Client profiles
The client record: the header and its stage, label and app-view controls, each of the ten Overview cards and what it can do, arranging them into a grid of your own, the seven tabs, and what the Personal profiles capture.
Every client has a record that gathers everything about them in one place. It opens on Overview and carries seven tabs across the top.
| Tab | What it holds |
|---|---|
| Overview | The nine cards below: where this client is right now |
| Tracking | Everything they have recorded over time, in ten panels. See The Tracking tab |
| Calendar | Their sessions, calls and consultations |
| Library | The files you have shared with this one client |
| Personal | Their profiles, who coaches them, and the actions on the record |
| History | One timeline of everything that has happened. See The History tab |
| Billing | Their purchases and invoices |
There is no Plans tab. Plans live on the Plans & programs card on the Overview, which is where you assign and edit them.
The record header
The strip above the tabs is the same on every tab, and three of its controls are the only place in Protocol that does what they do.
Moving a client to another pipeline stage
The first chip is the client’s lifecycle stage, and clicking it is how you move somebody through your pipeline without opening the board. The menu lists every stage you have, in your own board order, with No stage at the bottom for taking somebody out of the pipeline entirely.
A client sits in exactly one stage at a time. If the chip reads No stage, they are not on the board yet. Which stages exist, and what order they come in, is yours to set in Configuration.
Labels on a client
The second chip is their labels. Clicking it opens the picker, where you add and remove them, and you can type a name that does not exist yet to create it. The chip shows the first label and a count of the rest. See Client labels.
The header buttons and the ··· menu
Three round buttons sit at the right of the header:
| Button | What it does |
|---|---|
| Chat (the speech bubble) | opens your chat with this one client as a panel over the record, so you can read and reply without losing your place |
| App view (the phone) | opens the client’s own app as they see it, for checking what you have actually published to them |
| ··· | the less-used actions, below |
The ··· menu holds:
| Item | What it does |
|---|---|
| Login code | issues a fresh access code for somebody who cannot get in |
| Body fat calculator | a calculator from their measurements. Only on some accounts, so your menu may hold one item rather than two |
App view and login codes are covered in Login codes, app view, coach assignment and deleting a client.
The overview
The tab you land on answers “where is this client right now” without opening anything else.
It is a grid you arrange yourself. Since 9 September 2026 the cards below sit in a grid of cells with a Configure button under them, exactly like your own dashboard: you choose how many columns and rows, what goes in each cell, and which cards are two rows tall. One arrangement covers every client, so you set it up once. The controls are the same ones described in Arranging your dashboard, and what follows here is what each card does rather than where it sits.
The arrangement below is the one Protocol ships with.
Nine cards in three columns. Every one of them can be acted on, not only read.
The Plans and programs card
Where this client’s training and nutrition both live. There is no plans tab on the record; this card is it. Start from template copies something out of your Vault, Blank plan builds one from nothing, and a plan opens on its own screen.
Each row carries the plan’s name, a state chip and, where the plan has a start date and a length, a thin bar of elapsed time. Assigning is covered in Assigning a plan, what each state means to the client in Plan statuses, and the roster-wide view of the same plans in Programs across your clients.
Nothing you build shows up in the client’s app until this card has something in it, so on a new client it is the one to do first.
The Purchases card
What this client has bought and what is still running. New records a payment on the spot, which is how you log a sale a client paid you by cash or bank transfer: name, amount, date, optional product, a few seconds while you are with them. It is the same quick add described in Purchases and invoices, and the full form with tax, expiry, linked plans and instalments is in the Shop.
The link at the foot of the card opens this client’s Billing tab, which is the whole ledger rather than the last few rows.
The Intake card, and reading a client’s answers
The client’s initial questionnaire, one click from reading what they wrote. On somebody you have not met it is the first thing worth opening, which is why it sits on the screen you land on rather than three clicks into Tracking.
If they have not filled one in, the card offers Send one and sends it from here. If they have, the row reads On file with the date, and clicking it opens what the client wrote, question by question.
The Scheduled reminders card: set a check-in reminder for this client
The automatic nudges going out to this one client: which form, how often, and when the next one goes. This is where you set somebody up on a weekly check-in, or on any other repeat. Add reminder opens a short wizard, and you can send one immediately rather than waiting for the schedule. Everything about the reminder ladder behind it, including how to stop it for one client without changing anybody else, is in Form reminders and the check-in worklist.
The Next appointments card
The sessions, calls and consultations booked with this client in the next month. Schedule books one without leaving the record, and clicking a row opens it to edit or cancel.
This is the complement of Scheduled reminders, and the two are easy to confuse: an appointment is time in a diary that you and the client both keep, a reminder is a message the app sends them. Booking one does not send the other.
The Check-ins card
The last few things this client sent you and anything still outstanding, in one list, newest first. It mixes progress check-ins, form submissions, and check-ins that are due or late.
