📝 Overview

The PT feature in BoxMate PLUS gives coaches their own personal training dashboard, completely separate from the main gym programming calendar. Each coach with a PT pass can add their own clients, build individual programming, track progress, set goals, communicate via 1-1 chat, and view everything from both the desktop admin area and Coaches' Corner on mobile.

This guide walks through every aspect of the PT dashboard, from initial setup all the way through to how your clients experience and log their PT sessions in the app.

🔑 Authorizations

The PT feature is available as part of BoxMate PLUS. Access is managed through PT passes, which the root admin applies to coaches.

Your gym account must be on BoxMate PLUS to access Personal Training.
Up to 5 coaches (including the root admin) can hold a PT pass and have access to their own PT dashboard.
Only the root/main admin can apply or remove PT passes, and transfer clients between coaches.
Each coach with a PT pass has their own private PT dashboard, other coaches cannot see each other's clients or programming.

🛠️ Setup

Before coaches can use the PT dashboard, they need to be granted a PT pass by the root admin. Once a coach has their pass, they can then add clients and begin programming.

👨‍💻 Giving Coaches PT Access

To grant a coach access to their own PT dashboard, navigate to Administrators from the sidebar menu. Find the coach you want to set up, then:

Click the 3 dots next to the coach's name.
Select Apply PT pass.

The coach will now have their own PT dashboard unlocked. A PT pass symbol will display next to any coach in your admin list who has been granted this pass.

💡 To remove a PT pass at any time, click the 3 dots next to the coach's name and select Remove PT pass.

➕ Adding Clients to Your PT Dashboard

Once a coach has their PT pass, they can access their PT dashboard by navigating to Programming ➜ Personal (PT) from the sidebar menu. From here, you can start adding clients and building their sessions.

Click the arrow to learn how to add an existing member as a PT client

From your PT dashboard, click Manage Clients.
From the client list screen, click Add New.

From the pop-up, select the member you are adding.
Choose a colour for them - this helps each client stand out clearly on your calendar.
Click Add client.

You can add as many clients as you need this way.

Click the arrow to learn how to add a PT-only client who is not a full gym member

If you have clients who attend PT sessions but are not full gym members, you can still add them to BoxMate and programme for them in the PT area. They won't have access to any other gym programming.

Head to Members ➜ Members List from the sidebar menu.
Click Add Member in the top right.

Fill in the member's details from the pop-up.
Before adding the member, tick Only allow member access to PT programming.
Click to add the member.

💡 This is ideal for clients who aren't on a full gym membership — they can view and log their PT sessions in the app without seeing any of the main gym programming.

Once you have finished adding clients, click PT dashboard to return to the main PT dashboard area.

🛠️ Building Programming for PT Clients

There are two ways to build programming for your PT clients — directly from the PT dashboard, or by applying a pre-made block of sessions. Both methods are covered below.

📣 Building Sessions from the PT Dashboard

From your PT dashboard, select the client you need from the dropdown at the top of the screen. You can either build sessions from here, or if you already have a block of sessions pre-made, you can assign them to a client instead.

Click the arrow to view the process of building sessions in the Weeks view

Once your client is selected, click Weeks across the top.

This opens the week's view programme builder, where you can build a full week of sessions side by side for that client, exactly as you would with your main gym programming. The AI programming assistant is also available here to help you build sessions.

To programme this same week for a different client, click Actions ➜ Duplicate week.

From the duplicate pop-up, select the client, choose the start date, and decide how workouts should be handled:

Choose Re-create workouts when duplicating to a different client, so brand new workouts are created and progress is tracked separately.
Choose to keep workouts linked when duplicating to the same client in the future, so they will see progression on those workouts over time.

Click Duplicate to confirm.

Click the arrow to view the process of building a session from the month view

Click Overview to return to the full month calendar view for the selected client. Then click on any day to open the full session builder and build that session in detail.

Clicking More options allows you to:

1️⃣ Save the session as a draft if you haven't finished building it.

2️⃣ Add the session across multiple dates when saving.

3️⃣ Add videos and images to the session.

Once ready, click Save session to add it to your client's calendar.

Click the arrow to learn how to view and edit all clients' sessions on one calendar

From the dropdown, click View All Clients to see all your PT clients' sessions together in their different colours on one calendar.

