Your onboarding pipeline in FitMetrics is more than just a visual board — it's a powerful tool to manage your client flow and eliminate chaos.
Here are some best practices to get the most out of it:
✅ 1. Match Your Real Process
Your pipeline should reflect the actual steps you take with new clients.
If your process includes:
Sending a welcome email
Collecting a questionnaire
Booking a blood test
Delivering the plan
…then make each of those a stage. Don't overcomplicate it.
🖌 2. Use Emojis & Colors for Clarity
Stage names like ✅ Onboarded or 🩸 Blood Test Booked help you scan the pipeline fast.
Colors can signal urgency (red = needs attention) or categories (green = complete).
👥 3. Assign Responsibility by Stage
Make it clear which team member is responsible for each stage.
For example:
"Questionnaire Sent" → Admin
"Blood Test Booked" → Coach
"Homework Received" → Coach
This prevents overlaps and missed steps.
🔁 4. Update Stages Weekly
Each week, move clients to the correct stage so you're not chasing outdated info.
If a client's been sitting in "Questionnaire Sent" for 10+ days, it's time to follow up.
🔍 5. Use Smart Views with Stages
You can filter your onboarding board by Smart Views — for example:
Only see clients assigned to you
Only see clients who are Group Coaching
Only see clients who haven't logged in for 30+ days
This keeps things focused and reduces noise.
📝 6. Use Client Notes for Context
You can click any client's name on the board to add notes directly.
Notes appear with a 📝 notepad icon on the client card so your team knows there's context
Great for tracking conversations, blockers, or reminders for each client
Notes support file attachments and voice notes
⏱ 7. Sort by "Days in Stage" to Spot Bottlenecks
Switch the sort to "Days in Stage" to see which clients have been stuck the longest.
Clients at the top (descending) are the ones who need attention
This is more actionable than sorting by "Joined Date" for follow-up prioritization
🧑💼 8. Use the Trainer Filter for Team Oversight
Use the trainer filter dropdown to narrow down the board to a specific coach's clients.
Helpful for weekly check-ins or reviewing a specific coach's onboarding pipeline.
⚡ 9. Automate Stage Transitions
Use Automations to trigger actions when a client enters a stage.
For example: when a client enters "Onboarded", automatically send a welcome message or assign a check-in template
You can also set automations to move clients between stages automatically
📌 Final Tip: Keep It Lean
You can have up to 10 stages — but you probably don't need all 10. Start with 4–7 key milestones and evolve over time.
The goal is clarity, not clutter.
When used right, onboarding stages turn chaos into clarity — helping you and your team deliver a world-class experience from day one.