This article is for personal trainers and coaches using the Gymkee web platform to manage their coaching business.
Audience: Coaches and personal trainers | This article is about the Gymkee web platform for managing your coaching business.
What You'll Learn
How to invite and add new clients to Gymkee
How to navigate the client list tabs (Active, Trial, Paused, Invitations)
How to open a client's profile and use each tab (Activity, Fitness, Nutrition, Health, Assessments, Habits, Personal Information, Billing)
How to take notes, edit personal information, and manage settings
How to pause, unpause, and permanently remove clients
How the trial system works when inviting with a subscription product
Overview
The Clients section on Gymkee is where you manage every aspect of your coaching relationships. From here, you invite new clients, track their progress across workouts, nutrition, health, and habits, take notes, manage subscriptions, and control access by pausing or removing clients.
Who It's For
This guide is for personal trainers and coaches who use Gymkee to manage their client roster. Whether you coach 5 clients or 500, the Clients section gives you a single place to monitor everyone.
What Problem It Solves
Without a centralized client management system, trainers lose time juggling spreadsheets, messaging apps, and paper notes. Gymkee consolidates every client's training history, nutrition logs, health data, habit tracking, assessments, and billing into one dashboard.
How do I invite a new client on Gymkee?
Click the Invite a client button in the top-right corner of the Clients page. A modal opens with the following fields.
Fill in the First name field
Fill in the Last name field
Enter the client's Email address
Choose the Client language from the dropdown (English, Francais, Deutsch, Espanol, Portugues, Italiano)
Optionally, assign a subscription product (see the trial section below for details)
Click the submit button to send the invitation
After submitting, the client receives an invitation email. They appear in the Invitations tab until they accept and create their account.
If you have reached your plan's client limit, Gymkee will show an error and prompt you to upgrade.
How do I assign a subscription when inviting a client on Gymkee?
Below the client's contact fields in the invitation modal, you will see the Assign a subscription (optional) section. This requires Gymkee Pay to be activated.
Select a subscription product from the dropdown (only active subscription products appear)
If the product has multiple active prices, choose the correct price
Optionally, click Add trial days to set a trial period (1 to 730 days, default 7)
Submit the invitation
If Gymkee Pay is not activated, you will see a warning banner with a link to set it up. Subscription assignment is only available to coaches who have activated Gymkee Pay.
What does the client list show on Gymkee?
The Clients page has four tabs at the top of the table. Each tab shows different information.
Active tab (default)
This is the main view. The table columns are:
Client: name, profile picture, and email
Fitness Program: the in-progress training program assigned to this client (if any)
Product: the active subscription product (if Gymkee Pay is set up)
Last Workout Completed: the name and date of the client's most recent completed workout
You can search clients by name or email using the search field. Select clients with checkboxes to perform bulk actions.
Trial tab
Shows clients who are currently on a subscription trial. Columns:
Client: name and email
Product: the subscription product they are trialing
Trial end: the date when the trial period ends
Days remaining: how many days are left (displayed in amber when 3 or fewer days remain)
Click View next to any trial client to open the subscription details page.
Paused tab
Shows clients who have been temporarily paused. You can select paused clients and click Unpause to reactivate them, or Delete to permanently remove them.
Invitations tab
Shows pending invitations that have not yet been accepted. Columns:
First Name
Last Name
Email
Personalized: whether the client is set to personalized coaching (Yes/No)
You can delete pending invitations by selecting them and clicking the delete action. Each invitation row also has a context menu with a delete option.
What can I see in a client's profile on Gymkee?
Click any client's name in the list to open their detailed profile. The profile has eight tabs.
Activity tab
A chronological view of all client activity: completed workouts, prescribed activities, and nutrition entries. This gives you a quick overview of what the client has been doing recently.
Fitness tab
A table of the client's workouts. You can filter by status: Done, Scheduled, or Missed. Each row shows the workout name, date, program, and relevant details. Workouts are sorted by date.
Nutrition tab
Displays the client's food day logs, including calories and macronutrient breakdowns.
Health tab
Shows wearable data synced from the client's connected devices: sleep quality, heart rate, training load, readiness score, steps, VO2 max, and calories burned. This tab includes charts and weekly summaries.
Assessments tab
Lists progress assessments and body measurements the client has completed.
Habits tab
Displays the client's assigned habits, completion rates, streaks, and trends. You can assign new habits or review existing ones from this tab.
Personal Information tab
Contains all editable client data, notes, settings, and the danger zone. This tab is described in detail in the sections below.
Billing tab
Shows the client's subscription and invoice history. Available when Gymkee Pay is active. From here you can create an invoice, record a manual payment, or start a new subscription for the client.
How do I send a message to a client on Gymkee?
Open any client's profile. In the top-right area of the profile page, click the Send a message to [Name] button. This creates a direct chat channel and takes you to the Inbox where you can type your message.
How do I take notes on a client on Gymkee?
Notes are located on the right side of the Personal Information tab in the client's profile.
Navigate to the client's profile
Click the Personal Information tab
Click the Add a note button (top-right of the Notes section)
A rich text editor opens where you can write your note with formatting
Save the note
Notes appear in reverse chronological order (newest first). Each note shows the date it was last modified and has edit (pencil icon) and delete (trash icon) buttons.
How do I edit a client's information on Gymkee?
Open the client's profile and go to the Personal Information tab. The left column contains two editable cards.
Contact Information
Click the pencil icon on the Contact Information card to enter edit mode. You can change:
First name
Last name
Email
Phone number
The Language and Country fields are read-only and reflect the client's own app settings.
Click the checkmark icon to save changes.
Physical Information
Click the pencil icon on the Physical Information card to edit:
Height (displayed in cm or ft depending on your locale settings)
Weight (displayed in kg or lbs depending on your locale settings)
Birthday
Click the checkmark icon to save changes.
