COACH MANUAL

Coaches don't self-register — you're brought into a gym by its owner, from the Staff page.

Signing in and account recovery

• Sign in at metconiq.app/login with email and password.
• Forgot password sends a reset email; the link opens a page where you set a new password.
• Everything else — profile, notifications, connected-coach settings, account deletion — is the same Account Settings every MetconIQ user has; see the Athlete manual's Account, billing & your data for the full walkthrough.

MetconIQ has two independent permission axes — a role (what you can do) and a member plan (which athlete features you can reach). Gyms additionally have a gym plan that sets seat capacity and AI generation quotas — see Programming.

Roles

Athlete plan pricing (Free / Pro / Elite / Box) and gym plan pricing (Solo / Starter / Growth / Enterprise) are covered in the Athlete manual's Plans, trial & pricing — see that manual if a member asks about upgrading, or if you need seat and pricing numbers for your gym's own plan.

The Admin dashboard is the command centre for anyone with a Coach or Owner role. It has two tabs: Overview — participation, RX rate and average RPE, the queue of upcoming workouts awaiting release, and quick links to Generate Plan and Members — and Gym stats, the deeper analytics view.

Gym stats sub-tabs

What a coach sees vs an owner: coaches get Programming, Schedules, Sessions, Members, Leads, Alerts and Waiver. Gym Settings — cancellation window, booking cutoff, Stripe Connect — is owner-only: the link doesn't appear in a coach's sidebar at all. Other owner-only surfaces are the Business dashboard, Membership tiers, Packages administration, Staff and Agent activity. Payroll is owner-only unless the owner grants a coach access to it from the Staff page's per-coach page permissions.

Programming is where MetconIQ generates, reviews, releases and rescales your gym's monthly plan. The flow is deliberate: the AI drafts, the coach publishes. Nothing reaches athletes until you release it.

Generating a monthly plan

AI generation quotas

Generation is metered against your gym's own plan, not your personal athlete plan — a coach or owner generating their own training draws on the same pool below, since gym staff hold no separate personal allowance. Every quota resets on the 1st of the month.

If a generate button reports the quota is reached, it names when it resets — a running generation is never cut off mid-flight.

Schedules are recurring templates ("Mon/Wed/Fri 6:00 AM, capacity 14, Coach Dana"). Sessions are the individual class instances they generate — each with its own roster, coach and workout link.

Schedules

• Create a schedule with a name, days of week, start date, time, capacity, default coach, and waitlist on/off. Optionally tie it to a class track.
• Group class or private session — the private toggle turns a schedule into one-to-one training: it auto-names itself after the member, and can consume a punch-card credit per session.
• Generate sessions from the schedule, and when deactivating or deleting one, choose whether future sessions are kept or removed.

Running a session

The Sessions page shows Upcoming and Past tabs with a week pager. Each session card is a live roster console:

• Roster counters — attended, confirmed, waitlisted, no-show at a glance.
• Check-in confirmation — confirm each athlete's attendance (including kiosk claims), individually or in bulk; undo if you tapped the wrong person.
• No-shows — mark individual no-shows, or close out the class with "mark all remaining as no-show and complete this session".
• Coach assignment — assign or swap the coach on any session; this drives payroll.
• Waitlist panel — see the queue; promotion is automatic in first-in order when a spot opens.
• Cancel vs delete — cancelling a session notifies every booked athlete and refunds punch-card credits; deleting removes it silently. Use cancel for real classes.

Closures & minimum booking notice

Closures live on the Schedules page — add a start date, end date and an optional reason, and every scheduled session inside that range is cancelled the same way an individual cancel works: booked athletes are notified and any punch-card credit they'd spent is refunded. A one-off session created afterwards on an already-closed date is a deliberate override and stays bookable — a closure only stops new sessions from generating on those dates, it doesn't block a session that already exists there.

Minimum booking notice (labelled "Booking cutoff" — minutes before class) closes booking that many minutes before a class starts; it's a separate number from the late-cancel cutoff (hours before class), and both live in Gym Settings, which is owner-only. If you need either changed, ask the owner.

Class reminders & cancellation notifications

Athletes get a reminder shortly before their booked class, a "class cancelled" notice if you cancel a session (with punch-card credits refunded), and a notice when a waitlist spot opens for them. If an athlete has opted into WhatsApp alerts for your gym, a waitlist-spot opening or a class cancellation reaches them there too — the only two event types WhatsApp ever carries. A class cancellation goes by both WhatsApp and push, so nobody misses it; a waitlist-spot opening goes by push alone when the athlete has it.

The Members page is the gym roster: Active members and Pending invites, with a live seat counter against your gym plan's limit. Owners see extra controls (tier assignment, seat purchase) covered in the Owner manual.

Getting members in

Per-member actions

Each row also shows the member's plan badge, billing status (how they pay, card status, any hold), fitness level, workout count and join date — so front-desk questions are answerable from one screen.

Leads

The Leads board runs your gym's pipeline as six stages — New, Contacted, Trial booked, Trial attended, Won, Lost — with a card per lead showing its source and next follow-up date, and a red border if that date has passed. Add a lead with a name plus at least an email or a phone number.

