Clients

Clients Overview

The Clients page is your central hub for managing every person you coach. From here you can add new clients, view their profiles, organize them with tags, and take bulk actions.

Your client list displays each active client's name, tags, last check-in, last active time, coaching duration, and assigned team member. Use the search bar to find clients by name or email, or open the filters popover to sort, group by tag, filter by assigned coach, and toggle between Active and Archived views.

By default, your client list sorts by Recently Added, showing your newest clients first, so newly added clients are easy to find even before they've logged in for the first time. You can switch to another sort option, including Recent Active, from the sort menu at any time; on mobile, Recently Added is also available as a chip in the filter sheet. Your sort selection is preserved when you apply or reset filters.

Adding a Single Client

Navigate to the Clients page

Click Add Client in the top-right corner

Enter the client's Name and Email (both required)

Optionally select one or more Client Tags from the dropdown to categorize the client immediately

Optionally choose an Onboarding Flow to run automatically when the client is created

Optionally check Set client start and end date and pick a Start Date and End Date to track the coaching duration

Optionally check Email client the login instructions to send the client their username and unique code right away (you can do this later)

Click Add Client

After the client is created you will see a success screen with two options:

Setup profile: Jump straight to the client's profile to configure training, nutrition, check-ins, and more
Add another client: Reset the form and add the next client

Each client is automatically assigned a unique username and a 4-digit code. Together these are the client's login credentials for the HubFit app.

You can also select an Onboarding Flow when adding a client. The flow automatically assigns check-in forms, training programs, nutrition plans, tags, and more in one step. See the Onboarding Flow article for details.

Adding Multiple Clients

You can add up to 50 clients in a single batch, either manually or by importing a CSV file.

Manual entry

Click Add Client, then click Add multiple clients in the top-right of the modal

Enter a Name and Email for each client. Click Add to insert more rows.

Click Next when your list is ready

On the Setup Actions step, optionally select Client Tags, an Onboarding Flow, a Start/End Date, and whether to email login instructions

Click Add N clients to start the batch process

CSV import

In the Add Multiple Clients view, click Add Clients by .CSV file

Select a CSV file with two columns: Name and Email (one client per row)

The file is parsed and the rows populate the client list automatically (up to 50 rows)

Continue with the same Setup Actions step as manual entry

Click CSV import guide in the modal for an example of the expected file format. You can also download a sample CSV directly from the modal.

Client Invitation Flow

When you add a client, HubFit generates a unique username and code for them. Your client uses these credentials to log in to the HubFit mobile app or web portal. This makes onboarding easier because they don't have to sign up themselves, you create their account and share the credentials.

There are three ways to share access with a client:

1. Email on creation

Check the Email client the login instructions checkbox when adding the client. HubFit sends an email with the username, code, and a direct login link.

2. Email later

Open the client's row in the client list and click the three-dot menu

Select Client Access

The Client Access modal shows the client's Username and Unique Code with copy buttons

Click Email Client Details to send the login credentials email

Open the Client Access modal (from the three-dot menu or the key icon on the client's profile page), copy the username and code, and share them directly via your preferred channel.

The unique code is sensitive. Treat it like a password and only share it through a secure channel.

How Clients Log In

Clients log in using the username and unique code you provided. They enter these credentials on the HubFit app or the web login page and tap Login. If a client has trouble logging in, you can find their credentials by clicking the three-dot menu on their row in the client list and selecting Client Access. From there you can copy the username and code, or resend the login email.

Editing a Client

On the Clients page, click the three-dot menu on the client's row

Select Edit

Update the client's Name, Email, Tags, or Start/End Date

Click Update Client

You can also edit tags and duration directly from the client's Overview tab. Click the + button next to Tags to assign or unassign tags, or click the duration badge (or "Set Duration") to update dates.

The Client Overview Tab

Each client's profile opens on the Overview tab, a grid of cards giving you a snapshot of every area of their coaching. Click any card to jump straight to that area's full tab.

Card	What it shows
Profile	Client details, tags, coaching duration, and questionnaires
Notes	Your most recent notes about the client
Activity Log	A timeline of the client's recent activity in the app
Training	This week's workout status at a glance, plus the last completed workout
Nutrition	A bar chart of calories logged each day this week
Habits	Weekly progress rings for each tracked habit
Metrics	Recent body measurements
Progress Photos	Recently uploaded photos
Payments	The client's payment history

Questionnaires

Click the clipboard icon in the top-right corner of the Profile card to open the Questionnaires modal. From there you can view a client's completed questionnaires, complete one on their behalf, remove a questionnaire, or click Add Questionnaire to import one from your library.

Payments

The Payments card shows the client's full payment history directly. If the client has a Stripe customer record, the card header also has Manage Subscriptions and Billing Profile buttons for handling their subscription or opening their Stripe billing profile.

Client Notes

Notes let you record observations, reminders, or coaching instructions for a specific client. Notes open in a two-pane modal: a searchable list of all notes on the left, and the selected note's title and body on the right.

Open the client's Overview tab and click the Notes card, or click a note preview to jump straight into it

Click the + icon next to the search field to start a new note as a draft

Edit the Title and Text directly in the detail pane

Click Save

A new note is only added to the client's record once you save it; switching to another note or closing the modal while changes are unsaved prompts you to confirm before discarding them.

Each note has a Private toggle in its footer; turn it on to hide the note from the client. The note header shows the date on the top-left and a Private indicator on the top-right when the toggle is on. Delete a note from its footer; you'll be asked to confirm before it's removed.

