Frequently asked questions
Getting started with Coachably
Where do I start with Coachably? Start by completing your profile, then add your first client, schedule a training, and record a payment. All of these actions are one tap on the Add button from the main dashboard.
What’s the difference between a training and a training plan? A training is a single session on a specific date. A training plan is a multi-week program built from several trainings. Use a plan when coaching toward a longer goal.
Do I need to set up my profile first? No, but it’s worth it. A complete profile appears on email invitations, so clients immediately know who’s inviting them.
Adding a client
Can I add a client without sending an invite? Yes. Turn off Send invite to client when you add them. Send the invite later from the ⋮ menu on their row.
Does the client need the app to join? No. The client opens the link from the email and sets a password in the browser — nothing to install.
What do the client status badges mean? Not invited — added without an invite. Invited — the invite is sent and pending. Joined — the client set a password and has access.
What if the invitation didn’t arrive? Ask your client to check their spam folder and confirm the email address. You can also resend the invite from the ⋮ menu. If that doesn’t help, reach out through Help → Contact support.
Adding a payment
How do I add a payment for a client? Open the Payments screen, click Create Payment, pick the client, enter the amount, due date and a description, then click Save. You can also add it from a client’s profile, where the client is already selected.
Can the due date be in the past? Yes. You can set a past due date — useful when you’re logging an overdue or already-paid payment.
Is the client charged automatically? No. A payment is a record you track manually — you change its status yourself once the client pays. There’s no payout setup or card on file required.
Can I change the amount or status later? Yes. Open the payment in the client’s Payments tab, change the status or edit the details.
Adding a training
How do I create a training? In the Calendar, tap Book session (or tap a free slot). Keep Training selected, pick the client, set the date, start, and duration, and tap Book. Tap Book & add workout instead to build the workout straight away.
Can I save a training as a draft? Not on its own. Sessions in a draft plan stay hidden from the client (“Draft — client can’t see it”) until you publish the plan. A session you book outside a plan is visible to the client right away.
Do I have to add exercises right away? No. Tap Book to save just the session, then add the workout later — tap the session and choose Add workout.
What is the difference between a training and a meeting? Pick Training or Meeting at the top of the Book session sheet. A training is a session with a workout for a client; a meeting covers other entries in your calendar.
Adding meetings
What’s the difference between a meeting and a training? A training is a session with a workout for a client. A meeting is any other calendar entry — a consultation, a call — without a workout.
How do I create a recurring meeting? In the Book session sheet, switch Does not repeat to Repeats, choose the frequency, and optionally select days of week. Tap Book — Coachably books the series 3 months ahead.
How do I delete one session without deleting the whole series? Tap the session, tap the delete (trash) icon, and choose This session.
Exercise library
How do I search for an exercise? In the Exercises tab, type a name in the Search exercises… bar or pick a tag from Movement Pattern, Muscle Group, Equipment, or Intensity. Tap Clear filters to reset.
How do I add an exercise to my favorites? Tap the heart icon on any exercise card — you’ll see Added to favorites. Open your favorites list with the Favorites button in the filter bar.
Can I add my own exercise to the library? Not directly. Submit a suggestion through Help → Request an exercise and the team will review it.
Personal records
How does Coachably calculate the estimated 1RM? It uses the Epley formula: 1RM ≈ weight × (1 + reps / 30). The result is tagged Estimated and appears automatically after a completed training.
What’s the difference between an Estimated and a Tested record? Estimated is an automatically computed 1RM from the Epley formula — source is Workout. Tested is a record added manually by the coach — source is Manual.
When does the “New Personal Record!” notification appear? It fires automatically after a training session ends, when the results beat the client’s previous best for an exercise.
Training plans
How do I create a training plan? Open the client, go to the Plans tab, and tap Create Plan. See How do you create a training plan?.
What does “Repeat on set days” do? It books the plan’s sessions on the weekdays and times you choose, 3 months ahead, with a workout for each day. Without it, you book each of the plan’s trainings yourself, whenever it suits.
What’s the difference between “Save as Draft” and “Create & publish”? A draft is only visible to you — the client won’t see it until you publish the plan. Create & publish makes the plan available to the client immediately.
Can I attach a payment to a training plan? Yes. In the Configuration step, enable the Add payment for this plan toggle and enter the amount. The payment will appear in the client’s payment list.
Workout Builder
What is a “set” in the Workout Builder? A set is one card that holds one or more exercises plus a shared Series count. Each round of the set runs through every exercise in it.
How do I create a superset in the Workout Builder? Open the set card and tap Add Exercise inside it. The exercise joins that set instead of starting a new one.
What does “Vary sets” do? It lets you set different Reps, Weight, and rest for each round of an exercise. Tap Uniform to go back to the same values across all rounds.
Client interviews
How do I run a client interview? Go to Templates → Interviews, create a template with your questions. Then open the client profile, tap Start Interview, pick the template, and fill in the answers. Tap Complete Interview when done.
Can I export an interview as a PDF? Yes. Open a completed interview and tap Export PDF.
Can one client have multiple interviews? Yes. Each template is a separate interview — a client can have interviews from multiple templates at the same time.
Profile and settings
How do I change my password in Coachably? On the Profile screen, tap Update Password, enter your old and new password, then save.
How do I switch to dark mode or change the app language? On the Profile screen, find the Theme and Language sections. Changes take effect immediately.