Running a multi-coach business means you need visibility into how each coach is performing — not just gut feeling, but real data. FitMetrics gives you a complete toolkit to measure, compare, and improve your coaching team's output using the Team Performance page, messaging analytics, activity tracking, and compliance data. This guide walks you through everything.
1. Why Tracking Team Performance Matters
When you manage multiple coaches, small problems compound fast. One coach falling behind on messaging can mean dozens of disengaged clients. Without data, you won't catch it until clients start leaving.
With FitMetrics Team Performance, you can:
See exactly how each coach is performing across client success, activity, responsiveness, and engagement
Compare coaches side by side with a single score out of 100
Identify communication gaps before they become retention problems
Use real data in weekly team meetings and 1:1 coaching sessions
Track who is actively using the platform and who is falling behind
2. Setting Up Your Team
Before you can track performance, your team needs to be properly set up in FitMetrics.
The person who created the business account is automatically the Owner. You can invite additional team members as Admin or Coach.
Adding Team Members
Go to Settings > Team Members
Click Add Team Member and enter their email address
Assign them a role: Admin or Coach
They will receive an email invitation to join your business
Linking Trainerize Trainers
Each team member needs to be linked to their Trainerize trainer account so FitMetrics can match clients to coaches. When you invite a member, you can link them to their corresponding Trainerize trainer profile. This is how FitMetrics knows which clients belong to which coach.
How Client Assignment Works
FitMetrics automatically assigns clients to coaches based on the trainerID field in each client's Trainerize metadata. There is no manual assignment needed — once your Trainerize trainers are linked, clients are grouped under the correct coach automatically.
3. Understanding the Performance Tab
The Performance tab on the Team Performance page is where you see each coach ranked by their overall performance score.
The Performance Score (Out of 100)
Each coach receives a score out of 100, broken down into four categories:
Category | Max Points | What It Measures |
Client Success | 40 | Average client compliance, weight loss success rate, 90-day retention, percentage of high-compliance clients |
Activity | 25 | Messages per active day, percentage of clients messaged, consistency of active days |
Responsiveness | 20 | Check-in delivery success rate, task completion rate |
Client Engagement | 15 | Percentage of clients who logged into the app in the last 7 and 30 days |
Performance Tiers
Based on their total score, each coach is placed into a performance tier:
Tier | Score Range | What It Means |
Excellent | 80 - 100 | Top-tier coaching. Clients are engaged, compliant, and making progress. |
Good | 60 - 79 | Solid performance with some room for improvement. |
Needs Improvement | 40 - 59 | Gaps in activity, responsiveness, or client outcomes need attention. |
Concerning | 0 - 39 | Significant issues. Immediate action required. |
Quick Stats Per Coach
Below each coach's score breakdown, you will see quick stats including:
Average compliance — the mean compliance score across all their clients
Weight loss success — percentage of clients who are losing weight
90+ day retention — percentage of clients who have been active for 90 or more days
Messages/day — average messages sent per active day
30d app engagement — percentage of clients who logged into the app in the last 30 days
7d app engagement — percentage of clients who logged into the app in the last 7 days
Expanding a Coach Card
Click the arrow on any coach card to expand it and see their complete client portfolio. You will see each client's compliance score, weight progress, and a breakdown of their top performers vs. those who are struggling.
Filtering and Sorting
Use the filters at the top of the Performance tab to:
Change the time period: Last 30 Days, Last 60 Days, Last 90 Days, or All Time
Sort by Overall Score, Client Success, Activity Level, Responsiveness, or Client Engagement
4. Understanding the Messaging Tab
The Messaging tab gives you detailed analytics on how each coach communicates with their clients.
Key Metrics Per Coach
Metric | What It Shows |
Avg Response Time | How long it takes the coach to reply to client messages on average |
Median Response Time | The middle value of all response times (less affected by outliers) |
Response Time Distribution | Breakdown of responses: under 1 hour, 1-4 hours, 4-24 hours, over 24 hours |
Total Messages Sent | Number of messages the coach sent in the time period |
Client Coverage Rate | Percentage of assigned clients who received at least one message |
Read Rate | Percentage of messages that were read by clients |
Proactive vs Reactive | How many messages the coach initiated vs. replied to |
Consistency Score | How consistently the coach messages across the time period |
Identifying Communication Gaps
Look for these warning signs in the Messaging tab:
Low client coverage rate — the coach is not reaching all of their clients
High average response time — clients are waiting too long for replies
Many responses over 24 hours — some messages are being missed entirely
Low proactive rate — the coach only replies but never initiates conversations
Unmessaged Clients
You can view which clients have not received any messages from their coach in the selected time period. This is one of the most actionable reports — if a client has not been messaged in 30 days, they are at high risk of disengaging.
Time Period Options
The Messaging tab supports: Last 7 days, Last 14 days, Last 30 days, and Last 90 days. You can also sort by response time, message volume, client coverage, or read rate.
5. Using the Activity Log
The Activity tab shows a real-time feed of every action your team members take inside FitMetrics.
