Set up client onboarding

Onboarding lives under My Clients, next to Overview and Check-ins. A flow is a list of steps that runs for a client from the moment they set up the app. Build it once; then every time you add a client or convert a lead, TrainerStack offers to start them on it.

Build a flow

1. Open My Clients and switch to Onboarding.
2. Click New flow and choose Standard onboarding to start from a sensible default, or Start from scratch.
3. Give it a name and, if you like, a description for yourself such as "New 1:1 clients" or "12-week challenge".
4. Add and arrange steps with the + buttons. Each step card opens to its own settings.
5. Tick Suggest this flow whenever a client is added or a lead converts on the one you use most. It is pre-selected in the prompt.
6. Click Turn on. Flows start as drafts, so nothing reaches a client until you do.

The steps

• Intake questionnaire. Choose which standard questions to ask: date of birth, height, current weight, sex, goal, activity level, and allergies and intolerances. Each one fills something in for you, such as the client's profile and the calorie calculator, their first weight on the progress graph, or the allergen list that meal plans are checked against. Add your own questions underneath, anything you would normally ask on a first call. With Required before they can use the app on, the questionnaire is the first thing the client sees when they open the app, and they answer it before anything else. Tick Set their nutrition targets from the answers and TrainerStack calculates and saves their targets the moment they submit, then tells you so you can review them.
• Starting photos. Asks for front, side and back photos. They land in the client's progress photos as their starting set.
• Daily tasks. Adds habits to whatever the client already has, on the days you tick, such as logging bodyweight on Monday, Wednesday and Friday.
• Check-in. Sends one of your check-in templates once, due a number of days later, or sets up a repeating weekly, fortnightly or monthly schedule.
• Vault. Gives the client access to the Vault folders you choose and, if you want, sends a push to say so.
• Message to client. A push notification and in-app message in your words.
• Wait. Pauses the flow for minutes, hours or days. Put a wait before a message to send it two days in, say, rather than all at once.
• Note to me. A notification to you, for example a reminder to send a personal message two days in.

Questions and photos open in the client's app and wait for them; everything else happens on its own. The flow does not stop to wait for photos, so a Vault step two days later still arrives if they have not taken them yet.

Start a client on a flow

• When you add a client or convert a lead, the confirmation shows Start onboarding? with your suggested flow ticked. Click Start onboarding, or Skip for now.
• Any time later, open the client and go to their Onboarding tab, then Add to a flow. A client can be in more than one flow at once, so a challenge can have its own.
• From the flow itself, Add clients picks several at once.

A client who has not set up the app yet shows as Waiting for client to set up. The flow starts, and the clock for every wait starts, the moment they redeem their invite. You get a notification when that happens.

Follow a client's progress

The client's Onboarding tab shows each flow they are in, step by step: what has run and when, what is waiting on them, what is scheduled next, and anything that failed. Their intake answers appear under the questionnaire step, and the standard ones are already on their profile. The flow's own page lists everyone in it.

Stop takes a client out of a flow. Nothing already done is undone: tasks, check-ins, Vault access and targets all stay.

Editing a flow that clients are in

Changes apply to clients part-way through, but a step that has already run for someone never runs again. Turning a flow off holds everyone where they are until it is turned on again; archiving it ends their onboarding.