Coaches and gyms

Signing up your business and trying it for fourteen days

Creating an account and a business, what the welcome questions do and what happens after the trial.

The first steps on the cockpit

The How to set up xBase360 card and the tour: what they have you do, and how to go through the tour again later.

What the cockpit shows

What’s waiting for you today, the figures on your members, who to follow up, what to prepare and what’s in your calendar.

Een collega uitnodigen

Een collega toevoegen aan je team met een rechtenset, het verschil tussen eigenaar en coach, toegang weer intrekken, en wat er in het logboek komt.

Working at more than one business

Switch business with the business picker at the top right; the whole dashboard follows your choice.

Rechten per collega

Per collega bepalen wat hij mag: rechten per domein, de rechtenmatrix, snel kiezen met Coach, Receptie of Beheer, eerst bekijken en dan opslaan, en het logboek.

Your colours, logo and home screen in the app

How your members see your business: name, tagline, logo, colours, font, design and which tiles appear on the home screen.

Your logo and details on reports

How the coach report and the reports from Analysis & reporting look: name, logo, colour, contact details and footer.

Signing in with a second factor

A code from an authenticator app alongside your password, when it’s required and what recovery codes are.

Notifications in the bell

What comes into the bell at the top right, where a click takes you, and which nudges you choose yourself.

Letting support view your dashboard

Letting us view your dashboard for 24 hours when you’re stuck: what we see, what we don’t, and how to stop it.

Connecting your own systems

Creating an API key for your website, turnstile or accounting, and revoking a key again.

Read guide 4 min read

Webhooks: een seintje naar je eigen systeem

Wat een webhook is, hoe je er een instelt, welke gebeurtenissen er zijn, de handtekening controleren, opnieuw proberen en pauzeren.

Asking for help from the dashboard

The Need help? button, your previous conversations with us, and where to read what’s new.

The coach app on your phone

What you do in the app as a coach, what’s better done in the dashboard, and how to switch to your own athlete side.

Viewing your own app as a member

Switching between the coach side and the athlete side, without signing out.

Assistant: running your dashboard with your voice

What Assistant is, how you talk or type in the dashboard and the coach app, and how you confirm what it prepares.

What you can ask Assistant and have it do

Examples per topic: finding and opening, questions about clients, filling in windows, plans with AI, messages, notes and explanations.

Names and recognition: how Assistant hears you properly

How Assistant recognises your clients’ names, what it does when in doubt, and tips for a good recording.

What Assistant doesn’t do, and why

The actions Assistant deliberately leaves to you: money, deleting, permissions, security and your business’s plan.

Assistant and privacy: what happens to your voice

What happens to a recording, what Assistant sees, what goes in the log and for how long, and what it doesn’t say out loud.

Clients and members

20 articles

Inviting a client

Adding someone with a name and email address, what happens on their side, and what to do if they can’t get in.

Inviting several clients at once

Inviting a list of clients in one go with name and email address, pasting from Excel, and offering a subscription straight away.

Your client list and who needs attention

The list of client records, the tabs, what the signals mean and why the order isn’t alphabetical.

A client’s record

What’s in a client record: overview, training, progress, tasks, notes, consultations, contact and files.

Notes, tasks and assignments

Internal notes your client doesn’t see, tasks for yourself, and assignments that appear on your client’s home screen.

Contact details and account help

Viewing a client’s email address, fixing a typo, sending a reset email, and who can do that.

Having a record deleted

What to do when a client asks for their data to be erased: what goes, what stays and the cooling-off period.

Who needs attention

How the Needs attention list groups your members, what counts as a visit, and how to follow someone up or snooze them.

Member management and labels

Everyone at your business on one list, labels for grouping, exporting to CSV and your plan’s limit.

Importing members or scanning a form

Switching over with a member file, or turning a pile of paper sign-up forms into invitations.

Check-ins and forms

Creating an intake, injury update or evaluation, yourself or with AI, sending it to clients and reading the answers.

Reviewing completed check-ins

Reading completed check-ins one by one, writing a reply, and working through the queue with Seen and next.

Messages with your clients

Chatting from the dashboard or the app: attachments, voice memos, reactions, replies and pinning.

Sending a message to several clients

Starting a group chat where clients see each other, or sending the same message to each of them separately.

Analysis and reporting

Revenue, occupancy, attendance, Fitscores and programmes between two dates, as a PDF in your house style or as a CSV.

The coach report

Creating a PDF covering 30, 90 or 120 days for a client, with Fitscore, goals and next steps, and sending it via the chat.

Your client’s Fitscore

How the Fitscore is built, what you do with it in a conversation, and why it’s not a health judgement.

Tracking the GLI: participants, phases and meetings

Who is taking part in a combined lifestyle intervention (GLI), in which phase, and who attended which meeting.

The GLI outcome register

Four measurement points per participant, a summary per phase, and an export with a pseudonym for the RHO or the insurer.

Risk of dropping out in the GLI

Which participants you’d do well to call, based on their behaviour, and how to record that you were in touch.

