How BrixFit coaches onboard a new client in under 30 minutes

A fast fitness client onboarding process reuses what you already know about the client, starts from templates instead of blank pages, and sets the check-in rhythm on day one. In BrixFit that takes under 30 minutes of coach time: convert the lead, send the onboarding form, personalise a workout and nutrition template, set the check-in, and the client is training in the app within 48 hours.

This is the product-led companion to our client onboarding template. The template gives you the messages and form fields; this post shows the same seven steps running inside BrixFit, with the time each one takes.

Times are typical for a coach working from templates; a complex medical history or a first-ever template will take longer.

Step 1: Convert the lead (2 minutes)

The client already filled your lead form, so you already know their goal, timeline and contact details. When they say yes on the call, convert the lead into a client. Their answers carry over, so you never re-type a phone number or ask "what was your goal again?"

If a client comes to you directly, without a lead form, add them as a client and collect their onboarding answers in step 2.

Step 2: Send the onboarding form (2 minutes)

Your onboarding form collects what the lead form did not: training history, equipment, schedule, food preferences and health screening. Build it once with the form builder, with conditional questions so clients only see what applies to them (injury details only if they report an injury, for example). Then send it to every new client in a couple of clicks.

Send a short welcome with it:

Welcome aboard, Karan! Download the BrixFit app and log in with the details I just emailed you. First job: fill in your onboarding form, it takes about 10 minutes. I will have your plan ready within 48 hours of receiving it.

For the questions to include, see our fitness assessment form template.

Step 3: Review answers and screening (6 minutes)

Read the answers with one question in mind: what does this person need in week one to feel progress? Flag any health screening answers that need a doctor's clearance before training, and note food preferences for the nutrition plan.

Step 4: Build the workout plan from a template (8 minutes)

Start from your closest template, not a blank page. Swap exercises for their equipment and any injuries using the 1,500+ exercise library, adjust volume to their experience, and assign it. The plan appears in their app immediately.

Once they start training, session reports show time, weight and reps per session, and let you compare workout days, so you can see whether week one went to plan.

Step 5: Build the nutrition plan from a template (8 minutes)

Pick your closest nutrition template, set their targets, and give each meal options and substitutes from the 10M+ food database. A client who can swap rice for roti or paneer for chicken inside the plan stays on it far longer than one following a rigid PDF.

Step 6: Set the check-in rhythm (2 minutes)

Assign your check-in form and set the day: daily for new clients who need structure, weekly for most. Ask for weight, measurements and photos on the first check-in as the baseline.

Turn on activity alerts so you hear when the client checks in, logs weight or goes quiet for the number of days you choose. That way you step in during week two, not at renewal. Our check-in system covers what to do with each check-in.

Step 7: Schedule the 30-day review (1 minute)

Add a follow-up for day 30 while the client is fresh in your mind. The 30-day review is where you celebrate progress, adjust the plan and set the next milestone. It is also the first step towards renewal.

What the client sees

From the client's side, onboarding feels simple and personal:

1. They download the BrixFit app on iOS or Android and log in.
2. They complete the onboarding form in the app.
3. Within 48 hours, their workout and nutrition plans appear.
4. On their check-in day, the check-in is waiting for them.

On paid plans, they also get progress photos with side-by-side and slider views, body measurements, habits, tasks and in-app chat with you, and they see your branding after login on eligible plans. Before sending anything, use "View Portal" to see exactly what the client sees.

Make it faster every month

• Grow your templates slowly. Every time you build a plan you will reuse, save it as a template.
• Refine the onboarding form. If you ask the same follow-up question twice, add it to the form.
• Keep the welcome message consistent. Clients relax when next steps are numbered and specific.

Try it with your next client

The free plan covers up to 3 active clients with the workout builder, nutrition builder, check-ins and the client app, with 1 workout and 1 nutrition template plus custom plans for each client. For a limited time, the BrixFit lead CRM is also free with unlimited leads, so the whole path from lead to onboarded client runs in one place. Create a free account and onboard your next client in half an hour.