Coaching: schedule, workouts and programs

Schedule: every client’s week

Schedule (in the sidebar on a computer, first in Plans on a phone) opens on the Board: your clients down the side and this week across, Monday first, each client with their program and the week they are in (“Strength Base · week 2 of 4”). Above it, a strip counts this week’s workouts planned, done and missed, the appointments, and the clients with nothing planned next week. The Needs you chips — Missed this week, Nothing planned next week, Program ends this week — show only the clients they name; tap the chip again to see everyone.

The client button (it reads All clients) opens the client picker: search, sort by Needs you first or A to Z, and tick one client or a few to see only them. Each workout shows its state as a shape and a word — a filled dot with a tick for Done, a dashed ring for Missed, an open ring for Planned, a diamond for an appointment — and a bell when it reminds the client. A session a client logged with nothing planned shows as Logged. Drag a workout along its client’s row to move it. The … menu on a client’s row opens them, copies this week to next week, applies a program or opens your messages with them. On a phone the Board is a strip of seven days with that day’s list underneath. Day, Week, Month and Agenda are still there for a calendar view.

Plan a workout

Tap + Add and choose Workout, Appointment or Apply a program. The app first asks Who is this for? — it never picks a client for you — unless the Schedule is showing just one client. Tapping + in a client’s row on a day already knows who and when. The editor slides out on the right on a computer (the Board stays in view) and fills the screen on a phone.

On Workout: the client, the day, an optional time and a title. A workout can start from a template, hold its own exercises (add and change them for this day only, with targets), be a single exercise, or be just a title and notes. Changes you make to a template here apply to this day only; tick Also save to the library as a template to keep them. Repeat it on chosen weekdays for up to 26 weeks. An appointment has a start time, a length and a place.

On Reminders: Remind before (it needs a time) and Nudge {client} if it isn’t logged. The nudge comes once, two hours after the workout’s time (or at 8 pm with no time), and only if nothing was logged that day. It is gentle: “How was your workout at 11 AM? Don’t forget to record it!” Appointments remind before only, to your client and to you, and never send a nudge. The preview shows exactly what your client will see. Reminders arrive as notifications wherever your client turned them on: a browser, the app added to their home screen, or the phone app. Cancel this one asks for a second tap.

Custom reminders and deleting your content

In Schedule, open Missed routine reminders to set reminders for your own clients. Choose a delay after a timed routine (1–1440 minutes), a local time for routines without a time, or turn them off. Customize the notification title and message with {workoutTime}, {routineName}, {workoutDate}, {clientName}, {coachName} and {clubName}. Insert a placeholder with its button and check the live preview. Blank fields keep the default wording. Client-specific timing takes priority over these defaults. Clients’ notification preferences still apply.

Use Delete… for routines, programs and exercises you own. Clients keep their logged history and existing routine copies. Deleting a program cancels its scheduled days from today onward. A routine used in a program must be removed from the program first. An exercise already used in a routine, favorite or history must be archived instead.

Your Library of routines

Open Plans. A section menu on a phone (a row of buttons on a computer) switches between Schedule, Workouts, Programs, Exercises and Class timer. Workouts is your library of workout templates (routines): search it by routine, tag, lift or client, filter by folder, and see each routine's folder, items, version and how many clients have it.

Tap the arrow at the start of a row to open it. It lists the clients using that routine, the version each has and whether it is current, an older version, waiting for your review or deleted by the client, then who maintains the routine and who else can edit it. Push update in the opened row sends the new version to the clients on an older one, and Expand all opens every row. Switch to By client for one row per client with the routines they use; Export CSV there saves it as a spreadsheet. The … menu at the end of a row (Edit, Who can edit…, Duplicate, Archive) opens over the page, so the table never hides it, even when you have a single routine.

Build a routine

Tap + New routine (or Edit on one). Give it a name, notes, a folder and tags. + Add exercises adds several at once: All lists the library and your club's exercises, and Club shows only your club's own, so the movements you made are easy to find (search works in either tab, and your ticks are kept when you switch). Each exercise takes sets, reps (or a range), a load (lb, kg, % of 1RM, RPE or bodyweight), rest and a coaching cue; cardio takes a time and a distance. It is the same builder members use for their own routines. Every save raises the routine's version (“Save as v2”).