Plans, nutrition and consultations

16 articles

3 min read

Building a training plan

Making a plan in blocks, yourself or with an AI suggestion, with supersets and rest, and who can use it.

Duplicating a plan, or a copy for one client

Copying a training plan or meal plan with one click, and making a version for one client without affecting the others.

Scheduling a plan for your client

Putting a single plan or a block of several weeks into your client’s calendar, with times, notes and reminders.

Building a meal plan

A series of days with products and recipes for each meal, yourself or with an AI outline, while the macros add up.

Assigning a meal plan

Giving a plan to a client, with a range and swaps, and planning a series ahead from bulk to cut.

Setting nutrition goals for a client

Recording kilocalories, protein, carbohydrates, fats and a sugar ceiling.

House rules for the AI

Recording once how your business works, so every plan you have drawn up takes it into account.

Products and the food library

The product library, your own products with barcodes, images and labels.

Making recipes for your clients

Putting together a recipe from the library, with servings and method, and making it available to your whole business.

Recipe books and collections

Bundling recipes by theme, and sharing links such as playlists, supplements or your shop.

Read guide 4 min read

A programme for your client

Goal and duration, check-ins and contact moments, nutrition and training set up in one go, and planning ahead what changes each week, alongside your client’s calendar and cycle.

Programmes and paths for your clients

Choosing a path or writing your own, week by week and day by day, assigning it and seeing who’s falling behind.

Recording and saving a consultation

Recording a conversation in the app, having the notes written up, checking and saving them, and what your client sees.

Summarising a period with AI

Let the AI read all logs between two dates and summarise them by topic, then send a message, suggest a conversation or adjust the programme.

The AI label on your plans

What your client sees with a training plan or meal plan set up with AI, and when the label is added.

The scanner in the coach app

Photographing a member list, a machine, a paper form or the class timetable and putting it in the dashboard.

Timetable, appointments and access

9 articles

Setting up your class timetable

Creating class types, scheduling classes in the weekly grid, repeating, dragging and your business’s timetable rules.

A class: bookings, waiting list, attendance and cancelling

Booking a member in, adding them to the waiting list or cancelling their booking, how the waiting list moves up, taking attendance and cancelling a class.

Availability and appointments

Services such as an intake or PT session, when your team can be booked, and how a client makes an appointment themselves.

Scheduling an appointment for your client

Scheduling an intake, consultation or PT session on your client’s behalf from their record, with a confirmation by email.

The kids’ club

Opening times, places and babies, bookings by parents, attendance and the terms.

Reading your timetable from a photo

Turning a photo of the board or a printed timetable into classes for the weeks you choose.

Your calendar as a coach

Where you see your own classes and appointments, in the dashboard and in the coach app.

Access control: letting members in

Setting up doors, how a member gets in with their code, and seeing who came in when.

Machines and QR stickers

Recording your machines with their exercises, printing stickers, and what a member sees when they scan one.

Subscriptions, shop and payments

13 articles

5 min read

Connecting Stripe and setting up payouts

From business details to your first payout: signing up with Stripe, what you need, how prices and products get to Stripe, and where to find help.

Your company details for invoices

Which details go on the invoices to your members: name, KvK, VAT or KOR, payment term and pausing after arrears.

Creating subscriptions for your members

Setting up a membership or punch card: price, VAT, duration, trial, credit, access times and terms.

Offering a subscription

Sending a subscription as a quote to one or more clients: what the client sees, when it expires, and withdrawing it.

Credit types: classes, PT and more

What credit is, which types you can create and what a member uses them for.

Signing a member up to a subscription

Assigning a subscription or sending a payment link, and what you see in the record about payments and invoices.

What you earn: the money overview

Monthly subscription revenue, what came in, who is behind, and your subscriptions, payments and invoices.

When a member doesn’t pay

What happens when a direct debit fails: retries, emails, pausing access and reopening after payment.

Setting up your shop

Products with sizes or flavours, prices, stock, departments and showcases, and how the shop looks in the app.

Shipping, collection and returns

Choosing whether you ship orders, shipping costs and a free-shipping threshold, and what your members read about returns.

Handling orders

From paid to ready, shipped or collected, paying at the front desk, and what happens to an unpaid order.

Refunding an order

Refunding an order paid online in full or in part, putting stock back, and where the money comes from.

Gift cards

Issuing a gift card, how a member redeems it, how long it’s valid and cancelling a card.

Visibility and growth

5 articles

Being found in the Finder

Your listing for athletes without a coach: heading, text, photos, your place on the map and when you’re visible.

Sign-ups from the Finder

What to do when an athlete taps I’m interested: getting in touch, notes and proposing a transfer.

Referrals and member points

Your points rules: what a point is worth, how members earn and redeem points, and how a referral works.

Organising a challenge

A challenge for your members: what’s counted, goal or leaderboard, teams, reward and the result.

News for your members

Putting a message on the home screen of all your members, with a header image and attachments.

Your xBase360 plan

7 articles