Help Centre

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Step-by-step guides for coaches and clients. Share the client guides directly with your clients using the copy link button on each one.

01

Getting Started as a Coach

10 min read

Before you invite your first client, take 10 minutes to set yourself up properly. A complete profile means clients land in a polished experience from day one.

1

Set your display name and timezone

Go to Coach Settings (at the bottom of the left sidebar, or tap More → Settings on mobile). Set your display name — this is the name that appears in invite emails and throughout the client-facing app. Set your timezone so that scheduled check-ins and reminders fire at the right time for you.
2

Add your branding (Coach Pro and above)

Under the Branding section in Settings, upload your logo (PNG with transparent background works best — square or landscape), pick your primary brand colour with the colour picker, and enter your practice or gym name. These appear in the header for all your clients.
3

Create your services (Coach Pro and above)

Under Services, add your service offerings — e.g. "1:1 Online Coaching — $200/month". Give each service a name, price label, short description, and payment link (Stripe, PayPal.me, or any URL). When you invite clients, you can attach a service so they're directed straight to payment. See the Settings & Branding guide for full details.
4

Set up your exercise library (Personal Trainers)

Go to Exercises in the sidebar. Browse the built-in library. You can attach a YouTube URL to any exercise as a demo video. To add a custom exercise that isn't in the library, click + Add Exercise and give it a name, category, and optional video. Your custom exercises are saved for future programs.
5

Create a note template

Go to Note Templatesin the sidebar. Create a template for your weekly check-in note — for example, with headings for Progress, Adherence, Adjustments, and Notes. When you write coach notes inside a client's profile, you can load any saved template with a single click.
6

Send yourself a test invite

Sign up with a second email as a client so you can see the full client experience before your real clients do. Check that the app preview, meal plan, and training calendar look the way you expect. Your coach dashboard has an App Preview tab on each client profile too — but a live client account gives you the real experience.
💡

Don't wait until everything is perfect to invite your first client. The most important things are your display name and timezone. You can add branding and templates while clients are onboarding.

02

Inviting and Managing Clients

8 min read

Your client roster lives on the Clients page. Invites are sent by email, and you can pre-attach forms, autoflows, and services to make intake seamless.

1

Go to your Coach Dashboard

The invite form is at the top of the dashboard. You can also access it from the Clients page.
2

Enter the client's email

Type their email address exactly as they'll use it to sign up. The invite link is sent here — double-check before sending.
3

Attach a service (optional, Coach Pro+)

If you have services set up, select one from the dropdown. After the client creates their account, they're taken to a page showing your service details and a Pay Now button linking to your payment URL. This removes any manual follow-up from the intake process.
4

Attach a form or autoflow (optional)

Pre-assign an intake form or onboarding autoflow. It's automatically assigned the moment the client accepts — no manual step needed. The client sees it waiting for them on their first login.
5

Send the invite

Click Invite. The client receives an email with a personalised link. On your Clients page, the invite appears under Pending Invites with a copyable link — useful if the email lands in their spam folder.
6

Client accepts and sets up their profile

The client clicks the link, creates an account (or logs in), goes through payment if attached, then completes a short profile setup: goal, body stats, activity level, and macro targets. After that, they land on their dashboard with everything you've assigned ready to go.
7

Manage your roster

Active clients show on the Clients page with their last check-in date. Clients with no recent check-in are flagged as lapsed on your dashboard. Archive a client by opening their profile — their data is preserved, they move to the Archived tab.
📌

If a client already has a Prokol account (e.g. they were self-tracking), they can still accept your invite. They'll be linked to your roster and automatically upgraded to full coached access for the duration of their time with you.

💡

If a client says they didn't receive the invite email, go to Clients → find their pending invite → copy the invite URL and send it to them directly via text or email.

03

Building Training Programs

12 min read

Available on PT Solo, Coach Pro, and White-Label plans. Build reusable week-by-week programs, assign them to clients, and push changes automatically.

