Managing hundreds of conversations can get messy — but with FitMetrics, finding the right chat takes seconds.
Here's how to filter and search like a pro:
🧠 Use Smart Views (Top Left of Messages Tab)
Smart Views let you pre-filter your conversations based on specific client criteria.
For example, you can instantly view:
Clients with expiring memberships
At-risk clients
Clients under a specific trainer
Any custom group you've set up
To use it:
Click the dropdown menu at the top left of the Messages page
Select a Smart View
The message list will automatically update to show only clients in that view
You can also use the Trainer filter to see only the clients managed by a specific coach.
🔀 Status Filters
Right below the Smart Views and Trainer filter, you'll find status filter toggles and a status dropdown that let you quickly narrow down your conversation list by status.
Toggle Buttons
There are two quick-toggle buttons that you can switch on or off:
Waiting for Reply — Shows only conversations where a client has sent a message and is still waiting for a coach reply. A count badge shows how many clients are currently waiting.
Follow Up — Shows only conversations that a coach has flagged for follow-up. Use this to keep track of clients you need to circle back to.
Status Dropdown
Next to the toggles, there's a dropdown menu with additional status options:
All — Shows all active conversations (default view)
Waiting — Same as the toggle, filters to clients awaiting a response
Archived — Shows archived conversations that have been removed from your active list
Each option displays a count so you can see at a glance how many conversations fall into each category.
📊 Sort Options
You can also change how your conversation list is ordered using the sort controls next to the status dropdown.
There are two sort modes:
Activity — Sorts conversations by the most recent message (this is the default). The client who messaged most recently appears at the top.
Wait Time — Sorts conversations by how long the client has been waiting for a reply. This helps you prioritize responding to clients who have been waiting the longest.
You can also toggle the sort direction (ascending or descending) using the arrow button next to the sort dropdown.
Tip: When you activate the Waiting for Reply filter, the sort automatically switches to Wait Time so the longest-waiting clients appear first.
🔎 Use the Client Name Search
At the top of the message list, there's a search bar.
Type any client's first or last name, and we'll instantly pull up their conversation.
Great for quick access when a client messages you directly.
🧠 Pro Tip: Use SearchAI Message Search with Command+K
Need to find a message but can't remember who sent it?
Hit Command + K (or Ctrl + K on Windows) to open the Search AI feature.
Here's what it can do:
Search by keywords inside messages (not just names)
Find conversations that mention a phrase, problem, or term
Works across all clients and all message threads
Example:
Type "ham/smoked meat" and FitMetrics will find any message where that was mentioned — even across different clients.
Between Smart Views, status filters, sort options, name search, and AI-powered message search, you'll never lose a conversation again — no matter how big your client list gets.