How to Automate TrueCoach

TrueCoach automates the tracking: a Due Soon list for programming, compliance rates over 7, 30 and 90 days, a Needs Attention flag when compliance drops, and alerts when a client logs a workout. Writing the check-in, the renewal note or the trial follow-up from those numbers is manual, and it is the part an agent like WebRun drafts.

Written by Hannah Vogel Finance operations

Reviewed by Tom Kessler Field operations analyst

Updated Sep 25, 2026 · 3 min read

In TrueCoach the program calendar is the product

A TrueCoach client is buying a program, one day at a time. The coach builds the training on a calendar and the client opens the app to find today's session with the exercises and their demo videos, drawn from a library of thousands of recorded exercises that coaches can add to. They log the weights and reps they hit, mark it done, and leave feedback if the second set felt heavy.

It is built for coaches whose clients do most of their training while the coach is somewhere else: strength and conditioning coaches, online personal trainers, weightlifting and bodybuilding coaches, physical therapists. New clients usually arrive through the coach's public profile, a storefront page where prospects apply to work with them. TrueCoach is now part of Xplor Technologies. A remote coach with forty clients is running forty of these calendars.

The coach's web app on screen: the client list, adding a new client and filling a monthly workout calendar, then the same workout opening in the client's phone app. Video: Welcome to TrueCoach, from TrueCoach by Xplor on YouTube, 2 min.

Every client's calendar runs out on a different day

The coach writes the next block for whoever is due first, and spends the rest of the week reading: completed workouts, a comment that the left knee grumbled on split squats, a deadlift video sent over in the messages that needs a reply before Thursday.

The coach has not raised renewing with the client whose twelve-week block ends in a fortnight. A prospect who applied through the public profile is halfway through a trial and has logged two of the six workouts. The monthly check-in promised to every client means opening each one's history and graphs and turning the numbers into a paragraph, and nobody asks the client who just pulled a deadlift PR for a testimonial.

Check-ins built from logged training Each client's lifts, metrics and compliance gathered once a month into a progress note you edit before it goes out.

Renewals lined up with due dates Clients whose block ends in the next fortnight listed with their numbers, so the renewal conversation starts from evidence.

Trial clients followed up in time Prospects from your public profile or inbox checked against the workouts they logged, with a follow-up drafted before the trial ends.

Due Soon and Needs Attention flag a client and stop there

The dashboard keeps a Due Soon list of clients whose furthest programmed workout is close, using a threshold the coach sets. TrueCoach measures compliance as exercises completed against exercises assigned, over 7, 30 and 90 days, and raises a Needs Attention flag when a client's compliance drops by 20 per cent.

Push and email notifications tell the coach when a client completes a workout, leaves feedback or sends a message. Metrics graph a client's lifts and bodyweight over time, and a coach can add custom metrics such as grip strength. TrueCoach Payments, powered by Stripe, handles recurring and one-time charges.

The dashboard names the client who is due or slipping, and the coach writes the rest: the note to the client who slipped, and the check-in drawn from three months of graphs. Notifications arrive one workout at a time rather than as a summary across every client. Enquiries that come in by Instagram, email or the coach's own website sit outside TrueCoach entirely.

TrueCoach marketing image beside the heading Need Attention: a laptop showing the coach dashboard with compliance rates in the right column, an alert card reading Maya Casey, missed last 10 workouts, and an open message thread with Maya Casey. — On the dashboard, a client who has missed ten workouts gets a Needs Attention card, and the coach replies from the message window beside it. Screenshot: Compliance Tracking on truecoach.co, captured 25 September 2026.

A renewal note can start from the numbers the client logged

A client whose block ends in two weeks hears about renewing in a message that quotes their own numbers: 30-day compliance, and the best squat and deadlift of the block. At the start of each month, the coach edits forty check-ins instead of writing them, each already drafted from that client's metrics and graphs. When a Needs Attention flag goes up, the coach replies knowing the client's last three comments and when they last sent a message.

A prospect who applied through the public profile, or asked about coaching in an Instagram message, hears back if they have not started. The trial client who logged two workouts out of six gets a different note from one who logged all six, and whoever logs a new personal best is asked for a testimonial that week, while still pleased about it.

Each Monday the coach reads one page covering every client: who is due, who is slipping, whose card failed in Stripe and which messages still need a reply.

The agent works through every client in the coach's TrueCoach account

Every Monday, or every morning if the coach prefers, an AI agent called WebRun opens each client in TrueCoach and reads their calendar and recent messages. It works a real Chrome browser signed in to the coach's account, and the same run can take in Stripe and the sheet where renewals are tracked.

The drafts arrive as one document the coach edits, and the coach sends each message from TrueCoach. Every draft quotes the numbers it was written from, so the coach can hold a compliance figure up against the client's graph before sending. The agent leaves every workout on every client's calendar as the coach wrote it.

Among the cards below are the monthly check-in and the renewal reminder described above.

Questions people ask

Where do the Due Soon clients show up?

At the top of the Monday page, each with their compliance on the last block, so the coach writes their next block first. The programming stays the coach's; the Due Soon list is all the agent reads for it.

What about a client who is travelling and has a blank calendar on purpose?

Lock their due date. TrueCoach lets you click the lock icon to hold a due date on a chosen day, such as the date they get back, and the agent goes by the date on screen, so a planned break does not turn up on the due list as a problem.

Can each coach on a team account get their own Monday page?

Yes, if the login the agent uses can see every coach's clients. The page can be split by coach, so each person gets their own due clients, flags and drafts.

Does it matter that TrueCoach Payments runs on Stripe?

It helps. The agent can open Stripe in the same run, so a failed charge shows on the same line as that client's compliance and due date, and the note you approve can say more than that a payment failed.

Sources

TrueCoach Features, TrueCoach Product Features - Workout Builder, Exercise Library, Mobile App, and more Lists coach notifications for completed workouts, feedback and messages, public profiles where prospects apply, team accounts, and TrueCoach Payments powered by Stripe for recurring and one-time payments.
Client Due Dates | TrueCoach Help Center Defines the due date as the client's furthest programmed workout, describes the Due Soon list on the dashboard and its threshold setting, and the lock that holds a due date during a break.
Compliance Tracking - TrueCoach Explains compliance as exercises completed against exercises assigned over 7, 30 and 90 days, and the Needs Attention flag for a sudden 20 per cent drop.
Stay on Top of Client Progress & Maximize Efficiency: How TrueCoach's Metrics Feature Streamlines Your Coaching Describes Metrics for bodyweight, lifts and custom measures, and the graphs coaches use to review a client's progress over time.