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Onboarding Flow

Design the step-by-step experience new clients see when they sign up.

What Is an Onboarding Flow?

An onboarding flow is a reusable automation template that runs whenever a new client joins, no matter how they arrive: manually, via a purchased package, or through a Zapier automation. Define it once, and HubFit can automatically:

Assign workout programs, nutrition plans, check-ins, questionnaires, habits, and metrics
Grant access to resources, resource collections, recipe books, workout studios, and communities
Apply client tags for organization and filtering
Enroll the client in challenges
Import autoflow templates to their calendar
Assign a team member to manage the client
Control which features the client can see and use in the app

You can create as many flows as you need — one per package, one per client type, or any combination that fits your business.

Assignable Item Types

Each onboarding flow can include items from 16 categories, organized across three tabs in the flow builder.

Library Tab

These are your core coaching items — the content most clients need from day one.

Item Type	What It Does
Workout Programs	Imports workout programs to the client. Calendar programs start from the current date. A single flow can include Calendar programs or Fixed programs, but not both.
Nutrition Plans	Imports meal plans or macros plans to the client's nutrition page.
Questionnaires	Assigns questionnaire forms for the client to complete.
Check-Ins	Copies check-in form templates to the client's check-in list.
Habits	Assigns habits to the client. Duration-based habits calculate their end date from the current date.
Metrics	Creates metric tracking entries for the client (e.g. weight, body fat, measurements).
Resources	Imports individual vault resources (files, links, videos) to the client's vault.

On-Demand Tab

On-demand items give clients access to self-serve content libraries.

Item Type	What It Does
Resource Collections	Grants the client access to curated resource collections.
Recipe Books	Grants the client access to shared recipe book collections.
Workout Studio	Grants the client access to on-demand workout studio content.

Advanced Tab

Advanced items handle organization, community, and team workflows.

Item Type	What It Does
Client Tags	Applies tags to the client for filtering and segmentation.
Challenges	Enrolls the client in active challenges. Ended challenges cannot be selected.
Communities	Adds the client as a participant in community forums.
Autoflow	Imports autoflow calendar templates starting from the current date.
Assign Team Member	Assigns the client to a specific workspace team member.

Feature Toggles

The Feature Control tab in the flow builder lets you show or hide specific sections of the client app. When a flow runs, these settings are applied to the client's account, controlling exactly what the client sees when they open the app.

There are 10 toggles grouped into three sections:

General

Feature	Default	Description
Messaging	On	Client can message you through the platform
Check-Ins	On	Client can view and submit check-ins
Habit	On	Client can view and track habits
Photos	On	Client can upload progress photos
Metrics	On	Client can view and input metrics
Vault	On	Client can access resources in the vault

Training

Feature	Default	Description
Workout	On	Client can view assigned workout programs
Workout Tracker	On	Client can log workouts in the tracker

Nutrition

Feature	Default	Description
Nutrition Plans	On	Client can view assigned nutrition plans
Nutrition Tracker	On	Client can log food and track macros

Use feature toggles to simplify the client experience. If a client's package only covers training, turn off Nutrition Plans and Nutrition Tracker so they see a focused app with only the features that apply to them.

Feature toggles set through an onboarding flow can be overridden later on a per-client basis from the client's profile. The flow sets the initial state; you always retain manual control.

Creating an Onboarding Flow

1

Navigate to Onboarding Flow in the sidebar

2

Click Add Onboarding Flow

3

Enter a name for your flow (e.g. "Premium Training Onboarding" or "Nutrition-Only Plan")

4

Click Add Flow to create it

Choose descriptive flow names that indicate the package or client type they serve. When selecting a flow from a dropdown (e.g. inside the Package editor), a clear name saves time.

Configuring a Flow

After creating a flow, click on it to open the flow builder. Select items across the four tabs — Library, On-Demand, Advanced, and Feature Control — then click Update Flow to save.

You do not need to fill every category. Add only the items relevant to the client experience you are designing — empty categories are skipped when the flow runs.

