Active Plans Tab

Active Plans Tab:

The Active Plans tab gives you quick access to your clients' active programs, sorted by most recently updated. It's designed for PTs logging in on mobile between sessions who need to find a client's plan fast.

Key Features:

• Search - Find clients by name, email, or program name using the search bar • Sort - Toggle between "Recently Updated" (default) and "Client Name A-Z" • Progress Cards - Each card shows client name, program name, week progress (e.g. "Week 5 of 12"), goal, and a progress bar • Quick Links - Email a client directly or jump to their full Client Progress Hub page • Result Count - See how many active programs match your search • Hub Link - Always-visible link to the full Client Progress Hub for detailed history and stats

How It Differs From Client Progress Hub:

The Active Plans tab is a lightweight quick-access view — tap and go. The Client Progress Hub (under Clients) is the full management page with history, status filtering, editing, and detailed stats.

Dashboard Stats Overview:

The top of the Client Engagement tab shows key metrics: • Total Clients - Number of active clients in your business (only active clients are counted) • Active This Week - Number of clients who completed at least one workout this week • Engagement Percentage - Percentage of clients who worked out this week (Active This Week / Total Clients) • Needs Attention - Count of clients requiring trainer intervention (low scores or no workouts) • Avg Build Score - Average Build Score across all active clients • Avg Plan Adherence - Average plan adherence percentage across all clients

Understanding Build Scores:

Build Scores are calculated using a comprehensive algorithm (0-100 scale) that combines multiple factors: • Consistency (40%) - Based on scheduled vs completed workouts, current streak, and adherence patterns. Regular workouts boost this score. Streaks include all activity types: workout sessions, PT appointments, group classes, and synced activities (Strava/Garmin). • Volume (30%) - Based on workout frequency, duration, and intensity. More challenging workouts contribute more to the score. • Performance (20%) - Based on progress toward goals and improvements in strength/endurance over time (when detailed logs available). • Recovery (10%) - Based on rest days and recovery patterns. Proper recovery is essential for long-term progress.

For Clients: See "Understanding Your Build Score (For Clients)" in the Client Management section for a detailed, client-friendly explanation of how their score works and how to improve it.

Score Interpretation:

• 90-100 - Excellent: Client is highly engaged, consistent, and making great progress • 70-89 - Good: Client is engaged but has room for improvement • 50-69 - Fair: Client needs encouragement or plan adjustments • 0-49 - Poor: Client requires immediate trainer attention

Engagement Status Breakdown (Calculated Automatically):

Excellent (Green badge): • Has scheduled workouts this week AND • Completed ≥80% of scheduled workouts (adherence ≥80%) AND • Build Score ≥70 • Example: Client scheduled 5 workouts, completed 4+ workouts, Build Score ≥70

Good (Blue badge): • Has scheduled workouts this week AND completed ≥60% of them (adherence ≥60%), OR • Build Score ≥60 (regardless of adherence) • Example: Client scheduled 5 workouts, completed 3+ workouts, OR Build Score ≥60

Fair (Yellow badge): • Has scheduled workouts this week AND completed ≥40% of them (adherence ≥40%), OR • Build Score ≥40 (regardless of adherence) • Example: Client scheduled 5 workouts, completed 2+ workouts, OR Build Score ≥40

Poor (Orange badge): • Everything else (low adherence AND low Build Score) • Example: Client has <40% adherence AND Build Score <40, OR no scheduled workouts and Build Score <40 • This is your "Needs Attention" indicator - clients with "Poor" status are at highest risk of churning

Learn More:

• How Engagement Scores Work - Detailed explanation of the calculation • Client Churn Prevention Guide - How to prevent clients from leaving • The Business Case for Client Retention - Financial impact of retention

Priority Order for Trainers:

1. Orange borders - Clients with "Poor" engagement status (adherence <40% AND Build Score <40). These are your highest priority - reach out within 24-48 hours to prevent churn. 2. Green borders - Active clients this week (workouts_this_week > 0) - celebrate their wins! 3. Blue borders - Default/standard clients

Why "Poor" Status Matters:

Clients with "Poor" engagement status have both low adherence and low Build Scores. This combination is a strong predictor of churn risk. Research shows these clients are 5-10x more likely to cancel than clients with higher engagement. That's why they're flagged as "Needs Attention" - to help you prevent churn before it happens.

