The Protocol CRM
help center.
Guides, feature walkthroughs, and answers for coaches running their business in Protocol. New here? Start with the quickstart.
New to Protocol CRM? Start here — what it is, how to set up your business, and the core ideas that make everything else click.
Clients
Your roster and each athlete's profile — contact info, fitness and health profiles, progress, biometrics, labs, assigned plans, billing, and chat.
Your reusable library — training and exercises, nutrition templates, media, multi-phase programs, forms and check-ins, and automations. Build once, assign to anyone.
Build standard, simple, or video-guided workouts from your exercise library — sections, supersets, sets and reps with an advanced intensity builder — then watch clients log them on mobile and review every session from your dashboard.
Building a workout
Assemble a workout from sections, groups and exercises — set sets, reps, weight, RIR/RPE, tempo and rest, group exercises into supersets and circuits, and program per-set intensity with the advanced builder.
Creating custom exercises
Add your own movements to the exercise library — name them, attach a demo image and video (upload, YouTube, or your media), and set muscle groups, equipment, difficulty and alternatives.
Logging workouts (mobile)
How clients work through an assigned workout in the app — logging each set's reps, weight and RPE in the standard logger, or following along in the video-guided player and marking each move done.
Reviewing logs (web)
See every workout a client logs from your dashboard — daily trends, a day-by-day session breakdown, the exact sets they completed (editable), and a per-exercise history.
Build forms and questionnaires, collect onboarding intake and weekly progress check-ins, watch the numbers and photos build up in each client's profile, and let an automation draft an AI progress report for you to approve.
Building forms
Create intake questionnaires, surveys and check-in forms — pick a layout, add from eleven question types, map check-in answers to tracked metrics, then start from a template and share or assign.
Check-ins & progress tracking
Use forms as onboarding intake and weekly progress check-ins, see exactly what gets tracked, log entries yourself, and compare a client's numbers and photos over time.
Automations & AI reports
Set up the Progress Report automation step by step — choose its trigger, what the AI reads, and the report it drafts — then review, edit and approve each report before anything reaches the client.
Planning
Your day-to-day operations — calendar and appointments, tasks, a public booking page, and meeting transcripts.
Talk to your clients in real time — rich-formatted messages, photos and voice notes, @mentions, edits, read receipts, and announcement-only groups. Web and mobile, fully in sync.
Messaging basics
Start conversations, send messages, reply to a specific message, and read the status icons — everything you need for day-to-day chat.
Formatting & mentions
Make messages clearer with bold, italic, lists of formatting, links, inline code and code blocks — and pull someone in with an @mention that notifies them.
Editing & deleting messages
Fix a typo or wrong number after you've sent it — edit any of your messages at any time, delete ones you don't want, and copy text out.
Photos, files & voice
Send images, videos and documents — from your device or your Vault media library — plus voice notes, emoji, and saved message templates for things you type often.
Announcement & read-only groups
Run a group where only you (and admins) can post — perfect for broadcasts, cohorts, and announcements — by setting roles and per-person posting permission.
Notifications
How chat notifications work — when a push is sent, who gets it, what an @mention adds, and how it behaves when the app is already open.
Messaging on mobile
What chat looks like for your clients in the branded mobile app — what they can read, how they send and manage messages, and the one difference from the web composer.
Sell to your clients and get paid — products and packages, subscriptions and renewals, purchases and invoices, and checkout settings.
The branded mobile app your clients use — preview it and configure its branding so it looks like yours, not ours.
AI agent
Connect your own AI assistant — Claude or ChatGPT — to your Protocol account and run your coaching by chat. Build and edit programs, analyse your roster, and get plain-language rundowns, with the risky actions held for your approval.
Connecting your assistant
Connect Claude or ChatGPT to Protocol — two ways, depending on your app — plus managing and revoking the agent keys that grant access.
Building & editing programs
Describe a program in plain language and your assistant builds it as a draft in your Vault — then you review the exact changes and apply. Bulk edits across weeks work the same way.
Analysing & summarising
Ask open-ended questions across your whole roster, get plain-language rundowns and check-in summaries, and have the assistant draft the follow-up — all from chat.
Approvals & safety
What the agent does on its own versus what it holds for your approval, how the data sent to your AI provider works, and how to see activity and revoke access.
Integrations
Connect your clients' wearables and health apps — Apple Health, Health Connect (Android) and WHOOP — so their steps, sleep, heart-rate and recovery flow straight into their profile. You review it all in one place.
Apple Health (iPhone)
Let an iPhone client share steps, sleep, heart rate, HRV and body metrics from Apple Health — connect once on their phone, then it keeps syncing.
Health Connect (Android)
The Android equivalent of Apple Health — let an Android client share steps, sleep, heart rate and body metrics through Google's Health Connect. Connect once, then it keeps syncing.
WHOOP
Link a client's WHOOP account to pull recovery, strain and sleep performance straight into Protocol — a quick one-time sign-in, then it keeps flowing on its own.
Reviewing a client's biometrics
Your read-only window on everything a client has synced — steps, sleep, recovery and body metrics — as trend charts in one tab, plus how to import data you have on paper.
Manage your own account — profile, organization, team, your Protocol subscription, and notifications.
Quick answers to the questions coaches actually ask — the non-obvious ones about logging in, onboarding, programs, nutrition, check-ins, billing, and the app. Grouped by area, most-asked first.
Accounts, login & onboarding
How clients log in (and what to do when the code doesn't arrive), how to add and onboard clients the right way, and how teams and logins work.
Programs & workouts
Building workouts and programs — supersets and circuits, per-set weights, simple vs advanced modes, phase meanings, and why video-guided playback or week numbers sometimes surprise you.
Nutrition
Custom foods and servings, adding supplements correctly, reusable food groups, multi-day plans, and how photo/text food logging works.
Progress & reports
Check-in reminders and time windows, saving drafts, units, where logged reports land, and a few behaviours that look like bugs but aren't.
Billing & payments
Subscriptions and renewals, tax rates, Stripe keys, payment links, in-app purchases, and what uses AI credits.
App, devices & integrations
App updates and branded apps, device support and health sync, opening links, booking buffers and capacity, the calendar, and running admin from a phone.
Help for the people being coached — using the mobile app to follow programs, track progress, log nutrition, message your coach, and book sessions.
What's new in Protocol CRM, by release — new features, improvements, and fixes, newest first. Many entries link straight to the guide for the feature.
Release 1.5.1
June 8, 2026 — sharper reminders & scheduling, cleaner workout logging, reliable note autosave, team-account library controls, and a batch of coach-requested fixes on top of 1.5.0.
Release 1.5.0
May 31, 2026 — the big two-month release. A smarter client dashboard, time-sensitive reminders, deeper workout & nutrition tracking, the client web app, and a long list of improvements and fixes.
For developers — authentication, endpoints, and examples for building on top of Protocol.