Note previews on the Overview tab and the dashboard widget are clickable rows; click one to open the modal directly on that note, or use the + in the header to start a new one.

Your clients see their non-private notes in a read-only view within their app. Text is automatically linkified, and they can't edit, create, or delete notes. Private notes never appear to them.

Client Feature Control

You can enable or disable individual features for each client from their profile under Settings > Feature Control. This controls what the client sees in their app.

Available feature toggles:

Feature	Description
Check Ins	Check-in form submissions
Workout	Training programs and workout tracking
Workout Logger	Ability to log sets and reps during workouts
Nutrition	Meal plans and nutrition page
Nutrition Tracker	In-app food logging
Metrics	Body measurements
Messaging	In-app chat
Vault	Shared files and resources
Progress Photos	Photo uploads
Habits	Habit tracking

Disabling a feature hides it from the client's app entirely. Their data is preserved and will reappear if you re-enable the feature.

Client Tags

Tags let you categorize and filter your clients. Common uses include grouping by program type, coaching tier, goal, or status.

Creating a tag

On the Clients page, click the Tag button (tag icon) in the toolbar

The Tag Manager modal opens, showing all existing tags

Click New Tag

Enter a tag name

Choose a color by hovering over the tag icon and selecting from the palette

Click the checkmark to save

Editing a tag

Open the Tag Manager

Click the three-dot menu on any tag and select Edit

Update the name or color

Click the checkmark to save

Deleting a tag

Open the Tag Manager

Click the three-dot menu on a tag and select Delete

Deleting a tag removes it from all clients that have it assigned. This cannot be undone.

Assigning tags to a client

There are several ways to assign tags:

When adding a client: Select tags in the Add Client modal
When editing a client: Update tags in the Edit Client modal
From the Overview tab: Click the + button next to Tags in Client Details and check/uncheck tags
Bulk action: Select multiple clients using checkboxes, click Action > Assign Tags, choose tags, and apply

Bulk Actions

Select multiple clients using the checkboxes on the left side of the table. Once selected, the Action dropdown lets you assign a coach, assign tags, send access emails, archive, unarchive, or delete clients in bulk.

Archiving and Unarchiving Clients

Archiving removes a client from your active count and revokes their app access. Their data is preserved.

What happens when you archive

The client loses access to the HubFit app immediately
They are removed from all community groups
Their chat channels are archived
Active subscriptions are cancelled
Tags, resource collection access, recipe book access, and workout studio access are revoked
Unprocessed autoflow events are deleted
Your active client count decreases by one

How to archive

Click the three-dot menu on a client's row (or go to Settings > Danger in their profile)

Select Archive

Confirm the action

How to unarchive

On the Clients page, open the filters popover and switch Status to Archived

Click the three-dot menu on the client

Select Unarchive

The client regains access to the app and counts toward your active client limit again.

Unarchiving requires that you have room on your current plan. If you have reached your plan's client limit, you will need to upgrade before unarchiving.

Deleting a Client

Deleting a client is permanent. It performs all the same cleanup as archiving and the client is removed from your workspace.

Click the three-dot menu on a client's row (or go to Settings > Danger in their profile)

Select Delete

Type delete in the confirmation field

Click Delete Client

Deletion cannot be undone. The client's access, subscriptions, community memberships, resource access, and tags are all permanently removed. Only workspace owners can delete clients.

Assigning Team Members

If you have team members in your workspace, you can assign them to specific clients.

Click the three-dot menu on a client's row

Select Assign Coach

Choose a team member from the dropdown

Click Assign

Alternatively, use bulk actions to assign a coach to multiple clients at once.

Team members who are not Owners or Admins will only see clients assigned to them. Owners and Admins see all clients in the workspace.

Client Duration

You can set a start and end date for each client to track their coaching period. Set the duration when adding a client (check "Set client start and end date") or later by clicking the duration badge on the client's Overview tab.

The duration appears as a color-coded badge in the client list and on the client's Overview, showing where the client is in their coaching period.

The duration badge is purely visual. It does not automatically archive, remove, or restrict the client's access when the end date passes. You remain in full control of managing the client's status.

Frequently Asked Questions

How do clients log in? Clients use the unique username and code generated when you add them. You can share these via the automated email or manually from the Client Access modal.

What happens when I archive a client? The client loses app access immediately, is removed from communities, has subscriptions cancelled, and no longer counts toward your active client limit. Their data is preserved and can be restored by unarchiving.

Can I restore a deleted client? No. Deletion is permanent. If you want to preserve a client's data while removing access, use Archive instead.

Do archived clients count toward my plan limit? No. Only active clients count toward your plan's client limit.

Can clients change their own login credentials? No. The username and code are generated by HubFit and managed by you. If a client needs new credentials, you can regenerate them from the Client Access modal.

What does the duration badge do when it expires? Nothing. The badge is purely visual. It does not archive, restrict, or remove the client automatically. You remain in full control.

My client's account says it already exists when I try to add them. What should I do? First, refresh your browser to make sure a client with that email wasn't already added in another tab. If the issue persists, you likely have an archived client with the same email. Switch to the Archived view using the filters popover and either unarchive or delete that client before adding them again.

How can I preview what my client sees? Open the client's profile and click the access key icon to view their login credentials. Use those credentials to log into the HubFit app on the Client tab and see exactly what your client sees.