Learn More:

• Client Churn Prevention Guide - How to identify and prevent churn • The Business Case for Client Retention - Financial impact of retention

Understanding Plan Adherence:

Plan adherence is calculated as: (Completed Workouts / Scheduled Workouts) × 100%

Scheduled Workouts (Denominator):

Counts all appointments scheduled for this week (last 7 days): • Individual appointments (1-on-1 sessions with trainer) • Group class bookings (appointments with class_id) • Status must be 'scheduled' or 'completed' • Excludes: Canceled appointments (cancelled_by_client, cancelled_by_trainer, no_show) • Excludes: Future appointments (start_time >= NOW())

Completed Workouts (Numerator):

Counts all workouts completed in the past 7 days, including: • Logged workout sessions - Activities logged by clients in the portal • Completed appointments - Appointments marked as status='completed' • Past appointments - Appointments where start_time has passed (even if still 'scheduled') • Group classes - Group class appointments (appointments with class_id) • Excludes: Canceled appointments (cancelled_by_client, cancelled_by_trainer, no_show) • Excludes: Future appointments (start_time >= NOW()) • Excludes: Appointments that already created workout_sessions (to avoid double-counting)

Adherence Interpretation:

• 100% - Client completed all scheduled workouts this week • 80-99% - Client is highly consistent, minor missed sessions • 60-79% - Good adherence, occasional missed sessions • 40-59% - Moderate adherence, needs encouragement • <40% - Low adherence, requires attention • 0% - No workouts completed (but may have scheduled workouts)

Needs Attention Logic:

The "Needs Attention" flag uses a single, consistent calculation across both the Dashboard Overview and Client Engagement dashboard. This ensures you see the same numbers everywhere, eliminating confusion and building trust in the insights.

How "Needs Attention" is Calculated:

A client needs attention when their Engagement Status is "Poor". This status is automatically calculated based on their adherence to their training plan and their Build Score.

Engagement Status "Poor" is assigned when:

• The client has scheduled workouts this week AND completed <40% of them (adherence <40%) AND their Build Score is <40, OR • The client has no scheduled workouts this week AND their Build Score is <40, OR • The client has scheduled workouts but completed <40% AND their Build Score is <40

This standardized approach ensures that "Needs Attention" focuses on clients who are truly at risk of churning - those with both low adherence AND low Build Scores. This helps you prioritize your outreach efforts on clients who need the most support.

Why This Matters:

Tracking and acting on clients who need attention is critical for business success:

Prevent Client Churn:

• Research shows that a 5% increase in client retention can boost profits by 25-95% • Clients who go 7+ days without activity are at high risk of canceling • Proactive check-ins before clients become inactive dramatically improve retention rates

Early Intervention:

• Catching disengagement early (when Build Score drops below 50) allows you to adjust plans before clients give up • Clients who miss scheduled workouts may be facing obstacles (time constraints, motivation, injury concerns) that you can help address • Reaching out within 7 days of inactivity shows you care and can re-engage clients before they cancel

Data-Driven Coaching:

• The same logic is used in both the Dashboard Overview card and the Client Engagement dashboard, ensuring consistency • You can trust the numbers - they're calculated the same way everywhere • Focus your time on the clients who truly need attention, not guessing who might be struggling

Action Items:

When you see clients in the "Needs Attention" list: 1. Reach out within 24-48 hours - Quick response shows you care and prevents further disengagement 2. Ask open-ended questions - "How are you feeling about your training plan?" or "What obstacles are you facing?" 3. Offer solutions - Adjust workout frequency, modify exercises, or provide additional support 4. Celebrate small wins - Acknowledge any progress, even if it's just showing up

Consistency Across Dashboards:

Both the Dashboard Overview card and the Client Engagement dashboard use the exact same calculation: Engagement Status = "Poor". This standardized approach means: • The count will always match between both views - if you see "1" in the Overview, you'll see "1" in the Engagement tab • You can trust the numbers are accurate and consistent - one calculation, one result • No confusion about which clients to focus on - the same clients appear in both places • Easy to take action - filter by "Poor" engagement status to see exactly who needs attention • Single source of truth - the Engagement Status calculation is the definitive indicator of who needs attention

Related Resources:

• Learn more about client churn prevention: Understanding Client Churn • Financial impact of retention: The Business Case for Client Retention • Engagement score calculation: How Engagement Scores Work

Weekly Activity Tracking ("Workouts This Week"):

The "Workouts This Week" metric counts all completed workouts in the past 7 days:

What's Included:

• Logged workout sessions - Activities clients log in the portal (uses auto_completed_at timestamp) • Completed appointments - Appointments marked as status='completed' (uses updated_at timestamp) • Past appointments - Appointments where start_time < NOW() and start_time >= NOW() - 7 days • Group classes - Group class appointments (appointments with class_id set) • Synced activities - Activities synced from fitness apps (Strava, Garmin, etc.)

