Getting started

What to do first, in order. There is one list for each role: member, trainer, gym owner and admin assistant.

Getting Started with MyTrainerOS

Applies to: Apps and browser · Time: 15-20 minutes, plus the health screening and any waiver your gym requires

Do these in order after you first sign in. Before any screen opens, Home included, every member answers a health screening (PAR-Q+) and is then shown consent forms to sign. If your gym requires a waiver, you sign that too. If you answer yes to any screening question, the app's screens stay closed until your trainer or gym owner marks you as cleared, which needs a doctor's note. Your choices about your health data are asked during sign-up, on the Your data step, and can be changed in Settings → Privacy & Consent.

  1. Complete Your Profile

    Add your name, photo, and basic information so your trainer can personalize your experience.

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  2. Connect a Wearable Device Optional

    Connect Apple Health (iPhone) or Health Connect (Android) to bring in sleep, resting heart rate, HRV and steps. Syncing is by hand: tap Sync Now. Needs the mobile app — this one is not available in a web browser.

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  3. View Your Assigned Workout

    Check out the workout program your trainer created for you. Review exercises and see what's coming up.

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  4. Log Your First Workout

    Open Workouts and tap an assigned workout to start it. For each set, enter the reps and the weight, then tap Log Set. Once you have logged an exercise before, a "Last time" row shows your earlier numbers; tap it to use them again.

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  5. Voice Logging Optional

    Voice logging is switched off at present. In the workout logger the microphone cannot be tapped, and the line under it reads "Voice logging — not available right now". Log each set by typing the reps and the weight and tapping Log Set.

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  6. Log Your First Meal

    Open Nutrition and tap +. Log Food opens a search: choose the food, enter the number of servings and tap Log Food. Scan Barcode looks up a packaged food by its barcode. Voice Log and Photo Log are on the same menu, but neither works at present: voice input is switched off, and photo recognition is not available.

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  7. Photo Nutrition Optional

    Photo meal recognition is not available at present. Photo Log, under + on the Nutrition tab, lets you add a photo, but Analyze Food answers "Food recognition is temporarily unavailable. Please log your meal manually." and fills in no foods. Use Log Food or Scan Barcode instead. Photo Log belongs to the Coach Pro and Studio plans — the plan is your gym or trainer's, not yours — so if they are on Starter it opens My Subscription instead.

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  8. Message Your Trainer

    Say hello to your trainer and ask any questions. They're here to help you succeed!

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  9. Check Your Progress

    The Progress screen charts one exercise at a time. Choose the exercise, then Strength for your max weight or Volume for your total volume; Current, Best and Improvement are shown under the chart. No menu in the app opens this screen, so use the link with this step. Your other records are on other screens: on Home, tap Day Streak for your workout history; in Nutrition, switch to Weekly and tap View Full History; in Settings, open Progress Photos.

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Getting Started as a Trainer

Applies to: Apps and browser · Time: 20-30 minutes

Set up your coaching business and onboard your first members

  1. Complete Your Profile

    Add your photo and name in Settings → Edit Profile. Your business name is asked in the Your profile step, which the Complete your setup card on Home opens. Your bio, specialties and certifications are in Settings → Public Profile.

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  2. Connect Stripe for Payments

    Open Settings and, under Payments, tap Connect Stripe Account. On Payment Setup, choose Individual or Company and tap Get Started; Stripe then asks for your details and verifies your identity. Only the account owner can connect Stripe: a trainer working in someone else's business sees no button, because members' payments there go to the owner's Stripe account.

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  3. Set Your Prices

    Create what you sell in Settings → Pricing Options: session packs, time passes, drop-in rates and autopay contracts. Tap + and enter the name, the type and the price. Only the account owner can add or change them; a trainer working in someone else's business sees the note "Your business owner creates and prices packs and plans." Settings also shows Pricing Tiers under Payments once Stripe is connected. A tier saved there is listed on that screen only: nothing in the app sells a tier to a member at present, and a saved tier cannot be edited or removed.

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  4. Configure AI Methodology Optional

    On Coach Pro or Studio, open Settings → Coach Brain AI → AI Methodology and describe your training philosophy, your nutrition approach and your communication style, with the phrases you use and the ones to avoid. Your answers are saved. The AI that drafts replies to members' check-ins from them is switched off at present, and the workout builder's AI Prompt and AI Config modes do not read them.

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  5. Create Your First Workout Template

    Build a workout you can assign to members. Use the exercise library and set prescribed sets/reps.

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  6. Invite Your First Member

    Add a member by entering their email. They'll receive an invitation to join MyTrainerOS.

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  7. Assign a Workout

    Once your member accepts the invitation, open Workouts (under More on a phone) and tap Assign on the workout. Choose the member and the date, add notes if you want, and tap Assign. To give the same workout on several days, tick Assign to multiple dates and pick each one.

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  8. Email Sequences Optional

    On Coach Pro or Studio, the Lead Pipeline card on Home has an Email Sequences button, and Create Sequence there builds a series of emails for leads. No sequence is sent at present: nothing adds a lead to a sequence and nothing sends its emails, whether it shows Active or Paused. Sequences are for leads, not members. To write to a member, use Messages.

