Why This Matters

Clients are your business' lifeblood; the people that have joined your business! The client profile is your main hub for managing clients in your system. Admins, Managers, and Coaches can create and manage clients right from Wodify Core, under People > Clients.

Step-By-Step How To

Creating a New Client

Follow this method to create a client right from your Wodify account. You can access this icon on any screen in your Wodify core account, except for the client page.

1. Navigate to People > Clients and select Create Client, OR use the Hotkey by pressing SHIFT + C
2. Enter client information:
   • First and last name
   • Email
   • Gender
   • Date of Birth
   • Mobile number (optional)
   • Client Owner (optional)
   • Client status (optional)
   • Default location & Program (optional)
3. If the client is a dependent, switch on "Dependent (no Wodify login)"
4. Enter the guardian information by:
   • Searching for an existing client in the search bar
   • OR creating a new profile.
5. Select Create Client button in the bottom right corner.
6. To view the client profile after creating, click view on the banner. This will take you straight to their profile.  
7. To view their profile from the client menu: Go to People > Clients
8. Once the new client profile is created, the client will receive your Welcome Email with a link to confirm, set up, and access their new Wodify account.

Navigating Personal Information

Once a client has been created, you can check their profile for just about any information you need about them! Here’s a look at each tab of the client profile:

1. Membership & Payments:
   • View and edit all invoices for the client
   • View and edit memberships
   • Update the client’s payment information
2. Attendance
   • See attendance history and upcoming reservations for the client
   • Remove late cancellation and no-show designations
3. Documents
   • View signed contracts and waivers
   • See which waivers and/or contracts still need to be signed by the client
   • Email a copy of a missing waiver/contract, or upload a copy signed outside of Wodify
   • View the clients submitted waiver questionnaire answers
   • Add any other file attachments needed
4. Activity Feed
   • View a log of all activity in a client's profile, including time stamps and who triggered the event. This includes:
     • Communication: including email, SMS, In-app Chat, Announcements
     • Class & Appointment Activities: including reservations, sign-ins, cancellations
     • Profile updates: including general info updates, membership purchases and changes, at-risk/Retain updates
     • Progression Tracking: including track assignments, promotions
     • Workflows: including enrollments, triggers for a workflow, actions completed by a workflow
   • You can filter the list for specific event types, users, and more; or use the search bar to find a specific activity
   • Many of these activities (like profile changes and progressions) can be expanded for further detail by clicking on the arrow on the right side of the activity when available
5. Profile
   • View and edit the client's contact/personal info
   • Adjust roles and permissions (Client, Coach, Manager, Admin, Staff)
     Understanding Permissions for Client, Staff, Coach, Manager, and Admin Roles
   • Adjust the client's default location, program, etc
   • Add Emergency contact info
   • Add in Client Owner Managing Clients with Tags, Notes, and Custom Tabs
   • Groups (only available on Promote & Legacy)
     • Add clients to a group
     • Assign Guardian and Dependent roles
     • Share payment methods between group members
     • See other members of the client’s groups
6. Workflows
   • View and edit current and past workflows they are/were attached to  

More Information

Once you've created a client, check out these articles for your next steps:

• Adding a Membership to a Client Profile
• Deactivate and Reactivate Clients

FAQs

1. "What should I do if a new client already has a Wodify account with another gym?"
   Answer: Create their profile with the exact same steps listed above. If a client has previously used Wodify at another business, they can merge their accounts and reference their all-time performance history as long as they’re signed up with the same email address. Take a look at this article for more detail on this: Transferring Clients From Another Wodify Business
2. "How do I make a client profile from a lead profile?"
   Answer: In People > Leads > click into the Lead profile > click Convert in the top right hand corner.