A routine is yours to maintain: nobody else changes it, not even the head coach, unless you add them under Who can edit…. Tick Let every coach at the club use it to let colleagues see and assign it; coaches at other clubs never see it. A routine a colleague shared shows View only.

Assign a routine

Tap Assign, tick the clients and, if you want, a start date. Each client gets their own copy marked From Coach, with your targets; they can start it or delete it but never edit it. After you change a routine, Push update sends the new version to the clients who have an older copy; it never brings back a copy a client deleted. Clients with an older copy show as outdated. Duplicate copies a routine, and Archive hides it from your pickers without touching clients' copies.

Programs: a plan day by day

Programs lay your routines out day by day. A program starts at one week and you add weeks as you need them, up to 13 weeks (three months, 91 days). Each day holds up to four routines, a short note (up to 300 characters, like “30 min walk”) or nothing at all, which is a rest day. Tap + New program to start one.

Edit a program

Name the program and, if you like, give it a goal (Strength, Fat loss, Conditioning, Muscle, Mobility or General fitness), then fill the first week: each week is a row of seven days. Tap a day to open it — on a computer its editor appears under the grid, on a phone it opens in its own screen with the weeks as tabs along the top. Choose up to four routines (move them with the arrows) or write a note, or leave the day empty for a rest day. A planned day can also have a time, a reminder before it and the nudge switch; they go onto each client’s workout when you apply the program. Copy day, Paste day and Clear day save retyping. Tap + Add week to add a blank week at the end (a program can run up to 13 weeks). On any week, Duplicate puts a copy straight after it, Repeat in later weeks copies it over the weeks after it, and Remove takes it out; when that would replace or delete planned days, the button asks for a second tap. Weekly progression (the load changing from week to week) is not automatic: edit the later weeks yourself. As with routines, tick Let every coach at the club use it to share it, and use Who can edit… to name co-editors.

Apply a program

Tap Assign on a program, Apply a program under + Add, or Apply a program… in a client’s menu. Choose the program, then Choose clients (nobody is chosen until you pick), and the day Day 1 falls on (next Monday unless you change it). Before you apply it, the sheet says how many workouts each client gets and the dates, and names any client who already has workouts on those days: choose Keep what is already planned or Replace planned workouts on those days. Every planned day goes onto the client's schedule as a planned workout on its real date, with the time and reminders you set on that day, and the routines it uses are assigned to them. A routine's Done and Missed status comes from the calendar like any planned workout. You can only assign a program whose routines you may all see. Push update changes only the days from today on; Remove cancels the days ahead and keeps the past.

Pause a program or a routine

Holiday, injury or a busy week? Open the client’s Plan (or Programs by client) and tap Pause… on their program. Choose the day the pause starts (today or later) and, if you know it, the day it resumes. Your client stays on the day they reached: the days ahead come off their calendar, and when the program resumes the rest of it starts again from that day, so it ends later by the length of the pause. With a resume date the days after it are planned straight away; without one, tap Resume today when they are ready. A pause you set for later can be called off with Cancel pause. Days already behind them, and what they logged, never change.

An assigned routine pauses the same way from Assigned routines: your client keeps it in their Routines and sees Paused by your coach, but can’t start it until it resumes.

Run it for a set date range

When you apply a program, add a Last day if it should run for a set time. A later day repeats the program’s weeks to fill the range (up to 26 weeks in all; a two-week program set for four weeks runs twice), and an earlier one stops it there. Last day… on a client’s program changes it later; the days from today on are rewritten.

An assigned routine can have a start date and a last day too (set them when you assign it, or with Dates… in Assigned routines). Outside those dates the client keeps the routine but can’t start it, and it says when it starts or ended.

Progressive overload, automatically

In the routine builder each lift with a load in lb or kg and a top of its rep range (say 3 × 8–10 @ 135 lb) has a Then add (lb/kg) box. Put a step in it, like 5, to turn on double progression: once your client logs all the prescribed sets at the top of the range (three sets of 10) at that load or more, their target on that routine rises by the step (to 140 lb) and they work back up from the bottom of the range. Lighter warm-up sets don’t count against them, it moves at most one step a day, and nothing changes while the routine is paused or outside its dates. Loads in % of 1RM, RPE or bodyweight never change on their own.

