Teams

Teams Overview

Invite other coaches to your workspace so they can help you manage clients, build programs, and handle day-to-day coaching. The Teams page is your central hub for inviting new team members, assigning roles, managing client access, and monitoring activity.

The Teams table displays each member with their name, role (Admin or Standard), invitation status, and number of assigned clients.

From the action menu on each row you can manage clients, edit role, view activity, or remove access.

Understanding Roles

Every person in your workspace has one of three roles. Roles control what a team member can see and do.

Role	Who gets it	What they can do
Owner	You (the workspace creator)	Full control over the workspace. Manage billing, branding, settings, team members, and all clients. Cannot be changed or reassigned.
Admin	Promoted team members	View all clients and tasks. Assign clients and tasks to other members. Add new clients. Delete items from your templates and libraries.
Standard	Default for new invites	View only the clients and tasks assigned to them. Cannot delete anything from your library or templates.

Start team members on the Standard role and promote them to Admin once you are comfortable with the level of access they need. You can change roles at any time.

Inviting a Team Member

You can invite anyone with an email address to join your workspace. They do not need an existing HubFit account, if they don't have one, they can create one after receiving the invite.

Navigate to the Teams page from the sidebar

Click the Invite Team button in the top-right corner

Fill in the required fields: Coach Name, Coach Email, and Coach Role (Admin or Standard)

Click Email Invite

The invited coach receives an email notification. Their status appears as Pending in your team list until they accept.

How the invited coach accepts

The invited coach must create a HubFit account (or already have one) using the exact same email address you sent the invite to

They log into the HubFit web dashboard

A banner appears at the top of their dashboard with the invitation. They click Accept to join your workspace.

Once accepted, they can switch to your workspace from the workspace switcher in the top-left corner

The invitation cannot be accepted directly from the email. The coach must log into the HubFit dashboard to see and accept it.

Editing a Team Member's Role

You can change a team member's role between Admin and Standard at any time.

On the Teams page, click the three-dot menu on the member's row and select Edit Role

Choose the new role: Admin or Standard

Click Update Role

The change takes effect immediately. If you downgrade an Admin to Standard, they will only be able to see clients that have been explicitly assigned to them.

You cannot change the Owner role. The workspace creator is always the Owner.

Assigning Clients to Team Members

Client assignment controls which clients a team member can see and work with. This is especially important for Standard-role members, who can only access their assigned clients.

Admin-role members can see all clients regardless of assignment, but assigning clients to them is still useful for filtering and organization.

Assigning from the Teams Page

On the Teams page, click the three-dot menu on the member's row and select Manage Clients

The Manage Clients modal opens showing all clients currently assigned to this member

To remove a client, click the X button next to their name

Assigning from a Client's Profile

Navigate to the Clients page

Click the three-dot menu on a client row and select Assign Coach

Check or uncheck coaches to assign or unassign them. Changes are saved immediately.

You can assign multiple coaches to the same client. This is useful when different team members handle different aspects of a client's program (e.g. one coach handles training, another handles nutrition).

How messaging works with teams

When a client initiates a message, the conversation is created with the workspace Owner. If a team member messages a client directly, a separate conversation is created between them. Each conversation is independent, so coaches only see the conversations they are part of.

Viewing Team Member Activity

HubFit tracks actions your team members take across the workspace so you can stay informed about what work is being done.

On the Teams page, click a team member's row (or select View Activity from their action menu)

The activity modal opens showing a chronological timeline of their recent actions across training, nutrition, forms, vault, messages, tasks, and more

Notifications for Team Members

HubFit has two types of notifications for coaches: messaging notifications and client action notifications (check-ins, workouts, etc.).

Messaging notifications

Messaging notifications are based on the conversation channel. Each coach only receives notifications for conversations they are part of.

Client action notifications

Admins and Standard team members only receive notifications for clients assigned to them. Workspace Owners receive notifications for all clients in the workspace.

There is no way to change the Owner's notification scope. Owners always receive notifications for all clients. If you find this noisy, use notification settings to manage which types of notifications you receive.

Removing a Team Member

Removing a team member revokes their access to your workspace immediately.

On the Teams page, click the three-dot menu on the member's row

Select Remove Access

Click Remove Access to confirm

When you remove a team member:

All tasks assigned to them are unassigned
All client assignments are cleared
The member can no longer message clients in your workspace
The member is removed from all challenges and communities in your workspace

Removal is immediate. The team member will lose access to all clients and workspace data the moment you confirm.

If you need to re-invite a previously removed member, you can send them a new invitation using the same email address.

Workspace Isolation

Each workspace in HubFit is fully independent:

Clients belong to the workspace Owner's account. Team members access them through the workspace.
Templates (training programs, meal plans, forms, exercises, habits, metrics, vault files) are available to all team members. Templates remain in the workspace and cannot be copied to a team member's personal account.
Billing and settings are controlled exclusively by the Owner.

A team member's personal workspace (if they have their own HubFit account) remains completely separate from any workspace they join. Their own clients and data are never visible to the workspace Owner.

Frequently Asked Questions

Can I have more than one Owner? No. Each workspace has exactly one Owner, the coach who created the account. This cannot be transferred or shared.

Can a Standard member see clients that are not assigned to them? No. Standard members can only see and interact with the clients explicitly assigned to them by an Owner or Admin.

Do team members need their own HubFit subscription? No. Team members access your workspace under your subscription. Ensure they sign up with the same email address you sent the invite to.

Can a team member be part of multiple workspaces? Yes. A coach can accept invitations to multiple workspaces and switch between them using the workspace switcher in the sidebar.

Will removing a team member delete their HubFit account? No. Removing a team member only revokes their access to your workspace. Their personal HubFit account and any personal workspace remain untouched.

Can I re-invite someone I previously removed? Yes. Send a new invitation to the same email address.

Can team members delete clients? No. Only the workspace Owner can archive or delete clients.

Can clients see which team member is assigned to them? No. Clients are not aware of coach assignments. They will only see a team member if that coach messages them directly.

Can team members assign onboarding flows? Onboarding flows can include an auto-assignment step that routes new clients to a specific team member. See the Onboarding Flow article for details.