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.
Client profiles
What each profile tab captures — fitness, health, behavioral, and nutritional — plus progress, biometrics, and labs.
Form reminders & the check-in worklist
Automatic escalating reminders when clients miss any form — weekly check-ins, onboarding, or other forms — plus a worklist to track every one by state.
Your reusable library — training and exercises, nutrition templates, media, multi-phase programs, forms and check-ins, and automations. Build once, assign to anyone.
Training templates & the exercise library
Build reusable workout templates from your exercise library, then assign them to any client.
Recipe names from ingredients
Swap ingredients in a recipe and regenerate its name in one click - and set your own naming rules.
Per-client placeholders in plans
Leave a blank in a nutrition label once, then fill it in per client when you assign the plan - no editing day by day.
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. Or bulk-create exercises straight from videos in your Vault.
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 turn a check-in into a progress report — written by you or drafted by AI — that you approve before it reaches the client.
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.
Progress reports
A progress report turns a client's check-in into a short, sendable summary plus private notes for you. Write one yourself or let AI draft it, then approve it — that's the moment it reaches the client's app and they get a notification.
Automations
Set up the Progress Report automation step by step — choose its trigger, what the AI reads, and the report it drafts — so every new check-in produces a draft report waiting for your review.
Add a chat message to a client's Progress Entry
The "Add to Progress Entry" action on any chat message (or media tile in the Shared content drawer) files that message's text and attachments into the client's progress log, either as a new dated entry or appended to an existing one.
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, emoji reactions, read receipts, and announcement-only groups. Web and mobile, fully in sync.
Messaging basics
Start conversations, send messages, reply to a specific message, read a conversation row at a glance, and understand the status icons. Everything you need for day-to-day chat.
Search your chats
The search box at the top of the chat sidebar finds people and groups by name across your whole inbox, and searches the text of your messages too, so you can track down the conversation where something was mentioned even when you can't remember who you said it to.
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 or a link out of any message.
Reacting to messages
Answer a message with a single emoji instead of typing "got it" for the tenth time today. Reactions work on web and mobile, both you and your clients can use them, and they appear instantly for everyone.
Photos, files & voice
Send images, videos and documents, from your device or your Vault media library, plus voice notes you can play back at 1.5x or 2x, 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 with press-and-hold (the one gesture worth telling every client about), how they know a message reached you, and the one difference from the web composer.
Filter conversations (All, Unread, Drafts)
A one-tap toggle at the top of the chat list narrows your inbox to only unread conversations, or only the ones where you left a draft, so nothing waiting on you gets buried.
Browse shared media, files & links in a chat
A gallery icon in any conversation header opens the "Shared content" drawer — a searchable history of every image, video, document, and URL ever exchanged in that thread, organised by type.
Sell to your clients and get paid: products and packages, subscriptions and renewals, installment plans, purchases and invoices, and your shop configuration.
Products
Everything you sell, from coaching packages and session packs to bundles and digital downloads: product types, how a client pays, pricing and tax, access duration, and linking plans.
Subscriptions & renewals
Set up recurring billing so clients are charged automatically: billing cycles, renewal timing, and what clients see.
Selling in installments
Split a one-off purchase into several dated payments, record full or partial payments against each one, see at a glance which plans are overdue, due soon, on track, or fully paid, and set up reminders for your clients and late-payment alerts for yourself.
Purchases & invoices
Every sale you have made and every invoice behind it: creating purchases, the statuses a purchase moves through, session credits, pausing and resuming, and working with invoices.
Shop settings
Configure the shop once and everything you sell inherits it: your Stripe connection, tax rates, invoice branding and business details, and payment reminders.
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 assign programs, analyse your roster, and get plain-language rundowns. Changes happen live, bounded by the access you grant when you connect — and you can disconnect anytime.
Connecting your assistant
Connect Claude or ChatGPT to Protocol by adding one connector URL — then sign in and approve in your browser. Choose how much access to grant, and disconnect anytime. No keys to copy.
Building & editing programs
Describe a program in plain language and your assistant builds it live in Protocol — as a reusable library template by default, or assigned to a client when you say so. 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 write a suggested reply for you to send yourself — all from chat.
Safety, scopes & privacy
How the access you grant decides what your assistant can do, the hard limits no access level can cross, what data leaves Protocol for your AI provider, and how to see your connected agents and disconnect them.
Live technical MCP reference
The canonical list of the tools your AI agent can call on Protocol — 18 intent verbs grouped by access level, the entities they read and write, and the connection facts (MCP standard, connector URL, server version). For power users and developers wiring up an MCP client.
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.
The in-app health snapshot
Once a client connects a wearable, their latest numbers also show up on the home screen of your app — recovery, sleep, activity and body metrics at a glance, WHOOP first and Apple/Health Connect as a fallback.
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 manual/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, running admin from a phone, and what to tell clients about chat on their 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 1.5.3
July 7, 2026 — a shared team inbox, a first-class AI Agent with live activity, a big chat upgrade (shared-media drawer, all/unread filter, whole-inbox search, shared drafts), per-client plan placeholders, favourites, API keys & Integrations, faster nutrition building, and a wide batch of fixes.
Release 1.5.2
June 14, 2026 — richer chat, AI-drafted check-in summaries, Apple Health / Google / Whoop and Google Calendar sync, smarter nutrition logging, team library controls, global search, and a batch of billing and Tasks fixes.
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 — authenticate with an API key and call the Protocol REST API to build your own integrations.
Creating & using API keys
Create an API key, keep it safe, authenticate a request with it, find the API reference, and revoke a key. Owner-only.
API rate limits & AI usage budget
Request rate limits per API key, the 429 + Retry-After contract, and the 402 you'll see if AI-backed calls exceed the monthly AI budget.
Webhooks
Get notified when things happen in Protocol. Register an endpoint, choose events, verify the signature, and read the delivery log. Owner only.