The Compliance Tracker comes with 8 built-in client statuses, but every coaching business is different. Custom Statuses let you create your own status tags — with a name and emoji of your choice — so you can track client situations that matter to your workflow.
Built-In Default Statuses
Every business starts with these 8 statuses available out of the box:
✅ Active — The default status for all clients
⏸️ Paused — Client has paused their coaching
🏖️ Vacation — Client is on vacation
💼 Business Trip — Client is travelling for work
🩹 Injury — Client is dealing with an injury
🤒 Sick — Client is unwell
❌ Cancelling — Client is in the process of cancelling
🩸 Menstrual Cycle — Only shown for female clients
These built-in statuses cannot be edited or deleted. Custom statuses appear alongside them in every status dropdown.
Creating a Custom Status
You can create up to 10 custom statuses per business. Here's how:
Open the Compliance Tracker.
Click on any client's status dropdown (the status column in the tracker grid).
At the bottom of the dropdown, click Manage Custom Statuses (the gear icon option).
The Manage Custom Client Statuses modal will open.
Click the emoji button on the left to open the emoji picker and choose an emoji for your status.
Type a status name in the text field (up to 50 characters).
Click the Add button (or press Enter).
Your new status is immediately available in every client's status dropdown across the tracker.
Editing a Custom Status
Need to change a status name or swap its emoji? You can edit any custom status at any time:
Open the Manage Custom Statuses modal (from any client's status dropdown).
Find the status you want to edit in the list.
Click the pencil icon next to it.
Update the emoji, the name, or both.
Click Save (or press Enter) to confirm.
If you rename a status, all clients currently assigned that status will automatically update to the new name. Press Escape or click the X button to cancel editing without saving.
Deleting a Custom Status
Open the Manage Custom Statuses modal.
Click the red trash icon next to the status you want to remove.
Important: When you delete a custom status, every client who had that status will automatically be set back to Active. This cannot be undone, so make sure you no longer need the status before deleting it.
Where Custom Statuses Appear
Once created, your custom statuses show up in three places:
Client status dropdown — Listed below the built-in statuses when you set a client's weekly or current status in the tracker grid.
Status filter — Available in the "Filter by Latest Status" dropdown at the top of the Compliance Tracker, so you can filter your view to show only clients with a specific custom status.
Tracker grid cells — Displayed with their emoji and name in the status column for each client row.
Use Case Ideas
Here are some examples of custom statuses coaches find useful:
🏋️ Competition Prep — Clients preparing for a competition or event
🔄 Diet Break — Clients taking a planned diet break
🆕 Onboarding — New clients still getting started
⚠️ At Risk — Clients showing signs of disengagement
🎯 Reverse Diet — Clients in a reverse dieting phase
✈️ Travelling — Clients on the move with limited gym access
🧘 Deload Week — Clients in a recovery or deload phase
Good to Know
You can have a maximum of 10 custom statuses at a time. If you hit the limit, delete an unused status to free up a slot.
All team members in your business can create and use custom statuses — they are shared across the entire team.
Custom statuses are business-wide, not per-coach. Any status you create is available to every coach on the team.
Related: Using Notes and Updating Statuses