Workout programs in a single flow must all be the same type — either all Calendar programs or all Fixed programs.

Editing a Flow

There are two ways to edit a flow:

Edit the flow name — Click the three-dot menu on a flow row and select Edit. This opens a modal where you can update the flow name.

Edit the flow automations — Click anywhere on the flow row (outside the three-dot menu). This opens the full four-tab flow builder where you can change assigned items and feature toggles.

Changes take effect immediately for future flow executions. Clients who were already onboarded with the previous version are not retroactively updated.

Duplicating a Flow

1

Click the three-dot menu on the flow you want to duplicate

2

Select Duplicate

3

Enter a name for the new flow

4

Click Duplicate Flow

The duplicate is an independent copy — changes to one flow do not affect the other. All assigned items and feature toggles are copied.

Duplicating is the fastest way to create a variation of an existing flow. For example, duplicate your "Standard" flow to create a "Premium" flow, then add extra items like recipe books, workout studios, or community access.

Deleting a Flow

1

Click the three-dot menu on the flow you want to delete

2

Select Delete

3

Confirm the deletion in the confirmation dialog

Deleting an onboarding flow also removes its reference from any packages that use it. Those packages will no longer trigger an onboarding automation when purchased. Only workspace owners and admins can delete flows.

Linking a Flow to a Package

The most common way to trigger an onboarding flow is by linking it to a package. When a client purchases the package, the flow runs automatically.

1

Navigate to Packages in the sidebar

2

Click Add Package (or edit an existing package)

3

In the package setup wizard, proceed to the Automations step (step 2 of 3)

4

Select an onboarding flow from the Onboarding Flow dropdown. A preview of the flow's assigned items appears below the selector, showing each category and its item names in a compact table.

5

Complete the remaining package steps (Benefits) and save

When a client completes their payment for this package, HubFit executes the linked onboarding flow. All items are assigned, features are configured, and tags are applied — instantly and without any manual action from you.

Each package can have one onboarding flow. If you need different automations for different packages, create separate flows and link each to the appropriate package.

Adding a Client with a Flow

You can also select an onboarding flow when manually adding a new client.

1

Navigate to Clients in the sidebar

2

Click Add Client

3

Fill in the client's name, email, and other details

4

Select an onboarding flow from the Onboarding Flow dropdown at the bottom of the Add Client form

5

Click Add Client

The flow executes immediately after the client is created. The client receives all assigned content and feature settings before they even open the app for the first time.

This is useful for clients who do not go through a package purchase — for example, comp clients, existing gym members, trial users, or clients you onboard in person.

The onboarding flow selector is only shown when creating a new client. You cannot retroactively apply a flow to an existing client through the Add Client form.

You can also trigger onboarding flows via Zapier, allowing you to automate onboarding based on external events like form submissions, payments, or CRM updates.

Frequently Asked Questions

Can I apply an onboarding flow to an existing client? No. Onboarding flows can only be applied when creating a new client — either manually, through a package purchase, or via Zapier. To set up an existing client, assign their content manually from their profile.

What happens if I edit a flow after clients have already been onboarded? Changes only apply to future clients. Clients who were already onboarded keep whatever content they received at the time. To update an existing client, make changes directly on their profile.

Can I link the same flow to multiple packages? Yes. The same flow can be linked to as many packages as you need. Each time a client purchases any of those packages, the flow runs independently for that client.

My client purchased a package but their content is missing — what happened? Check that the flow is linked to the correct package in the package's Automations step. Also verify the payment completed successfully — the flow only triggers after Stripe confirms payment. If specific items are missing, the item may have been deleted from your library after the flow was created.

Can I run a flow more than once for the same client? No. Each trigger event runs the flow once per client. If you need to re-apply content, assign it manually from the client's profile.

Do clients see the onboarding flow? No. Onboarding flows are a coach-side tool. Clients simply see the content — workouts, nutrition plans, resources, etc. — appear in their app automatically.

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