and messaging into a single platform, without stripping away the features he needed to coach at a high level.

“You don’t have to have five different programs just to coach people.”

For VM Coaching, having everything in one place reduced complexity, improved consistency for clients, and made it easier to scale without constantly adding new software to the stack.

Why he recommends HubFit

Vegard’s tried a lot of different solutions, and HubFit is the first one he’s genuinely happy with, especially because it supports team operations, automations, training, nutrition, check-ins, and customization in one place.

“I’ve used a lot of coaching platforms and this is the only one where I’ve been really happy with how it works.”