What's Excluded:

• Canceled appointments - cancelled_by_client, cancelled_by_trainer, no_show • Future appointments - start_time >= NOW() • Scheduled but not completed - Appointments that haven't happened yet • Double-counting - If an appointment created a workout_session, only the workout_session is counted

Important Notes:

• Group classes count - Clients attending group classes are included in workout counts • Past appointments count - Even if an appointment isn't marked "completed", if the start_time has passed, it's counted as a workout • Real-world accuracy - This ensures clients who attend sessions but don't log activities are still counted

How to Use This Dashboard:

Daily Coaching Workflow:

1. Morning Check - Review "Needs Attention" count in the Dashboard Overview to see who needs outreach (this number matches the Engagement Dashboard) 2. Prioritize - Focus on clients with "Needs Attention" flag first - these are clients at risk of churning 3. Take Action - Reach out to clients who need attention within 24-48 hours to prevent disengagement 4. Celebrate Wins - Acknowledge clients with "Excellent" status to maintain their momentum 5. Check Trends - Look for improving/declining trends to catch issues early before they become problems

Weekly Review:

1. Review Engagement % - Is your overall engagement percentage improving? 2. Check Avg Scores - Are average Build Scores trending up or down? 3. Identify Patterns - Look for clients who consistently need attention 4. Plan Adjustments - Adjust training plans for clients with low adherence

Proactive Coaching:

• Low Engagement - Reach out before clients become inactive • Declining Trends - Catch disengagement early (↓ indicator) • Improving Trends - Reinforce positive behaviors (↑ indicator) • Streak Tracking - Celebrate and encourage maintaining streaks

Filtering & Sorting:

• Filter by Status - View only "Excellent", "Good", "Fair", or "Poor" clients • Search by Name - Quickly find specific clients • Sort Options: - Name - Alphabetical order - Score - Highest to lowest Build Score - Adherence - Best to worst plan adherence - Recent - Most recent workout first

Cross-Links & Actions:

• View Assigned Plan - Click to see client's full training plan • Expand Client Row - Click any client to see detailed progress breakdown • Track Progress - Monitor Build Score trends over time

Data Accuracy & Sources:

• Active Clients Only - Only active clients are shown (matches Clients list page) • Business Isolation - Data is filtered by your business (multi-tenant safety) • Real-Time Updates - Scores update automatically when workouts are completed • Auto-Calculation - Build Scores calculate automatically when appointments are marked complete • Appointment Integration - Calendar appointments are automatically counted (no manual logging needed) • Group Class Support - Group class attendance is automatically tracked • Canceled Appointments Excluded - Canceled sessions don't count against adherence • Future Appointments Excluded - Only past/completed appointments count toward workouts

Unique Differentiators vs Strava/Garmin:

• ✅ Training Plan Integration - Not just raw activity data, but adherence to YOUR plans • ✅ Holistic View - All clients' progress in one dashboard (not individual app views) • ✅ Proactive Coaching - "Needs Attention" flags help you reach out before clients disengage • ✅ AI Insights - Smart recommendations based on engagement patterns • ✅ Trainer-Client Connection - See how well clients follow YOUR specific training plans • ✅ Combined Metrics - Build Scores combine multiple factors (not just activity volume)

Benefits for Trainers:

• ✅ Daily Coaching Workflow - See who needs attention at a glance • ✅ Prevent Client Churn - Catch disengagement early • ✅ Celebrate Wins - Highlight clients who are crushing it • ✅ Data-Driven Coaching - Make decisions based on actual metrics • ✅ Save Time - No need to manually check each client's progress • ✅ Proactive Outreach - Contact clients before they become inactive • ✅ Plan Optimization - Adjust plans based on adherence patterns