• Assignee — any coach can be a lead's assignee, on every gym plan (there's no plan gate on assignment). Filter the board to Everyone, Mine, or a named coach.
• Converting needs an email — Convert to member is the only route to Won: it sends the gym invite and moves the lead automatically, so a lead can never be marked Won without an invite going out.
• Activity log & call history — the lead drawer's Activity feed logs every stage change, note, assignment change and follow-up date set or cleared, newest first, with who did it and how long ago. Add a free-text note from the same panel any time.
• Follow-up reminders — set a follow-up date on a lead; once it's overdue, a daily check at 8am gym-local time sends a "N follow-ups overdue" push to the assignee (or to every owner, if the lead is unassigned or the assignee has since left the gym), linking straight to the filtered board. Moving the date re-arms the reminder.

Leads aren't available on Solo-plan gyms — a solo trainer's pipeline is small enough to run without one.

Retention alerts

The Alerts page surfaces members at risk of drifting away, before they leave. The sidebar badge shows the live count. Three flags exist:

• No attendance for 3+ weeks
• Training-load ramp elevated — the member's recent load has risen sharply against their longer-term average
• No check-in for 14+ days

MetconIQ sends an automatic re-engagement email to flagged members (at most once per 14-day window — the alert shows when it went out). The playbook: review the member's profile, reach out personally via Messages, then dismiss the alert. Dismissed alerts return only if the risk recurs.

Coaching connected athletes

Athletes anywhere on MetconIQ (including solo athletes outside your gym) can invite you to view their stats. Accepting adds a Coaching section to your navigation:

• A roster of your connected athletes.
• Per athlete, a read-only view of benchmarks, time-domain breakdown and recent training. "Stats not shared" appears if they've paused sharing.
• The Coaching nav item only appears once you have at least one accepted connection.

Broadcasts

From Messages, coaches can broadcast to all members or a picked set of recipients. Broadcasts are read-only for athletes; you can delete one for everyone if it was sent in error.

MetconIQ ships as a mobile app with the same account and data as the web. As a coach, the bottom tab bar swaps out the athlete-facing tabs for admin ones, so roster work and light admin are reachable one-handed on the gym floor.

Coach navigation

The More hub carries Training (History, My Stats, Personal Plan — your own, as an athlete), Gym (Notifications and Messages with unread badges, Packages, and Coaching), and App (light/dark appearance, Account Settings, sign out).

Coaching screen

More → Coaching opens a searchable roster of every athlete who has shared their stats with you, including solo athletes outside your gym. Tap through to a read-only view of their benchmarks and recent training — the same data the web Coaching section shows.

Mobile-specific behaviour

• Admin on the go — Sessions handles roster work (check-ins, no-shows) from your phone; heavier admin like programming review or gym stats is better on desktop.
• Push notifications — messages, retention alerts and lead follow-up nudges arrive as push; tapping deep-links to the right screen. Toggle in Account Settings; signing out deregisters the device.
• Dark mode — light/dark appearance control in the More hub.
• No in-app purchases — plans, packages and seats are bought on the web at metconiq.app; the app shows entitlements but sells nothing. This is deliberate store policy.

MetconIQ's AI features are built into the product — no prompts to write, ever. All AI runs server-side through a single hardened service layer with validation and automatic retries. The rule across all of them: the AI drafts, people decide.

The seven capabilities

Coach visibility into weekly insights: you see summary flags (load alerts, consistency drops) for your gym's athletes, not the athlete's full private insight text. You always have final authority over programming regardless of what an insight or recommendation suggests.

Access controls

• The gym AI toggle — the platform team can enable or disable the programming suite per gym (generation, tiers, rescaling). Athlete-side features (recommendations, insights) run platform-wide.
• Generation quotas — AI generation is metered per athlete plan and per gym plan, resetting monthly. The UI shows remaining allowance; hitting the ceiling disables the button until reset, never mid-generation.
• Background generation — plan generation runs asynchronously: kick it off, navigate away, and come back to the finished draft. If a generation stalls, it's automatically detected and marked failed rather than spinning forever.

MetconIQ's AI outputs are performance-coaching tools, not medical advice. Guardrails are enforced at three independent layers — in the prompts, in application code, and in the UI — so the rules hold even if any single layer fails.

What the AI will never output

What always holds

• Very high load ramps always alert. When an athlete's weekly load ramp crosses the highest threshold, an explicit load-management note is enforced in application code — it cannot be omitted, whatever the generated text said.
• Coach authority. Insights and recommendations are advisory; you see flags and can override any programming decision.
• Disclaimer. Insight cards carry a standing notice that MetconIQ outputs are performance tools based on logged training data, not medical advice.
• Draft-first programming. Generated plans are drafts until you release them; nothing generated reaches an athlete unreviewed.
• No named benchmark workouts. If a generated title reaches for one, it's retried once, then renamed automatically rather than failing the month — see Programming.

Quotas & fair use

AI generation is metered per athlete plan and per gym plan with monthly reset — see Programming for your gym's exact numbers. Every generation is logged. If a quota is reached, the relevant button says so and shows when it resets — running generations are never cut off.

Everything added to the coach experience since the last manual.

2026-09-07

• Leads can now be assigned to any coach, on every gym plan — with an activity log, call history and follow-up reminders on each lead, plus a "follow-ups overdue" push when a reminder lapses.
• Gym closures now live on the Schedules page: set a date range and every session inside it cancels automatically, with athletes notified and punch-card credits refunded.
• A minimum booking notice ("booking cutoff") can now block bookings a set number of minutes before class start, separate from the late-cancel cutoff.
• Athletes who opt into WhatsApp alerts for your gym can now get a waitlist-spot or class-cancellation message there too, alongside push and email.
• Gym Settings — cancellation window, booking cutoff and Stripe Connect — is now owner-only; it no longer appears in a coach's sidebar.