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Where to find this: Dashboard → People → Clients → Click any client name

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What you’ll accomplish

Learn how to navigate a client’s complete profile, understand what each activity tab shows you, and quickly find the exact information you need about bookings, credits, payments, messages, and more.

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Opening a client profile

1

Navigate to People → Clients

From your dashboard, click People in the main navigation, then ensure you’re on the Clients tab.
2

Find the client

Use any of these methods:
  • Scroll through the list
  • Type their name in the Search people bar
  • Filter by role (Athletes, Parents, Customers tabs)
  • Filter by tag (use the tag sidebar)
3

Click their name

Click anywhere on the client’s row to open their full profile.
CoachIQ Clients list page with search bar and role filter tabs
You’re in! The profile dashboard opens, showing their complete activity history and user details.

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Understanding the profile header

At the top of every client profile, you’ll see key information and quick action buttons:
CoachIQ client profile header with name, role badges, and action buttons
Profile header includes:
Quick actions save time: Instead of navigating to Calendar or Inbox, use the Book and Message buttons right from the profile to take immediate action.

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The User Details sidebar

On the right side of every profile, the User Details panel shows editable information: What you can edit here:
  • Role (dropdown: Athlete, Coach, Admin, Parent, Customer)
  • First name
  • Last name
  • Email (their login credential)
  • Phone (for SMS messaging)
  • Additional emails (CC, up to 3) — extra addresses that receive copies of emails to this client
  • Custom fields (click Add Field for custom tracking; fields you created under Sign-up & Profile appear here too)
Coaches whose Clients page isn’t blocked in Staff Access can see and edit a client’s custom field values. Adding or deleting a field stays with Admins.
Changes save automatically: Click into any field, make your edit, and it saves immediately. No separate “Save” button needed.
Learn more: See Adding & Editing Client Information for detailed editing instructions.

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The profile sections explained

The client profile organizes everything into three groups of tabs: ACTIVITY (All Activity, Messages, Bookings), PAYMENTS (Credits, Products, Transactions, Subscriptions, Payment Methods), and PROFILE (Family, Notes, Media, Waivers, Block or Remove). Each tab answers a specific question about your relationship with this client.
If an Admin blocks a staff member’s Payments pages in Staff Access, the matching Products, Transactions, Subscriptions and Payment Methods tabs hide on client profiles too. Credits always stays visible.
CoachIQ client profile activity tabs navigation bar
Here’s what each tab shows you:

All Activity

The unified timelineEverything in one place: bookings, purchases, program enrollments, form responses. Perfect for getting the complete picture quickly.Click to learn more →

Messages

Conversation historyAll In-App and SMS messages with this client. Send new messages, view attachments, review past conversations.Click to learn more →

Bookings

Session historyUpcoming sessions, past attendance, canceled bookings. Filter by status and time zone.Click to learn more →

Credits

Credit transactionsCurrent balance, purchase history, redemptions, expirations. See Master Credits and product-specific credits separately.Click to learn more →

Products

Purchase historyWhat they’ve bought: one-time products, subscriptions, access codes. Manually add products to their account.Click to learn more →

Transactions

Payment historyAll payments, refunds, and failed charges. Track revenue over 7/30/90 days or all time.Click to learn more →

Subscriptions

Recurring billingActive memberships, canceled subscriptions, trial periods, monthly revenue from this client.Click to learn more →

Family

Connect childrenChoose an active athlete account, or create a managed child.

Notes

Private staff notesWhat your staff knows about this family, with who wrote each note and when. Athletes and parents never see notes.

Media

Shared contentMedia that clients have uploaded to CoachIQ. Filter by tag, toggle list/grid view.Click to learn more →

Waivers

Signed or missingWhich waivers this client has accepted, when, and through which product or form.Click to learn more →

Payment Methods

Cards on fileThe saved payment methods this client uses at checkout and for subscriptions. Reads “No payment methods on file” until they have paid once.

Block or Remove

Restrict accessBlock a client from booking or messaging, or remove them from your group.
Most-used tabs: Coaches spend 80% of their time in five tabs: All Activity (quick overview), Bookings (attendance), Credits (balance checks), Messages (communication), and Subscriptions (membership status).

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Connect children

Where to find this: People → open the client → PROFILE → Family
Connect children lets you choose an active athlete account, or create a managed child. Use + (Create new child) to open New child. The child is added without a login. You can enable login later. Fill First name (required) and Last name, then Create child (or Cancel). A managed child can show Managed — no login with Enable login.
Connect children on the client Family section
New child form

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Staff notes

Where to find this: People → Clients → open the client → PROFILE → Notes
Use Notes to keep what you know about a family in one place: injuries, goals, who to call about payments, what you talked about at the last session. Notes are staff-only. Athletes and parents never see them, and they are never sent to families in emails or messages.
  • Notes are plain text, up to 50,000 characters each.
  • Each note shows who wrote it and when, newest first.
  • Notes can’t be edited. To correct one, delete it and add it again.
  • Staff profiles (Coaches and Admins) have no Notes tab. Notes are for clients.
Who can do what Admins see a Coaches can add notes switch at the top of the Notes tab. It is on by default. When it is off, Coaches can still read notes but can’t add or delete them.
If Copilot is available in your organization, it can read, add and delete notes with the same rules, after you approve its card. A note it adds shows CoachIQ Assistant for the staff member who asked. A connected AI assistant (ChatGPT or Claude) can do the same, and its notes name the app and the staff member who allowed it. For now, notes from a connected assistant are limited to 4,096 characters.