What Gets Tracked
The Activity Log records actions across these categories:
Navigation — page views across the platform
Messaging — sending messages to clients
Nutrition — updating nutrition targets or reviewing meals
Workouts — creating or modifying workout programs
Forms — creating or reviewing form submissions
Check-ins — managing AI check-in schedules
Automations — setting up or editing automations
Settings — changing business or account settings
Clients — viewing or managing client profiles
Reports — generating or viewing reports
Habits — managing smart habits
Filtering the Activity Log
You can filter by:
Category — narrow down to a specific type of action
Team Member — see only one person's activity
Date Range — Last 7 Days, Last 30 Days, or Last 90 Days
Entries are grouped by date (Today, Yesterday, This Week, This Month, Earlier), making it easy to scan recent activity at a glance.
How to Use the Activity Log
The Activity Log answers questions like:
"Is my new coach actually logging in and using FitMetrics?"
"Which team members are most active this week?"
"Did the coach review the client's nutrition this morning?"
"Who made changes to the automation settings?"
6. Using the Compliance Tracker Per Coach
The Compliance Tracker shows workout, nutrition, weight, and habit compliance for all your clients. To see how a specific coach's clients are doing, use the Trainer filter at the top of the page.
How to Filter by Coach
Open the Compliance Tracker
Use the Trainer dropdown at the top to select a specific coach
The grid will update to show only that coach's assigned clients
What to Look For
When reviewing a coach's client compliance:
Clusters of red — if most of one coach's clients are in the red zone, the coach may need support or training
Missing weigh-ins — if many clients show "no data" for weight, the coach may not be enforcing accountability
Nutrition gaps — low nutrition compliance across a coach's roster could indicate the meal plans need adjustment
Compare coaches — switch between trainers to compare compliance patterns across your team
7. Building a Weekly Team Review Process
Data is only useful if you act on it. Here is a recommended weekly review process.
What to Check Every Monday
Open Team Performance — check the Performance tab sorted by Overall Score. Note any coaches who dropped tiers.
Switch to the Messaging tab — sort by Response Time. Flag any coach with an average response time over 24 hours.
Check unmessaged clients — identify any clients who have not been contacted in the past week.
Review the Activity Log — filter to the last 7 days to see which coaches were most and least active.
Spot-check Compliance Tracker — filter by any coach who scored low on Client Success to see which specific clients need attention.
Setting Performance Expectations
Use the scoring system to set clear standards for your team:
Target tier: Set a minimum tier expectation (e.g., all coaches should be "Good" or higher)
Response time SLA: Aim for under 4 hours average response time
Client coverage: Every client should receive at least one message per week
Consistency: Coaches should be active on the platform at least 5 days per week
Using Data for 1:1 Coach Meetings
When meeting with a coach, pull up their performance card and walk through:
Their overall score trend — is it going up or down?
Their weakest category — where are they losing the most points?
Their unmessaged clients — which clients have they not contacted?
Their client portfolio — expand the card to review individual client progress together
8. Automating Team Accountability
Task Creation for Coaches
Use the Tasks feature to assign follow-up actions to coaches based on what you find in the data. For example:
"Message all clients who missed workouts this week"
"Review nutrition plans for clients with low compliance"
"Follow up with clients who have not weighed in for 2 weeks"
Task completion is factored into each coach's Responsiveness score, so assigning tasks also improves accountability tracking automatically.
Automations for Proactive Outreach
Set up Automations to handle repetitive follow-ups so your coaches can focus on high-value coaching work. Automations can trigger messages based on compliance status, check-in responses, or time-based rules.
9. Pro Tips for Scaling a Coaching Team
Start with the Messaging tab. Communication is the single biggest driver of client retention. Fix messaging gaps first.
Use the Activity Log during onboarding. When you hire a new coach, monitor their Activity Log daily for the first two weeks to ensure they are getting comfortable with the platform.
Share performance data transparently. Coaches who can see how they compare to their peers are naturally motivated to improve. Consider enabling the "coaches can see Team Performance" setting in Settings > Team Members.
Focus on one metric at a time. If a coach is in the "Needs Improvement" tier, pick their weakest category and set a 2-week improvement goal for just that area.
Celebrate wins. The top-ranked coach each week should be recognized. The ranking system (gold, silver, bronze medal icons) makes this easy.
Use 30-day trends, not daily snapshots. Performance data is most useful when viewed over weeks, not days. Avoid reacting to a single bad day.
Exclude non-coaching staff. If you have staff accounts that are not client-facing, exclude them from performance tracking so they do not skew team averages.
10. Summary
What You Want to Do | Where to Go |
See overall coach rankings and scores | Team Performance > Performance tab |
Check response times and messaging volume | Team Performance > Messaging tab |
See what your team is doing in real time | Team Performance > Activity tab |
Review compliance for a specific coach's clients | Compliance Tracker > filter by Trainer |
Add or manage coaches | |
Assign follow-up tasks to coaches | |
Set up automated client follow-ups |
Team Performance is available exclusively on the Business package. It is not available on the Starter or Essential plans. Need help setting up your team? Reach out via the chat widget and we will get you sorted.