Each step is listed under the routine in the client’s Assigned routines (“Bench Press: 135 → 140 lb on Oct 16”). Push update keeps the load your client has earned unless you changed that exercise’s load yourself, in which case yours wins. A raised target only fills in their sets; it is never a logged lift, a PR or a leaderboard number.

Programs by client

Programs by client shows one client's program for a week or a whole month, day by day with real dates and what was done, missed or rested. A day only reads Missed once it is past.

Your club’s exercises

Under Exercises make the movements the library doesn't have: tap + New exercise, name it, choose strength or cardio and the area it trains, and paste a YouTube link (youtube.com, youtu.be or a Short) so clients can watch how it's done. Use it in routines like any other exercise. Club exercises are private to your club's coaches; a client sees one only when a routine you assign them uses it, and plays the video in the app while logging it (YouTube's privacy-enhanced player, loaded only when they tap Video). Find them fast in the routine builder's Club tab. You or the head coach can edit or archive one; archiving takes it out of the pickers but keeps it in history and in routines that use it.

Already made one of your own while logging? Tap Move my exercises… then Move to club: your workouts keep it and your club can now use it. Import CSV and Export CSV bring in or send out the club's exercises; nothing is duplicated.

Day, Week, Month and Agenda

Besides the Board, the Schedule shows your clients' planned workouts and appointments by Day, Week, Month or Agenda. Turn the Planned workouts and Appointments layers on and off, and narrow it with the client picker (the head coach can also filter by coach). Tap a day's + to plan a workout or book an appointment (30 minutes before unless you pick otherwise). Drag an item to another day to move it. Every item says in words whether it is a workout or an appointment and whose it is; a coloured dot beside the name tells clients apart.

A planned workout reads Done when the client logs a session that day, Missed when a past day has none and Not shared for a client who keeps workouts private. Mark appointments Attended or No-show. Planned workouts are blue with a dashed edge; when a client logs a session it appears as a solid green Completed chip that names who did it (“Maya completed Lower A”). Select it to see what they did: each exercise with its sets, cardio and WODs and, if you planned a routine, which of its exercises were done and which weren't logged. You see this only for clients who share workouts, and never their session notes.

On a computer

On a computer the week lays out as a full grid with the sidebar beside it, so a day's planned and completed chips can be read at a glance. Schedule is its own sidebar entry there.

Class timer

Class timer is in the sidebar on a computer (on a phone, open it from Plans). Set up a class as sections of exercises — each exercise has work seconds and rest seconds, and each section has rounds — or start from HIIT, Strength circuit or Blank, then tap Start full screen. The screen shows your club’s name and logo, what everyone is doing now (WORK or REST), a big countdown, the round, what is up next and the class outline, with pause, skip, back and +10 s. It beeps at 3-2-1 and plays a tone at every switch; tap the speaker to mute, and the choice is kept on that device. Exit (or Esc) is always on screen.

Build a class you will use again under Plans → Programs: + New class sits beside + New program, and each row says whether it is a Program (a guide for a client over days) or a Class (a live session you run on a screen). A class has the same sharing as a routine: you and the coaches you name can change it, the head coach can see it, and you can share it with the club. Run a saved class from its row or from Class timer; Quick run is for a one-off you do not save. It has nothing to do with the rest timer members see when they log a lift.

Import and export with CSV

Every import sheet offers Download sample template, which imports with nothing rejected. The Club 1000+ Program CSV carries one row per exercise or WOD, per routine or note on a program day, or per program start, planned workout, appointment or nutrition target for a client named by email. Imports are previewed first, match exercises by name (never creating one), and say why a row was rejected, for instance when it names someone who is not your client. Exports name a client by an id and a name, never an email, weight, age or location. Export your programs from Programs and the file brings the routines they use, so another coach can import it whole.

If your account is connected to ChatGPT with coaching turned on, you can describe a program there and have it built into your Library. Assignments, calendar items and nutrition targets made in ChatGPT wait for you: approve them in Workouts or Schedule, or send them from the client's Nutrition tab. ChatGPT can also list your programs, with how many clients are on each. It sees your clients' names, never their logs or messages.

Common questions