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How to use profiles effectively

The client profile is your command center for answering common questions:
Go to: Bookings tabFilter by “Past” to see completed sessions in reverse chronological order. The most recent session appears first.Faster shortcut: Check the “All Activity” tab—sessions appear in the unified timeline with timestamps.
Go to: Credits tabLook at the tab badges at the top:
  • Logs tab = Complete transaction history
  • Master Credits tab = Universal credits (work for any scheduler)
  • [Product Name] tabs = Credits from specific packages/subscriptions
Each tab shows the current balance prominently at the top.Learn more about credit notation →
Go to: Subscriptions tabCheck the status badge:
  • Green “Active” = Currently subscribed and billing normally
  • Yellow “Past Due” = Payment failed, needs attention
  • Gray “Canceled” = No longer subscribing
The summary at the top shows total active subscriptions and monthly recurring revenue from this client.
Go to: Products tabSee everything they’ve ever bought: one-time products, credit packages, subscriptions, access codes. Filter by product type to narrow results.For dollar amounts and payment status, switch to the Transactions tab.
Go to: Messages tabView the conversation thread. Toggle between In-App (messages sent through your portal/app) and SMS (text messages) using the tabs.Timestamps show when messages were sent. Look for their replies to confirm they saw your message.

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Quick navigation between clients

When reviewing multiple client profiles, use these shortcuts to move quickly:
1

Use the back arrow

Click the ← back arrow in the top-left to return to the Clients list without losing your place or filters.
2

Open in new tab

Right-click (or Cmd+Click on Mac) a client name from the Clients list to open their profile in a new browser tab. Great for comparing multiple clients side-by-side.
3

Search from anywhere

Use the global search bar to jump directly to any client by typing their name, even when you’re deep in another section of CoachIQ.
Browser bookmarks: Bookmark frequently-accessed client profiles (your top athletes, VIP clients, etc.) for instant access. Each profile has a unique URL you can save.

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Common questions

No. Clients see a simplified version through the Athlete Portal (mobile app or web) that shows:
  • Their own bookings and schedule
  • Their credit balance
  • Programs and content you’ve shared with them
  • Their subscription status
  • Their messages with you
They cannot see transaction history, all activity timeline, staff notes, or the detailed information you see in the coaching dashboard.
Tabs only populate with data after activity occurs:
  • Bookings: Empty until they book or you book them into a session
  • Credits: Empty until they purchase a credit package or you manually grant credits
  • Products: Empty until they make a purchase
  • Transactions: Empty until they complete a payment
  • Subscriptions: Empty until they sign up for recurring billing
  • Family: Empty until you connect children or create a managed child
  • Media: Empty until you assign programs or lessons
All Activity will always have at least one entry: their account creation date.
Not directly from the profile, but you can:
  1. Bookings: Filter the main Calendar by this client’s name, then export
  2. Transactions: Use Payments → Transactions, filter by client name, export
  3. Full profile: Take screenshots of each tab for records (useful for disputes or documentation)
For regular reporting, consider using the main section exports (Calendar, Transactions, etc.) filtered by client name.
When you delete a client:
  • Their profile is removed from the Clients list
  • They lose access to your Athlete Portal immediately
  • Historical data is preserved in your system for record-keeping
  • Past bookings still show in Calendar (marked with deleted client’s name)
  • Past transactions remain in payment history
  • Messages remain in Inbox
Important: You cannot restore a deleted profile easily. Use an “Inactive” tag instead if they might return.
To print or save as PDF:
  1. Open the client profile
  2. Navigate to the tab you want to print (e.g., Bookings, Transactions)
  3. Use your browser’s print function (Cmd+P on Mac, Ctrl+P on Windows)
  4. Select “Save as PDF” as the destination
Tip: Print the “All Activity” tab for a comprehensive timeline record, or print specific tabs (Credits, Transactions) for detailed financial records.

People Overview

Complete guide to People section

Adding Clients

Create and edit client info

Tags & Filters

Organize your client base

Manual Booking

Book clients from their profile

Sending Messages

Message clients individually

Managing Credits

Full credit management guide
You now understand: How to open and navigate client profiles, what each activity tab shows, and where to find specific information about any client’s relationship with your business.