# Grow from one coach to a team. Each coach sees their own clients.

Trainaq’s personal trainer team management lets you add coaches and assistants to your business, give each client a lead coach and keep billing, payouts and GST with the owner. Every coach works in Trainaq Coach and on the web, and sees only the clients they lead.

Where it works: Trainaq Coach · iPhone and Android; Web dashboard · Settings, Team; Clients see their coach in the free Trainaq app.

## What is Trainaq’s team management?

It is how a coaching business with more than one person works in Trainaq. The owner invites coaches and assistants by link or WhatsApp, sets each client’s lead coach, and keeps billing, payouts, GST and the plan. Coaches see only the clients they lead. The coach role is on Pro and Studio.

- Team roles and lead coaches are on Pro and Studio. Every plan starts with a 7-day free trial, and no card is needed.
- Coaches see only the clients they lead
- Billing, payouts, GST and your plan stay with the owner
- One login can belong to several businesses

## Why does one shared login fail a growing studio?

Because everyone sees everything, and nobody owns anything. With one shared login every trainer sees every client’s payments, nobody knows who answered which message, and when a trainer leaves you change the password for everyone. Separate accounts with roles give each person their own clients and keep the money with the owner.

- **Everyone sees everything.** A new trainer can open every client’s payments and notes on day one.
- **Who replied to whom?.** One login means one name on every message, whoever typed it.
- **A trainer leaves.** You change the shared password, and everyone else has to sign in again.

## How do you add your team to Trainaq?

Invite each person as a coach or an assistant with a link you send on WhatsApp or share any way you like. They join with their own login. Then set a lead coach for each client, and every coach works only with those clients, while billing, payouts and GST stay with you as the owner.

### 1. Invite by link or WhatsApp

In Trainaq Coach or on the web dashboard, choose Coach or Assistant and send the invite link on WhatsApp, through your phone’s share sheet or by copying it. The link works for 7 days.

- Revoke an invite while it is pending
- A pending invite takes no seat
- Change a role or remove someone on the web dashboard

### 2. Set each client’s lead coach

The owner picks a lead coach for each client: the owner or any active coach. The lead coach sees that client’s program, food log, check-ins, chat and membership, and gets their chat pushes.

- Set it when you add the client, or later
- From Trainaq Coach or the web dashboard
- One lead coach per client
- Screen: Trainaq Coach app: the client list with 13 clients, counters for pending invites, pending intake forms and paused clients, filters for active, paused and archived, and tags on each client

### 3. Each coach works with their clients

Coaches build programs, review check-ins, chat, run classes and take bookings for the clients they lead. Each coach sets their own availability, and clients book the coaches who look after them.

- Coaches sell memberships and record payments for their clients
- Discounts only up to the cap the owner sets
- Your exercises and templates belong to the business
- Screen: Trainaq Coach app: the calendar of upcoming 1:1 sessions by day, with the availability button and tabs for upcoming, day and classes

### 4. The owner keeps the money matters

Payment setup, payouts, GST settings, your Trainaq plan, Membership rules, write-offs and refunds stay with the owner. Coaches never see payouts or Trainaq’s fee invoices.

- Only the owner changes the team
- Only the owner writes off a balance or records a refund
- Coaches see Membership rules, but can’t change them

## What can you do with Trainaq’s team management?

Everything a small studio needs to share the work without sharing a login: three fixed roles, invites by link or WhatsApp, a lead coach for each client, coaches who see only their own clients, money matters kept with the owner, a discount cap, availability per coach, one shared library and switching between businesses with one login.

- **Owner, coach and assistant.** Three fixed roles, each with clear limits.
- **Invite by link or WhatsApp.** A link that works for 7 days, revoked any time before it is used.
- **A lead coach per client.** Set by the owner; the lead coach gets that client’s chat pushes.
- **Their own clients only.** Coaches see the clients they lead, with billing for those clients.
- **Money stays with the owner.** Payment setup, payouts, GST, your plan, write-offs and refunds.
- **Discount cap.** Coaches discount only up to the percentage you allow.
- **Availability per coach.** Each coach sets their own hours for 1:1 bookings.
- **One shared library.** Exercises, workouts and programs belong to the business.
- **Switch businesses.** One login for every business you own or work in.
- **Seats by plan.** Each plan includes a set number of coach accounts; yours counts as one.
- **Custom roles and permissions (coming soon).** Decide exactly what each person on your team can see and do. Studio.
- **Reports per trainer (coming soon).** Revenue, sessions and clients for each coach on your team. Studio.

Not yet: giving an assistant clients of their own (only the lead coach can be set today, so a new assistant starts with no clients), a second coach on a client, custom roles, reports or revenue per trainer, and changing roles from the phone app (use the web dashboard).

## Which teams run on Trainaq?

PT studios with a handful of trainers give each one their own clients. Small gyms split members between a head coach and the floor trainers. Yoga and Pilates studios give each instructor their classes and hours, and freelance trainers who work with two studios switch between them with one login. In every case the owner keeps the money.