1

Create a new program

Go to Programs in the sidebar. Click + New Program. Give it a name (e.g. "8-Week Strength Block") and an optional description. Click Create & Build — you're taken directly into the program builder.
2

Add your first week

Click + Add Week. A row for Week 1 appears. Weeks stack vertically; you can duplicate any week using the week actions menu (useful for progressive overload blocks).
3

Add days to the week

Click + Day inside a week row. Add as many training days as the program requires (e.g. 4 days for a Mon/Tue/Thu/Sat split). Name each day or leave it as "Day 1", "Day 2" — clients see these names on their calendar.
4

Build a training day

Click on a day cell to open the day editor. Click Add and choose:
  • Add Exercise — search the library or type a new name to create a custom exercise inline
  • Add Section — create a labelled block (e.g. "A — Push", "AMRAP 12 min", "Finisher") with a score type: time, rounds+reps, reps, weight, distance, calories, or custom
5

Configure each exercise

Each exercise block has:
  • Metric selector: Weight + Reps, Reps Only, Weight + Time, Time, or Calories — choose what the client logs for this exercise
  • Set rows: click + Set to add rows (each row = one set with a target weight, reps, and rest period)
  • Coaching notes: a text field shown to the client below the exercise — use for cues, tempo instructions, or progressions
6

Reorder days and duplicate weeks

Drag and drop day cells within a week to reorder them. Use the week actions menu to duplicate a week — great for building progressive overload by duplicating Week 1 and adjusting weights/volume in Week 2.
7

Assign to a client

Click Assign to Client. Select the client and choose a start date. The program appears on the client's Calendar tab immediately, and on your view of their Training tab.
8

Push changes automatically

The Push to clientstoggle (on by default) means any edits you save are automatically synced to all clients currently on this program. Turn it off if you're making structural changes mid-cycle and don't want to affect live clients.
📌

You can assign the same program template to multiple clients — each gets their own copy. The Push to clients toggle affects all of them simultaneously, so turn it off before making changes you only want to apply to one person.

💡

Build your base program template without any clients assigned. Once it's ready, assign it. This way you can edit freely during setup without the toggle affecting anyone.

04

Building and Assigning Meal Plans

6 min read

Available on Nutritionist Solo, Coach Pro, and White-Label plans. Create structured meal plans with food-level detail and assign them to clients.

1

Create a new meal plan

Go to Meal Plans in the sidebar. Click + New Meal Plan. Give it a descriptive name — e.g. "High Protein Fat Loss — Training Day" or "2,200 kcal Maintenance". Descriptive names help when a client has multiple active plans.
2

Build the plan

Open the meal plan editor. Add meals (Breakfast, Lunch, Dinner, Snacks, Post-Workout — name them as you like), then add foods to each meal. Set quantities and portions. The editor tracks total macros across the plan.
3

Assign to a client

From inside the editor, click Assign, or go to the client's profile → Meal Plan tab → assign from there. Set a start date and optionally an end date.
4

Multiple plans per client

Clients can have more than one active meal plan simultaneously — useful for training-day vs. rest-day plans, or different calorie targets for different phases. Clients see tabs at the top of their meal plan section and can switch between them freely.
5

Control which plans are visible

From the client's Meal Plan tab, you control which plan tabs are shown to the client. Hide a plan they shouldn't be actively using yet without deleting it.
6

Review their food logs

The client's Food Logs tabshows what they're actually eating each day vs. what's prescribed. This is your primary adherence tool. Compare their logged macros to the plan targets.
📌

Plans without an end date stay active indefinitely alongside any others. If you want to replace a plan, either delete the old one or set an end date so it naturally expires.

💡

Build a library of your go-to plan templates (e.g. "2,000 kcal Fat Loss Standard", "2,400 kcal Maintenance High Protein") and assign them as starting points — then adjust macros per client in their Settings.

05

Creating Forms and Reviewing Responses

7 min read

Build custom intake forms, weekly check-ins, and assessments. Responses are collected, badged, and reviewable per client.