Click on any session to bring it up on the right-hand side of the screen, where you can view and live-edit it. You can also click, hold, and drag sessions to move them around the calendar.

📚 Programming from a Pre-made Block

If you have already built a block of sessions that you want to apply to a PT client, navigate to Programming ➜ Blocks from the sidebar menu.

Click the arrow to view the process of applying a block to a PT client

Find the block you want to apply and click the 3 dots underneath it.
From the pop-up, select PT client.
Choose the client you are applying the block to.
Select the start date for the block.
Confirm - those sessions will now appear on that client's PT calendar from the date you selected.

💡 Tweaking a session from the PT dashboard after applying a block will not affect your original saved block. All changes are specific to that individual client only.

👨‍👩‍👧‍👦 Managing Your PT Clients

The PT dashboard gives you a full view of each client's data, progress, goals, and notes, all in one place. Here's everything you can do from the client management area.

🧑‍💻 Viewing Client Details & Progress

From your PT dashboard, select a client from the dropdown and click Client from the top tabs. From here you can:

Use the record search to look up any exercise or movement and track your client's weights and progress over time.
View and set goals for your client.
Make and keep notes on your client's journey with you.

By clicking Manage Clients, you can see all your clients in a full list. Clicking on a client's name takes you to their full profile, where you can also use the AI assistant to query their training data directly.

📊 Client Overview & Compliance

From your PT dashboard, click Manage Clients in the top right corner to view all your clients in list view. From here you can see each client's compliance percentage, showing how many of their programmed sessions they have completed.

The 3 dots next to each client's name allow you to update their colour or remove them. If you are the root admin, you will also see a third option - Transfer Client - which lets you move clients between different PT coaches at your gym.

📲 Communicating with PT Clients

From your PT dashboard, select a client from the dropdown and click Announce in the top right. This opens a pre-filled notification to send to your client, letting them know that new sessions are ready for them to see in their timetable.

For 1-1 messaging, click Inbox from the PT area to view all messages from all your clients in one place. You can also monitor this from the Coaches' Corner inbox on your phone, and open a client chat directly from underneath any PT session.

🧮 Adding Scores for Clients

You can add scores on behalf of your PT clients from both the admin area on desktop and from your phone via Coaches' Corner.

Click the arrow to learn how to add a score from the admin area

Find the session in the PT dashboard that you want to add a score to.
Click the green plus icon next to the relevant component.
Enter the score on behalf of the client from the pop-up and save.

Click the arrow to learn how to add a score from your phone

From the Clients tab in Coaches' Corner, choose the client you need.
Tap the 3 dots next to their name.
Select View sessions from the pop-up at the bottom of the screen.
Tap the session you want to add a score to.
Add the score using the plus button.

📱 Using PT from Your Phone as a Coach

Coaches can manage their PT clients, view sessions, and read client messages directly from the Coaches' Corner in the BoxMate mobile app, no need to be at a desktop.

To access PT on your phone, tap the lock icon on the 6th tab in the app to open Coaches' Corner, then tap PT clients.

From here you can:

🟢 View a full calendar overview of upcoming sessions for all your clients.

🟢 View sessions in list view.

🟢 Tap Clients to access the PT chat area and additional client actions.

🧑‍💻 Customer View - How Clients Experience PT

Here is how your clients see and interact with their PT programming from the BoxMate app.

👀 Viewing PT Sessions

Clients access their PT programming from the usual Timetable tab in the app. If a session has been programmed for them that day, it will appear at the top of the timetable alongside the main gym programmes.

A notification pop-up will also remind them that they have a PT session programmed for the day.

To view all upcoming PT sessions, clients can swipe right or tap the burger menu, then tap My programming to see their full PT calendar. Sessions programmed for them will show an orange dot; completed sessions will show a green dot.

📝 Logging Scores & Completing Sessions

Clients can open any PT session, log their scores as normal, and once finished tap Mark session complete. This notifies you that the session has been done, and clients can also leave feedback on how the session went for you to review.

💬 PT Chat

By tapping PT chat, clients can open their 1-1 chat directly with their coach. Any messages the coach sends them about sessions will also appear here. Coaches can view all PT client messages from the Inbox in the PT area of the admin.

❓ Frequently Asked Questions (FAQs)

Find answers to common questions or additional details that may not be covered in the main instructions.