A row that has arrived is clickable and opens the full review, the same screen you would reach from the check-ins list, so you can read it and write your reply without leaving the record. It carries two chips: Client submitted, and where your report on it has got to: No report, Draft ready, Report sent or Report failed, with Urgent in front when the report was flagged urgent. A row that is still waiting on the client carries a Due, Due soon, Missed or Overdue chip and does not respond to a click, because there is nothing to read yet.
Each row is named after the form it came from, so a weekly check-in and an onboarding form are easy to tell apart.
Show all in the card header opens this client’s Tracking tab on Check-ins, with every check-in they have sent.
The card has no empty-state button, deliberately: submissions start arriving once a check-in reminder is running, which is the card above it.
The Snapshot card
Three tiles of this client’s most recent measurements, taken from their latest check-in. It is a reading, not a calculation: whatever they last recorded, in your unit system.
If the tiles show dashes, this client has recorded nothing yet. The dashes are deliberate, marking a slot waiting to be filled rather than a number being asserted, and Record baseline opens the check-in form so you can take a first set yourself. Every later reading is compared against that first one.
This is not the same thing as the in-app health snapshot, which is wearable data on the client’s own home screen. That one is in The in-app health snapshot.
The Todos card
Todos are what the CLIENT owes you: a form to fill in, a photo to send, a check-in to submit. Tick one off when the client already gave it to you another way, in person or over chat, so they stop being chased for something you have. Delete one you sent by mistake, or add one by hand with New. The client sees these; they are the list of what is being asked of them.
All todos at the foot opens the same queue across every client.
The Tasks for you card
Tasks for you are what YOU owe them, and this is where you make yourself a note to follow up on something: chase the insurance letter, ring them about the shoulder, rewrite the block before Monday. Only you and your team ever see these, and the client never does.
Tick one to complete it, click it to open the full editor with subtasks, priority, due date and assignee. Completed ones are hidden behind Show completed rather than deleted. They live on your Client tasks board, and the whole board is one click away at the foot of the card. See Tasks, boards and the client tasks list.
Todos and Tasks for you are the pair people mix up, and the difference is only ever who owes the work: the client, or you.
Why there is no adherence score
Coaches ask for one, and there is nothing on this record claiming a percentage, a ring or an on-track/at-risk verdict. That is a deliberate omission rather than a gap in the screen: Protocol does not measure adherence, so any number here would be invented.
What you get instead is the honest version. The plan bar is elapsed calendar time against the plan’s length, the Check-ins card is what actually arrived and what did not, and the Nothing logged filter on the Programs list finds the clients who have stopped recording entirely.
A brand-new client
On somebody you added five minutes ago every card is empty, so each one says what it is for and gives you the way to fill it:
| Card | What it offers |
|---|---|
| Plans & programs | Start from template, or Blank plan. Both open here on the overview, without moving you to another tab. Nothing you build shows up in the client’s app until this card has something in it, so it is the one to do first |
| Scheduled reminders | Add reminder opens a short wizard: what you are scheduling, then which form, then when it goes out and how often. It finishes on the appointment dialog so you can read the whole thing back before it is saved |
| Next appointments | Schedule a session, call or consultation |
| Purchases | Record purchase, the same quick sale as the New link |
| Intake | Send one opens the send form here on the overview |
| Snapshot | Three empty slots and Record baseline, which opens the check-in form on the spot. A first set of measurements is what every later reading is compared against |
| Todos, Tasks for you | Add a todo / Add a task |
Check-ins is the one card with no empty-state button, for the reason given above: it fills itself once a reminder is running.
The Personal tab
Personal is where you keep who the client is: their contact details and app access, the four profiles a plan is built from (fitness, health, nutrition, behavioural), which coaches work with them, and the actions that re-run onboarding, issue a login code or delete the record. It has its own guide: The Personal tab.
Two things about it are worth knowing before you open it. The four profiles save as you go, with a line under the heading that says Saving, then Saved; Contact is the exception and keeps a Save button, because it holds the email the client signs in with and the switch that turns their access on and off. And the email itself stays locked until you click the padlock, because changing it changes their login.
Tracking
The Tracking tab is everything the client has recorded over time: ten panels in four groups, reached from a rail down the left. It has its own guide, because it is the screen you will spend the most time on: The Tracking tab.
Two things about it are worth knowing before you open it. Configure is your setting rather than the client’s, so the layout you choose applies to every client you open. And every measurement is shown in your unit system, taken from your own profile, never the client’s. Both are explained in the Tracking guide.
What the client sees
Whatever you assign appears for the client in their mobile app, where they follow workouts, log sessions and track meals. Todos appear there as what they still owe you. Tasks for you never do.
Billing and chat
The Billing tab holds this client’s money in two views, Overview and Purchases: what they have bought, what is running, and the invoices behind it.
Chat is not a tab. The chat icon in the record header opens your conversation with that one client as a panel over the record, with a badge for unread messages, so you can read and reply without losing your place. The full messaging area, with every conversation in it, is Messaging.