### PT studios: Each trainer with their own clients

Three trainers, sixty clients. Each client has a lead coach, each trainer sees only their twenty, and every trainer’s calendar fills from their own availability. You see all sixty and every payment.

- Lead coach set by the owner
- Availability per trainer
- Payments and payouts with the owner

[Trainaq for gyms](https://trainaq.com/for/gyms)

### Gyms: A head coach and floor trainers

The owner runs the business side: plans, GST, payouts and write-offs. Coaches sell memberships to their own clients within your discount cap, record desk payments and take attendance in their classes.

- Discounts capped for coaches
- Desk payments recorded by the coach
- Write-offs and refunds kept with the owner

[Trainaq for gyms](https://trainaq.com/for/gyms)

### Yoga and Pilates: Instructors with their own classes

Set an instructor on each class type, and they see the roster and mark attendance. Instructors who also teach privately set their own hours, and their private clients book them directly.

- A coach set on each class type
- Rosters and attendance for each instructor
- Group classes on Pro and Studio

[Trainaq for yoga and Pilates studios](https://trainaq.com/for/yoga-pilates-studios)

### Trainers in two places: One login, several businesses

Coach at a studio in the morning and run your own online coaching in the evening. Switch between the two in Trainaq Coach or on the web, and each business keeps its own clients, plans and payments.

- Switch business from More in the coach app
- A business switcher on the web dashboard
- Clients can have more than one coach too

[Trainaq for online coaches](https://trainaq.com/for/online-coaches)

## What can the owner, coaches and assistants each do?

The owner can do everything. Coaches work with the clients they lead: programs, nutrition, check-ins, chat, groups and broadcasts, classes, bookings, memberships and payments. Assistants have no billing, no calendar, no attendance and no groups or broadcasts, and see only clients assigned to them, which today means none: they work in the shared library.

- Owner only: payment setup, payouts, GST, the Trainaq plan, the team and lead coaches
- Owner only: write-offs, desk refunds, Membership rules and the discount cap
- Coaches: add and invite clients, set up plans and charges, run classes and take attendance
- Assistants: the exercise library and templates, with no client billing

[Chat, groups and broadcasts](https://trainaq.com/features/chat)

## How many coach accounts does each Trainaq plan include?

Each plan includes a set number of coach accounts, and the owner’s account counts as one. The coach role is on Pro and Studio; on a plan without it, the accounts after yours are assistants. Seats are checked when an invite is sent and when it is accepted, and a pending invite uses none.

- Starter: 1 coach account + 1 assistant
- Pro: 5 coach accounts
- Studio: 25 coach accounts

[Compare plans](https://trainaq.com/pricing)

## FAQ

### Can I assign clients to trainers?

Yes, as their lead coach. The owner sets one lead coach for each client, from the owner or any active coach, in Trainaq Coach or on the web dashboard. That coach then sees the client and gets their chat pushes. Assigning assistants, or a second coach, to a client isn’t available yet.

### What can an assistant do?

Today, an assistant works in the shared library of exercises, workouts and programs. Assistants have no billing, no calendar and no attendance, can’t add clients or send broadcasts, and see only clients assigned to them. Only the lead coach can be set for now, so a new assistant starts with no clients.

### Can coaches see payments and payouts?

Coaches see the memberships, payments and dues of the clients they lead, and can sell, record payments and send payment links for them. Payouts, Trainaq’s fee invoices, payment setup and GST settings are for the owner only, and so are write-offs and refunds. Assistants see no billing at all.

### What happens when a trainer leaves?

The owner removes them from the team on the web dashboard, and their access to your business ends; their account stays theirs. Then set a new lead coach for each of their clients. Your exercises, workouts, programs and client records stay with the business, so nothing leaves with them.

### Can one person work for two businesses?

Yes. One Trainaq login can own or belong to several businesses. Switch between them from More in Trainaq Coach or with the business switcher on the web dashboard, and each business keeps its own clients, library, plans and payments. A client can have more than one coach as well.

### What happens to my team if I move to a smaller plan?

Nobody is removed. Everyone already on your team keeps their account and role. You just can’t add new people, or accept pending invites, until the team fits the plan’s coach accounts again. On a plan without the coach role, new members can only join as assistants.

### Which plans include team roles?

The coach role and lead coaches are on Pro and Studio. Each plan includes a set number of coach accounts, and the pricing page lists them. Custom roles and reports per trainer are coming soon. Every plan starts with a 7-day free trial, and no card is needed.

## Related

- [Group classes](https://trainaq.com/features/group-classes): A coach on each class type
- [1:1 session booking](https://trainaq.com/features/session-booking): Availability for each coach
- [Web dashboard](https://trainaq.com/products/web-dashboard): Team settings on a big screen
- [Pricing](https://trainaq.com/pricing): Team roles on Pro and Studio

Source: https://trainaq.com/features/team