Settings
The Settings card contains two toggles:
Coaching type: switch between Personalized and Non-personalized. Personalized clients receive tailored programs. Non-personalized clients follow generic content.
Client state: switch between Active and Paused. Toggling this is an alternative to bulk-pausing from the client list.
How do I pause or unpause a client on Gymkee?
You have two methods to pause a client.
From the client list (bulk action)
Go to the Clients page
Select one or more clients using the checkboxes
Click Pause in the action bar that appears
Confirm in the dialog
Paused clients move to the Paused tab. They retain all their data but temporarily lose access to Gymkee.
From the client profile (individual)
Open the client's profile
Go to the Personal Information tab
In the Settings card, toggle Client state from Active to Paused
To unpause
Go to the Paused tab, select the clients you want to reactivate, and click Unpause. Alternatively, open the client's profile and toggle the Client state setting back to Active.
How do I remove a client on Gymkee?
Removing a client is permanent and cannot be undone. There are two methods.
Bulk removal from the client list
Go to the Clients page
Select one or more clients using the checkboxes
Click the red Delete button (trash icon) in the action bar
Confirm in the dialog
Individual removal from the profile
Open the client's profile
Go to the Personal Information tab
Scroll to the Danger Zone card at the bottom of the left column
Click Remove [Name]
Confirm in the dialog
How does the trial system work on Gymkee?
When you invite a client and assign a subscription product with trial days, the trial flow activates.
The client receives the invitation and creates their account
Their subscription starts immediately in "trialing" status
The client appears in the Trial tab of the Clients page
The Trial tab shows the product name, trial end date, and days remaining
When 3 or fewer days remain, the days remaining counter turns amber as a visual warning
After the trial ends, the subscription converts to active billing or expires depending on your Gymkee Pay configuration
Trial periods can range from 1 to 730 days. The default when you click Add trial days is 7 days.
Tips
Use the search field on the Clients page to quickly find clients by name or email
Check the Trial tab regularly so you can follow up with clients before their trial expires
Take notes after every coaching session to build a history you can reference later
Use the Health tab to spot trends in sleep and recovery that might explain training performance changes
The Activity tab gives the fastest overview of what a client has been doing across all categories
Common Mistakes
Forgetting to check the Trial tab: clients may churn silently after their trial expires. Monitor the amber warnings when 3 or fewer days remain.
Removing instead of pausing: if a client is taking a break, pause them instead of deleting. Removal is permanent and erases all their data.
Not setting the client language during invitation: the language determines which translations the client sees in Gymkee. Setting it wrong means confusing onboarding for the client.
Trying to assign a subscription without activating Gymkee Pay: the product section in the invitation modal requires Gymkee Pay to be set up first. You will see a warning banner if it is not active.
Troubleshooting
Problem: I cannot invite more clients
Why it happens: You have reached the client limit for your current Gymkee plan. Starter plans allow 5 clients, Pro plans allow 35.
How to fix it: Upgrade your plan. Gymkee will prompt you with an upgrade option when you hit the limit.
Problem: A client does not appear in my list after I invited them
Why it happens: The client has not yet accepted the invitation. They remain in the Invitations tab until they create their account.
How to fix it: Check the Invitations tab to confirm the invitation was sent. If needed, delete the old invitation and send a new one.
Problem: I paused a client but they can still see their data
Why it happens: Pausing a client restricts access but does not delete data. The client retains read access to some historical information.
How to fix it: This is expected behavior. If you need to fully revoke access, you must remove the client (permanent action).
Problem: The Product column shows nothing for a client
Why it happens: The Product column only displays data when Gymkee Pay is activated and the client has an active or trialing subscription.
How to fix it: Activate Gymkee Pay from the Gymkee Pay section in the sidebar. If Gymkee Pay is already active, the client may not have a subscription assigned.
Problem: I cannot see the Billing tab for a client
Why it happens: The Billing tab (labeled "Facturation") is always visible, but its content depends on Gymkee Pay being active and the client having billing history.
How to fix it: Activate Gymkee Pay to enable full billing features for your clients.
Frequently Asked Questions
Q: Can I invite multiple clients at the same time on Gymkee? A: Each invitation is sent individually through the invitation modal. To invite multiple clients, repeat the process for each one. There is no bulk import feature in the current version.
Q: Do clients have to pay for Gymkee? A: No. Clients download the Gymkee app for free. They receive access when you invite them. If you use Gymkee Pay, you can charge clients for your coaching services through subscriptions and invoices, but this is your revenue, not a Gymkee fee to the client.
Q: What happens to a client's data when I pause them? A: All data is preserved: workouts, nutrition logs, habits, assessments, notes, and health data. Pausing temporarily restricts the client's active access to Gymkee. You can unpause at any time to restore full access.
Q: How do I resend an invitation that a client did not receive? A: Go to the Invitations tab, delete the existing invitation using the context menu or the bulk delete action, then create a new invitation with the same details.
Q: Can I assign a training program directly from the client profile? A: The client profile shows the current training program status in the Fitness tab, but program assignment is done from the Training Programs section of Gymkee. Navigate to Training Programs, create or select a program, and assign it to the client.
Q: What is the difference between personalized and non-personalized coaching? A: Personalized clients receive individually tailored training and nutrition programs. Non-personalized clients follow more generic content. You can toggle this setting in the Personal Information tab under the Settings card. It changes the coaching type toggle between "Personalized" and "Non-personalized."
Q: Is there a maximum number of notes I can create for a client? A: There is no limit. You can add as many notes as you need. Notes support rich text formatting, and they are displayed in reverse chronological order so the most recent note always appears first.
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