1

Create a new form

Go to Forms in the sidebar. Click + New Form. Choose to:
  • Start from scratch
  • Use a pre-built template (Onboarding, Weekly Check-in, or Custom)
  • Import from JotForm — paste in a JotForm share URL or form JSON
2

Add and configure questions

In the form builder, click + Add Question. Available question types:
  • Short text — one-line answer (e.g. "What is your goal?")
  • Long text — multi-line (e.g. "Describe your typical weekday eating pattern")
  • Number — numeric input (e.g. "Rate your energy this week: 1–10")
  • Single choice — radio buttons (one answer)
  • Multiple choice — checkboxes (multiple answers)
  • Dropdown — select from a list
  • File upload — client can attach a document or photo
  • Image upload — image-specific upload
3

Mark required questions and reorder

Toggle Required on any question you want to make mandatory. Drag the handle on the left side of each question to reorder them.
4

Assign to clients

Forms can be assigned in three ways:
  • During the invite flow — pre-assigned at signup
  • From the client's profile (Check-ins or Autoflows tab)
  • Via a check-in schedule — recurring weekly or fortnightly assignment
5

Review responses

The Forms page shows an unread badge on each form. Click Responses to see all submissions. Click any submission to read the full response. Inside the client's Check-ins tab, you can mark responses as reviewed to clear the badge.
📌

Forms assigned via a check-in schedule appear in the Check-ins feed and count toward the Check-ins badge — not the Forms badge. Only forms assigned directly via the invite or client profile count against the Forms badge.

💡

Create a detailed intake form and pre-assign it during every invite. By the time you have your first coaching session, you'll already have their full history, preferences, injuries, and goals — without scheduling a separate intake call.

06

Building Autoflows

10 min read

Autoflows are automated sequences of steps that unlock for clients over time. They're ideal for onboarding, habit-building challenges, and structured program introductions — tasks that currently fall through the cracks.

1

Create a new flow or import a preset

Go to Autoflows in the sidebar. Click + New Flow to start from scratch, or browse the preset templates (e.g. "3-Day Onboarding", "Weekly Check-in Sequence") and import one as a starting point.
2

Add steps

Each step is a milestone for the client. Click + Add Step to create one. Inside each step, you can add:
  • Title and description — shown to the client at the top of the step
  • Questions — text, textarea, scale 1–10, yes/no, or single choice. Responses appear in your Check-ins feed.
  • To-do task list — individual tasks the client ticks off. Each task can link to a resource, a form, or an external URL.
  • Attached resources — files or links from your resource library
  • Linked form — the client completes this form as part of finishing the step
  • Day offset — the step unlocks N days after the flow starts. Day 0 = available immediately.
3

Set day offsets for pacing

Use day offsets to space out your sequence. For example: Step 1 (Day 0) = intake questions. Step 2 (Day 3) = first mini check-in. Step 3 (Day 7) = week one review form. The client sees a countdown on locked steps.
4

Assign to a client

From the client's profile → Autoflows tab, click Assign Flow and select the flow. Alternatively, pre-assign a flow during the invite so it's waiting for the client on day one. You can assign the same flow to multiple clients — each runs on their own independent timer from the date they were assigned.
5

Track progress

The client's Autoflows tab shows which steps are complete, in progress, or locked. Click on a completed step to read their responses. Autoflow check-in responses also appear in your aggregated Check-ins feed.
📌

Steps unlock based on the day offset from when the flow was assigned to that specific client — not a global date. If you assign a flow to a new client on a Wednesday, their Day 3 step unlocks on Saturday.

💡

Build an onboarding autoflow that covers everything you'd normally do in a first consultation: intake questions on Day 0, a habit baseline survey on Day 3, a full week-one review form on Day 7. Assign it at invite time. You get all the data without a single manual follow-up.

07

Managing Resources

5 min read

Upload PDFs, videos, links, and documents and push them to specific clients. Resources live in folders and appear in the client's Resources section in the app.

1

Create folders

Go to Resources in the sidebar. Click + New Folder and give it a name and a colour (for visual organisation). Example folders: "Welcome Pack", "Meal Prep Videos", "Program PDFs", "Supplement References".
2

Upload or link a resource

Inside a folder, click + Add Resource. Choose a type:
  • File — upload a PDF, image, or document from your computer
  • Video — upload a video file, or paste a YouTube or Vimeo URL
  • Link — any external URL (recipe sites, scheduling links, Spotify playlists, external tools)
3

Assign to a client

Click the Assignbutton on any resource and select a client, or assign an entire folder. The resource or folder appears in the client's Resources page immediately.
4

Manage per client

The Resources tabon a client's profile shows all resources currently assigned to them. Add or remove resources from there without going back to the main Resources library.
💡

Create a "Welcome Pack" folder with an intro video, your intake document, and links to anything clients need on day one (booking link, Telegram group, etc.). Pre-assign it in the invite flow — every new client gets it automatically without you doing anything extra.