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Getting Started as a Gym Owner

Applies to: Apps and browser · Time: 30-40 minutes

Set up your gym, add staff trainers, and manage your business

  1. Complete Your Profile

    Add your photo and name in Settings → Edit Profile. Your gym's name, address, phone, email and website are in Settings → Facility Details. Your logo and brand colours are in More → Administration → Branding, on Coach Pro or Studio.

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  2. Connect Stripe for Payments

    Open Settings and, under Payments, tap Connect Stripe Account. On Payment Setup, choose Individual or Company and tap Get Started; Stripe then asks for your details and verifies your identity. Members' payments go to your Stripe account, and Stripe pays out to your bank account. Stripe does not pay your trainers: on Studio, More → Administration → Payroll Report lists each trainer's sessions and pay, which you can export as CSV.

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  3. Add Your Gym Locations Optional

    Your gym's own details are in Settings → Facility Details. More than one location needs the Studio plan: open More → Administration → Locations and, under Add a location, enter the name, the address and the time zone, then tap Add location. There is no field for opening hours.

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  4. Invite Staff Trainers Optional

    Adding trainers needs the Studio plan. On Studio, open the Trainers tab and tap Invite a trainer. That opens Invite Management: tap +, enter the trainer's email address, keep Role on Trainer and tap Send Invite. Admin assistants are invited from Settings → Team Management.

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  5. Set Your Prices

    Create what you sell in Settings → Pricing Options: session packs, time passes, drop-in rates and autopay contracts. Tap + and enter the name, the type and the price. These belong to the business, and only you can add or change them; your trainers see the note "Your business owner creates and prices packs and plans." Settings also shows Pricing Tiers under Payments once Stripe is connected. A tier saved there is listed on that screen only: nothing in the app sells a tier to a member at present, and a saved tier cannot be edited or removed.

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  6. Create Workout Templates Optional

    Build workouts you can reuse: open Workouts (under More on a phone) and tap + to open the builder. A saved workout is listed only for the person who created it, so your trainers do not see yours; each trainer builds their own.

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  7. Track Leads on the Pipeline Optional

    On Coach Pro or Studio, More → Analytics & Reports → Leads opens the lead pipeline. Tap New Lead to add a lead, then move its card through the stages: New, Contacted, Qualified, Consultation, Won and Lost. The stages are fixed and cannot be renamed, and a lead moves to Won on its own when the member pays.

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  8. Plan Marketing Campaigns Optional

    On Coach Pro or Studio, More → Analytics & Reports → Campaigns is a planner: create a campaign, then add touchpoints, each an Email or Social slot with an optional date. Nothing is sent from a campaign at present, and email sequences, which are for leads only, are not sent either. To send an email now, use Newsletters, under More → Analytics & Reports → Leads: it sends an edition to your confirmed newsletter subscribers.

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  9. Review Business Analytics

    Check your dashboard for revenue, member retention, and trainer performance metrics.

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Getting Started as an Admin Assistant

Applies to: Apps and browser · Time: 10-15 minutes

Learn the essential tools to support your gym's daily operations.

  1. Complete Your Profile

    Add your name, photo, and contact details so trainers and the gym owner can identify you.

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  2. Learn Member Lookup

    Find any member by name, email, or status from the Members tab. Practice searching and viewing profiles.

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  3. Explore the Schedule

    View trainer schedules, upcoming sessions, and availability. Learn to create and change sessions.

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  4. Handle a Check-In

    From your dashboard's Quick Actions, Check-in Kiosk opens the screen where members check themselves in: they tap their name and enter their check-in code. If you have not set an exit PIN yet, you set one first, and the device then stays on the check-in screen until that PIN is entered. To give a member a code, open their page, tap the actions button at the top and choose Set Check-In Code. With the Manage all schedules permission, Recent Activity on your dashboard lists check-ins, sessions booked, cancelled and rescheduled, and no-shows from the last 24 hours. To mark a member as arrived yourself, open the day's sessions list, tap the … on the session and choose Mark Arrived; the only button that opens that list is Process Checkout on your dashboard, which needs the Process checkout permission.

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  5. Process a Payment Optional

    This needs the Process checkout permission, which the gym owner sets in Team Management. With it, Process Checkout appears in your dashboard's Quick Actions and opens the day's sessions: tap the … on the session, choose Check Out (Complete), pick how the member is paying and tap Complete Checkout. Admin assistants have no Business tab, and no screen sends an invoice.

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  6. Send a Message

    Message a member, a trainer or the gym owner from the Messages tab; Members and Team each list one-to-one conversations. One text message to many members is under More → Text Members → Broadcast. For an admin assistant, Broadcast needs the Send bulk messages permission, which the gym owner sets in Team Management, and texting needs SMS in the gym's plan (Coach Pro or Studio).

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  7. Review a Report Optional

    An admin assistant sees a report only where the gym owner allows it. With the Access payroll reports permission, Payroll Report appears under More and shows staff pay, view only; payroll is part of the Studio plan. The Revenue Report opens only with the View revenue dashboard permission, and no menu an admin assistant sees leads to it. There is no member-attendance report, admin assistants have no Business tab, and trainer performance is on the gym owner's dashboard, not yours.

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  8. Configure Your Notifications

    Open Settings → Notifications. Switch Push notifications and Email on or off, set Quiet hours and a Daily limit, and set the alerts listed in each group. An admin assistant is offered the alerts a member is offered, such as Session booked, Messages and Billing. Payment issues, Session requests and No-shows are offered to trainers and owners only.

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