08

The Check-in Feed

5 min read

The Check-ins page gives you a single feed of all client check-ins across your entire roster — so you never miss a response.

1

Open the Check-ins page

Click Check-ins in the sidebar (or tap it in the mobile bottom nav). The sidebar badge shows the number of unreviewed direct check-ins.
2

What counts as a check-in

The feed includes:
  • Direct daily check-ins (sleep, energy, HRV, RHR, notes) submitted by clients from their dashboard
  • Form submissions when a form is assigned via a check-in schedule
  • Autoflow step completions that include questions or a linked form
3

Leave feedback

Click into any check-in to read the full submission. You can leave a text response — the client sees your feedback directly in the app. This is the primary feedback loop between you and your client.
4

Mark as reviewed

After reviewing a check-in, click Mark as reviewedto clear it from your unread count. You can do this from the aggregated Check-ins page or from the client's individual Check-ins tab.
5

7-day upcoming schedule

The right panel shows clients' upcoming scheduled check-ins for the next 7 days, so you can plan your review sessions in advance.
💡

Make clearing your check-in feed a daily habit — treat it like an inbox. The sidebar badge gives you an instant read on who needs attention before you open any individual client file.

09

Notes and Note Templates

4 min read

Private coaching notes live on the client's Notes tab. Note templates let you load pre-written structures so every note starts from a consistent format.

1

Open a client's Notes tab

Go to Clients → select a client → click the Notes tab.
2

Create a note

Click + New Note. The rich-text editor supports bold, italic, underline, text colour, highlight colour, headings (H1/H2/H3), bullet lists, and numbered lists.
3

Load a template

Click Load Template in the note editor and select from your saved templates. The template content is inserted into the current note, ready for you to fill in.
4

Create note templates

Go to Note Templates in the sidebar. Click + New Template. Give it a name and write your standard structure. Examples:
  • Weekly Check-in Note: Progress / Adherence / Adjustments / Action Items
  • New Client Setup: Goals / Medical History / Preferences / Red Flags / Notes
  • Program Review: Strength Progress / Recovery / Lifestyle Factors / Next Block
📌

Coach notes are private — clients never see them. They are for your records only.

💡

Consistent note structure makes it much faster to review a client's history at a glance. A good template means you spend 3 minutes writing a clear note rather than 10 minutes writing a freeform one.

10

Settings, Branding and Services

6 min read

Customise how the app looks for your clients, set up payment-linked service offerings, and manage your subscription.

1

Access Coach Settings

Click Settings at the bottom of the left sidebar (desktop), or tap More → Settings (mobile).
2

Display name and timezone

Set the name clients see in invite emails and throughout the app. Set your timezone — this affects when scheduled check-in reminders fire for you and your clients.
3

Branding (Coach Pro and above)

Under the Branding section:
  • Logo: Upload your practice logo. Recommended: PNG with transparent background, square or landscape format. Max size: 1MB.
  • Brand colour: Pick your primary colour using the colour picker. This becomes the accent colour throughout the client-facing app.
  • Brand name: Your practice or gym name — shown in the app title for your clients.
4

Services (Coach Pro and above)

Under the Services section, add your offerings:
  • Service name: e.g. "1:1 Online Coaching" or "Nutrition Consult Package"
  • Price label: e.g. "$200/month" or "From $150/session" (display text only, not a number field)
  • Payment link: Your Stripe payment link, PayPal.me URL, or any checkout URL
  • Description: Short text shown to clients on the payment landing page
5

Attach a service during invite

When inviting a client, select the service from the dropdown. After creating their account, the client lands on a page with your service details and a Pay Now button. You get paid, they get access — no manual back-and-forth.
6

Billing

The Billing section shows your current Prokol plan. Upgrade, downgrade, or cancel from here. Billing is managed via Stripe.
💡

If you offer multiple services (nutrition only, PT only, combined coaching), create a separate service for each with its own payment link. This keeps intake clean and means every client pays the right amount for the right service.

Something not covered here? Get in touch.

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